user manual
Contents
1. Changes to the dollar amount budget code check number or check date on a reconciled record will rigger warning message see below You have the choice to leave the record as is or go ahead and make the change FESTER uro te Rev Apal 2005 Page Saint Paul Public Schools SAM School Account Management System User Manual Viewing Records w List The View List provides an easy method for viewing all records or groups of records inthe Register Column headings that are asterisked may be clicked on to sort the We The FIND button takes you o find screen where you can search ora specific record or groups of records The FIND ALL button brings all Register records into the View List in date order The Quick Report button prints the current group of records as shown and allows you to add a title to the report SE Paul Public Schools Page a0 Rey April 2005 SAM School Account Management System User Manual Using the Find Screen Itis better to enter as litle information as possible to make sure hat a request is not overly complicated Using just the beginning part of a word often eliminates the possibility of misspelling that word If a match isn t Found a message indicating that No Records were found will be displayed Afte2. Saint Paul Public Schools Rev Apal 2005 SAM School Account Management System User Manual Exporting Records Any information in the Register may be exported to be used in word processing documents spreadsheets mail merges or other databases To export records perform the following steps 1 Open the Register file Perform a find to locate the records you wish to export IMPORTANT A specific group of records must be will be exported 3 From the File Menu choose Import Export and then Export Records und or ALL of the records in the system 4 Name your export file and save it to location on your hard drive or desktop Serine CT SE Paul Public Schools Fuge Fev April 2005 SAM School Account Management System User Manual Choose the fields that you wish to export The left side lists the fields available for export Select a field then click the Move button to add it to the right side 5 pec id det Expo EE Fi esa Tene ran canoe eid Badi Toni u Ceci ES Denen m Frares Humber Fortune m When fields have been selected click Ihe Export button Alter the export file is created you will be able to use any application capable of reading a text file Microsoft Excel is probably the
3. School Account Management System USER MANUAL Published hy Office of Business amp Financial Affairs Saint Paul Public Schools SAM School Account Management User Manual TABLE OF CONTENTS SYSTEM OVERVIEW nn SYSTEM CONFIGURATION ann SYSTEM CONFIGURATION Resting School Program NAVIGATING THE SYSTEM nn ENTERING TRANSACTIONS IN THE REGISTER po Regus for Payment REP Orden VENDOR INFORMATION svn Above a Vexoor Wine Extensa Ax Expose RECORD Abo a Vexbor Wim sean AN REP Apoc Vexoos Dine To VENDOR DATABASE Vexpon ivrotauenos O VIEWING RECORDS USING THE FIND SCREEN un ADVANCED FIND tiit Find Wath More Than One Criterion Find Wah More Than One Criterion Using Oni n Is E M EI 26 E MM 2 2 Caransa a n Record from a Report E Expenses foram Account Expenses fora Month Fi Expenses fora Group E SE Paul Public Schools Page Rev April 2005 SAM School Account Management System User Manual Allocations for an Accoun Allocations for a Month Group Allocations by Month Storehouse Toa Caren Balance Current Balance by Object Code Current Balance by Bude Nabe Group Balance Reconcile an Acc Pens Cash Lis Cash Badge Summary Pts Cash Dea Cash Outstanding EXPORTING RECORDS
4. ende yeu cede wa jE SE Paul Public Schools Page E Rey April 2005 SAM School Account Management System User Manual 3 The Expense screen displays Complete the below Account Name Outstanding Check XXX XX Vendor Select tbe vendor who was the payee on the check Invoiced Cost Amount of the cheek Petty Cash Check number Petty Cash Paid Date Check date lds as shown in the example T Beten ne mee ae Hue er E EE ona 4 You are done entering this record A budget code is not necessary because this check was already reimbursed and charged to last year s budget so it should not be included in any reports Check Not Reimbursed and Charged to New Fiscal Year s Budget This type of oustanding check can be entered using the standard procedure on the next page Rev Apal 2005 Sunt Paul Public Schools SAM School Account Management System User Manual Entering Petty Cash Checks 1 On the Entry screen click on the New Record button 2 A dialog box asks which type of record you want to create Click on the E button or press the Enter key on your keyboard ecsddo you nto ciae 3 The Expense sereen displays Complete the fields as shown in the example below Account Name Group Category Make selections from the pop up lists or enter new values Vendor The payee Ifthe payee is not l
5. 3 Rev Apal 2005 Page 53 Sunt Paul Public Schools SAM School Account Management System User Manual 4 The View List screen displays all Petty Cash transactions that have been entered in the Register Jl cnex on any ine to view tat record 5 Serall down to the bottom of the list to see the balance of your account SE Paul Public Schools Page st Rey Apa 2005 SAM School Account Management System User Manual Reimbursing Your Petty Cash Account Reimburse your cash account when you have spent approximately 50 of your balance The steps included in this process are 1 Reconcile all bank statements Determine the range of checks that you want to have reimbursed Print the following reports Peny Cash List Cash Budget Summary Pony Cash Budget Detail 4 Create a Request for Payment and have it signed by the Principal Budg Administrator 5 Make copies of the backup documentation most recent bank statement reports and RFP before they are sent to the Business Office Keep the photocopies for yourself and the send the originals to the Business Office 6 Assemble the paperwork in the following order Signed Request for Payment on blue paper ely Cash Budget Summary report ety Cash List report ely Cash Budget Detail report Petty Cash backup original invoices and r
6. Creating a General Expense Record 1 On the Entry screen click on the New Record button 2 A d alog box asks which type of record you want to create Click on the button ih pe yea reso Page IF Sunt Paul Public Schools SAM School Account Management System User Manual 3 The Expense screen displays Complete the below elds as shown in the example Note An expense can be entered two different ways Estimated Cos Use this field if you want to record the expense before ihe actual cost is known This is typically used for Purchase Requisitions and Storehouse orders You could also use this field to estimate for the entire year the cost af copier and fax machine rentals or other fied expenses that occur each month When you know the actual cost you will need to edit his record and add the actual cost to the Invoiced Cost field dnvoiced Cost Use this field if you know the actual cost such as petty cash checks Graphic Services Food Service and Transportation expenses LEE ioo 1 caris Seton wee T 623 Note When entering the object code always select the number from the drop down list Typing the number in the field will nat enter itin the system correctly 4 When finished entering information click the New
7. x 7 w w a a 2 2 One Perry Casu Cc Fons Stan Perry Cast AT THE BEGINNING OF TUE VAR Erin A Bina Perry Bat ance vrstama Perry Cist Circi Perry Cii Parese Perry Cities ENTERING BANK CHARGES YOUR ARI STATEMENT Verve nic Perry CASH ACCOUNT BALANCE Your Perry Casi ACCOUNT Creating he Request or Payment to Reise Pty Cah Receipt of Peny Cash Reimbursement TO BANK STATEMENT Out of Balance Troubleshooting Perry Cue 46 n n si E ss E Ed P i Rev April 2005 Pages Saint Paul Public Schools SAM School Account Management System User Manual System Overview The School Account Management SAM system is budget management tool that can be used variety of purposes such as Recording allocations and expenses for the budget accounts you want to track Creating Request for Payments Recording Petty Cash transactions and printing petty cash checks Creating Storehouse orders Producing reports on a variety of budget information The system is composed of 5 databases as explained below 3 Primary database used for entry of all transactions Register e A catalog of items available from the Storehouse Catalog S Contains Storehouse order records GrpOrdis DetVendr ReqFiPay SE Paul Public Schools Paget Rev Apa 2005 SAM School Account Manag
8. 2005 SAM School Account Management System User Manual 4 Complete the fields on the Vendor entry screen as shown below Braun 5 When finished click the Dine button You will be retumed to the Expense Adding a Vendor While Entering an RFP 1 In the middle of the Request For Payment sereen click on the Clik here to add Vendor button EID in 2 The Vendor entry screen displays as shown in the previous example Enter the vendor information and click the Done button to retur to he RFP sereen Rev April 2005 Pages Sunt Paul Public Schools SAM School Account Management System User Manual Adding a Vendor Directly to the Vendor Database 1 Double lick on the DstYendr database to open it N DstVendr 2 A dialog box displays requiring you to entera password Enter the password and lick ihe OK button 3 The Vendor Entry screen displays Fill in the fields and when finished click the Done button The screen will minimize If you are entering more than one vendor maximize tbe screen click the New Vendor button and continue entry 4 Close the DstVendr database when finished SE Paul Public Schools Page 36 Rey Apa 2005 SAM School Account Management System User Manual Vendor Information Once vendor information has been entered in the system it can be changed at any time To edit vendor information 1 Double click on the DytVend database t
9. Previous Fiscal Year 1 Create a new expense record and enter the fields as follows Account Name Voided Check Invoiced Cost enter a minus sign and the check amount Deseription Void and the reason for the void Budget Number enter the budget code the check was originally charged to Petty Cash enter the check number that is being voided Petty Cash Paid Date enter the date the check was written 2 Make a hard copy of this record by choosing Print from the File menu Keep this hard copy with the rest of your pending petty cash backup until the next time you reimburse 3 When you prepare your next reimbursement request include the voided check on the reports by following the Advanced Finds instructions in the SAM User Manual Rev April 2005 Page 61 Saint Paul Public Schools SAM School Account Management System User Manual SE Paul Publie Schools Page 6Z Rev April 2005
10. Record button to enter another expense record SE Paul Public Schools Page 17 Rey April 2005 SAM School Account Management System User Manual Request for Payment RFP Request for Payment REP form is required when an invoice meets the criteria io be paid through the district s Business Office Entering an REP 1 Got any Expense Entry screen and click on the Request for Payment button Request For Payment 2 A dialog box offers you the option to view a list or crente a new REP Click on the New button Fev Apal 2005 Page 15 Saint Paul Public Schools SAM School Account Management System User Manual 3 The Request for Payment screen displays The RFP Date qud REP are automatically filled in by the system oer Need By Date When the payment is needed Special Payment Instructions Enter information the Business Office needs to know to process this request appropriately Date Goods Services Received Date the goods services were received by your school or department Received By The person who can confirm the goods services were received Vendor Select the vendor from the drop down box The Address field will automatically fill in If this s a new vendor click the Click here to add a Vendor button and add the vendor 4 Click on the Add a Line button to display fields for entering budget and invoice information EE HE ELE E ere Stel
11. Rev April 2005 Page aT Saint Paul Public Schools SAM School Account Management System User Manual Petty Cash List On the FIND screen click twice in the Petty Cash field and type the range of check numbers example 111 333 Petty Cash List Grand Total 1 11000 Petty Cash Budget Summary On the FIND screen click ice in the Petty Cashif field and type the range of check numbers example 1111 3333 You don t need to enter a report title The system automatically shows the check range and your schooliprogram name from the Settings screen Petty Cash Budget Number Summary Monroe School ums coron fed mmm wos Gn Case are mon mcm EEEE 263 Grand Total 3111000 SE Paul Public Schools Page 33 Rev April 2005 SAM School Account Management System User Manual Petty Cash Budget Detail On the FIND screen click twice in the Petty Cash field and type the range of check numbers example 1111 3333 Petty Cash Budget Detail ousmonomcnem Tet 6700 sasamana Total 1 000 00 A Total 48 00 uo EE pany an E Grand Total 1 11000 Petty Cash Outstanding No selections need to be made The report automatically identifies outstanding petty cash records by the empty Bank check box Outstanding Petty Cash Items
12. Schools SAM School Account Management System User Manual 4 Enter a title for your report Your school name und other specific information is especially helpful if the report will be distributed to others When finished click the Continue button Typo the name of your report your schooliprogram name and the data that was selected and click the Continue button Report Name Example Ames Petty Cash List Checks 2301 2385 Monroe Expenses for September 2003 Cima u the option to Preview or Print the report 5 A dialog box displays g Note Always Preview the report to make sure it includes the data you expected and it sin the proper format portrait or landscape Pater Pave 6 Inthe Preview mode you can change the format from Portrait to Landscape by going to File gt Page Setup If you don t want to print the report click the Cancel button to return to the Reports sereen Ifyou want to print the report click ihe Continue button then the OK button After printing is complete you will be retumed to the Reports menu SE Paul Public Schools Page a Rev April 2005 SAM School Account Management System User Manual Excluding Records from a Report Select the report you want to produce and enter the criteria on the FIND screen Go to the Mode menu and choose New Request Enter the criteria for the records you want to exclude Click on the status area control button betw
13. most common application used to work with exported files Open the application first then open the text file Rev Apal 2005 Saint Paul Public School SAM School Account Management System User Manual Petty Cash You can use SAM to record your petty cash expenditures create reports for reimbursement requests and balance your records to the bank statement You have the option of using pre printed check forms or a manual checkbook Ordering Petty Cash Check Forms In order to use the petty cash check printing feature you will need to order checks from Deluxe Business Forms and Supplies at 1 800 328 0304 The cheeks you need to order are Form 080931 and the window envelopes that are compatible are 091500 The checks are one to a page with two check stubs The stub at the lop is sent to the vendor with the check and the school keeps the lower stub Do not include the lower stub with your backup documentation when you reimburse the account It s meant to be kept on file in your building Starting Petty Cash at the Beginning of the Year Assuming that your petty cash account was reimbursed at the end of the previous School year and that you reconciled your bank statements for June and July you will enter beginning balance for your petty cash bank account and any outstanding checks that have not cleared your bank account Entering a Beginning Petty Cash Balance 1 On the Entry screen click on the New Record button
14. steps FIND for the check number to be voided Click on the record to display the entry screen On the entry screen go to the Comments field first and enter the check amount s0 you have a record of it in case the check is found later and returned to you or cashed 4 Then change the remaining fields as follows led Check and the reason for the void SE Paul Public Schools Page oo Fev April 2005 SAM School Account Management System User Manual Ifa check that has already been reimbursed needs to be voided follow these steps 1 Doa FIND for the check number to be voided 2 Click on the record to display the entry screen In the COMMENTS field record the Invoiced Cost amount 3 Click the Duplicate Record button 4 On the duplicate record change the fields as Follows Account Name Voided Check Invoiced Cost enter a minus sign and the dollar amount that you recorded in the COMMENTS field Description Void and the reason for the void Petty Cash enter a period and a 1 after the check number 5 Make a hard copy of this record by choosing Print from the File menu Keep this hard copy with the rest of your pending petty cash backup until the next time you reimburse 6 When you prepare your next reimbursement request include the voided check on the reports by following the Advanced Finds instructions in the SAM User Manual Voiding a Check TI t Was Reimbursed In the
15. 2 A dialog box asks which type of record you want to create Click on the Allocation button SE Paul Public Schools Page 36 Rev Apa 2005 SAM School Account Management System User Manual 3 The Allocation screen displays Complete the fields as shown in the example below Account Name Petty Cash 1 When you click on the next automatically fil in the word Yes General Allocation Enter the ending balance from the bank statement Description Optional see example Budget Code Leave as zeroes icd the Petty Cash Record feld will BI ee NM rn En EE gus guis Deron ons rr 4 You are done entering this record This is one of the few records you will ever create in SAM without a budget code Rev Apal 2005 Page 77 Saint Paul Public Schools SAM School Account Management System User Manual Entering Outstanding Petty Cash Checks There are two types of outstanding checks Checks that have already been reimbursed and were charged to last year s budget Checks that has year s budget e not been reimbursed and will be charged to the new fiscal Follow the steps below for the type of outstanding checks you need to enter Checks Already Reimbursed and Charged to Last Year s Budget 1 On the Entry screen click on the New Record button 2 A dialog box asks which type of record you want to create Click on the Expense bunton
16. M School Account Management System User Manual Reconciling to Bank Statement When you receive your monthly bank statement follow these steps to reconcile your petty cash records in SAM to Ihe statement 1 Inthe View List mode do a FIND to bring up list of all your petty cash records See Verifying Balance of Petty Cash Account section for detailed instructions 2 For every deposit or check that has cleared on the bank statement click in the Bank check off box on the far right of the View List screen If there are bank service charges enter them in the register and mark them as cleared see the Entering Bank Charges from your Bank Statement section 3 When everything has been checked off scroll to the bottom of the list and write down the balance of your petty cash account 4 Print Petty Cash Outstanding report see Reports for detailed instructions 5 Tum the bank statement over and fill in the fields as shown below The ending balance this statement CLOSING BALANCE or Amount from other side N ADD Deposits made since ending P Af account was on stateme reimbursed after the statement ending date SUBTOTAL enter amount here Checks not sted on this oF prior statements NO AMOUNT 3 Enter the total amount from the Petty Cash Outstanding report TOTAL CHECKS s NOE LIEN This amount shouid
17. Pages Rev April 2005 SAM School Account Management System User Manual 3 When the teachers spend the money record the expense with the teacher s name as the Account Name and enter the actual budget code HEE OOO 1 520200001400 1000 4 You track both the allocation and expenditures using the Current Balance by Budget Number report shown below Current Balance by Budget Number 01 528 203 000 8430 0000 00 570300 E E ug UM et DH E L3 Ego d Rev Apal 2005 PageT Saint Paul Public Schools SAM School Account Management System User Manual 5 You can also track individual teacher expenditures by using the Current Balance by Account Name report shown below Current Balance by Account Name Accourtname Teta Allocations Total Expenses Balance Record KERN eom Lr Ex SE Paul Public Schools Pages Rev April 2005 SAM School Account Management System User Manual Navigating the System These are the common buttons used to navigate the SAM System E Start the process of entering a new allocation or expense Copies information from an existing record to new record The new record can then be modified as needed Brings up find screen that is used for searching for a record or group of records Finds ALL records in the system Displays a list of records based on the crit
18. Storehouse order click on the Print Storehouse button SE Paul Public Schools Fuge Rev April 2005 SAM School Account Management System User Manual Adjusting Storehouse Order Dollar Amounts Prices in the Catalog are updated only periodically so they may not be accurate at the time you create the order The Storehouse also adds an overhead charge when the order is processed When you receive the Storehouse pick slip with your order edit the original storehouse record and type the sub total amount that shows on the Storehouse pick slip in the Invoiced Cost field Rev April 2005 Page 23 Saint Paul Public Schools SAM School Account Management System User Manual Vendor Information Vendor information can be carried over from year to year by importing records into the new vendor database The easiest way to add new vendor information is to enter itas you record the expense transactions New vendors can be added three ways While entering an Expense record in the Register While entering a Request For Payment record Adding it directly to the Vendor database Adding a Vendor While Entering an Expense Record 1 ihs eps rien ik F m utente 1 A dialog box displays asking if you want to add a vendor Click the Yes button mm 3 The Vendor entry screen displays see next page SE Paul Public Schools Page 2 Rey April
19. an tals be used to omit petty cash checks that were charged to last year s budget from standard reports Follow this example to exclude a check within range of check numbers 1 While in the find sereen enter the first search criterion Example Petty Cash 2201 2254 2 Go to the Mode menu and choose New Request 3 Enter the second search criterion which you want omitted Example Petty Cash 2250 4 Click on the status area control button between the Zoom Out button and the word Find at the bottom of the screen This gives you access to the status are 5 Click the Omit check box in the status area 6 Click the Continue button atthe bottom ofthe screen The result would be a petty cash report that includes checks 2201 2249 und 22 2254 SE Paul Public Schools Page E Rev April 2005 SAM School Account Management System User Manual Reports Creating a Report 1 On the Expense or Allocation entry screen click on the Reports button 2 The Reports Menu displays Double click on the report you want to generate Click on any button to preview or print that report 3 The Find screen displays Enter the appropriate information for the report you are generating then click on the Continue button NOTE To get accurate expense reports remember to exclude outstanding cash checks that were charged to last year s budget Rev Apal 2005 Page 3 Saint Paul Public
20. cations for a Month On the FIND screen select Record Type Allocation and make a selection from the Month pop up list Allocations for a Month ALLOCATION TOTAL FOR Ober nan m oun ined Rev April 2005 Page 37 Saint Paul Public Schools SAM School Account Management System User Manual Group Allocations by Month On the FIND screen make a selection from the Group pop up list You don t need to select a Month All months that have allocation records will print Group Allocations by Month Genel Fund Monthiy Alsceione ALLOCATIONTOTALFOR November 67070 J m ALLOCATION TOTAL To DATE wem Storehouse Total Not working correctly Current Balance by Account Name On the FIND screen make selection from the Account Name field Current Balance by Account Name ssereeny Toul Etpenses Recore Monroe Community Current Totals SE Paul Public Schools Tug Rev April 2005 SAM School Account Management System User Manual Current Balance by Object Code On the FIND screen make a selection from the Object field Current Balance by Object Code object cese __Tetl lesatens Total expanses Balance Racord Curre
21. eceipts Each invoiceecept should have the check number written on it 2 Small slips should be taped to an 814 x 11 piece of paper Try and fit as many slips on one page as you can Don t tape slips to both sides of the paper Include adding machine tapes if there are multiple receipts for one check or only part of the items on the receipt were reimbursed helps the Business Office determine how you arrived at the check amount and saves time adding the items Copy of Current Reconciled Bank Statement ihe back of the statement shouldbe filled in to show that you reconciled the account Rev April 2005 Pages Saint Paul Public Schools SAM School Account Management System User Manual Creating the Request for Payment to Reimburse Petty Cash 1 On the Entry screen click on the New Record button 2 A dialog box asks which type of record you want to create Click on the Expense button WE esidan Carosi Meran 1 On the bottom right cerner of the Entry sereen click on the Request for Payment button Request For Payment A dialog box offers you the option to view a list or create new RFP Click on the New bution SE Paul Public Schools Page 56 Rey Apa 2005 SAM School Account Management System User Manual 3 The Request for Payment screen displays in the fields as shown in the example below Need By Date The date you want the money deposited in your acc
22. een the Zoom Out button and the word Find at the bottom of the sereen This gives you access to the status area 5 Click the Omit check box in the status area 6 Click the Continue button at the bottom of the sereen Rev Apal 2005 Page 3 Saint Paul Public Schools SAM School Account Management System User Manual Expenses for an Account On the FIND screen select Record Type Expense and make a selection from the Account Name pop up list If you want all Account Names to appear leave that field blank Expenses for an Account Far Aco ane 1 TOTAL NGS Sn Expenses for a Month On the FIND screen select Record Type Expense and make a selection from the Month pop up list Expenses for a Month Deeb Rs ee ES DUE ER ER EUER shat 808 TOTAL EXPENSES FOR E TOTAL EXPENSES TO DATE zr Expenses for a Group Not working correct SE Paul Public Schools Page se Rey April 2005 SAM School Account Management System User Manual Allocations for an Account On the FIND screen select Record Type Account Name pop up list location and make a selection from the Allocations for an Account pes atuocaTions For TUS TOTAL Alesis 195a Allo
23. ement System User Manual System Configuration SAM bas tbe capability to track allocations and expenses simply by budget account code or in a more complex manner by department teacher grade level or any other specific grouping The system starts out as blank slate so you can choose the configuration that best meets your needs Simple Configuration TED SUGGESTIONS FOR WHAT TO ENTER Account Name Any types of allocations or expenses you can track By budget code Your monthly FMS Reports will show budgeted dollars and expenditures by budget code Example 1 Printing amp duplicating jobs done by Graphic Services may be charged to various budget codes An Account Name of Graphic Services would allow you to Wrack expenditures for Graphic Services requests Example 2 Gifts given to a school program may be charged to multiple budget codes To track the expenditure of gift funds create an Account Name for each one Group Leave blank Category Storehouse required Tor Storehouse order Complex Confi figuration FIELD SUGGESTIONS FOR WHAT TO ENTER Account Name Grade level if money is allocated by grade level Program such as Athletics Science Math English ete Individual names if money is allocated to individuals for purchasing classroom or other types of supplies Budget Administrators name if tracking budgets for multiple p
24. eria the user entered in the Find sereen Rev Apal 2005 Pages Saint Paul Public Schools SAM School Account Management System User Manual Navigating the System continued Displays a menu f alae reports Displays a screen for entry of system default information Displays the Petty Cash screen where check information is verified before printing The petty cash check number must be entered before clicking on this button Request For Payment Prompts you to view a list of existing RFPs or enter a new RFP This button shows you the number of the record you are viewing within the group of records you have ee selected and allows you to display other records by clicking on the arrows SE Paul Public Schools Page 10 Rey April 2005 SAM School Account Management System User Manual Entering Transactions in the Register Allocations At the beginning of each fiscal year an allocation record needs to be created for each budget account that will be tracked Creating an Allocation Record 1 On the Entry sereen click on the New Record button 2 A dialog box asks which type of record you want to create Click on the Allocation button Rev Apal 2005 Page TT Saint Paul Public Schools SAM School Account Management System User Manual 3 The Allocation screen displays Complete the fields as shown in the example below Note There are three different ways to allocate mone
25. formation in this box before clicking the print button 3 When ready to print the check click the Print Petty Cash Check button Rev Apal 2005 Pages Saint Paul Public Schools SAM School Account Management System User Manual 4 dialog box displays reminding you to load the check forms in the printer When ready to print click the OK button Entering Bank Charges from your Bank Statement Ir you are charged a bank service charge enter an expense record with the following information Account Name Petty Cash Description description of the bank service charge Invoiced Cost amount of the service charge Budget Code the budget code his expense is ch Petty Cash the number of he lst petty cash check listed on that hank statement Insert a decimal point and 1 at the end of the check number to make unique Example 2457 1 This charge will be included when you prepare your next reimbursement Petty Cash Paid Date date of bank service charge ed to SE Paul Public Schools Page SF Rey April 2005 SAM School Account Management System User Manual Verifying the Petty Cash Account Balance Verify your petty cash balance each day before you start processing checks so that you know how much money is in your account 1 Click on the Find button at the bottom of the sereen Ae
26. isted as a vendor click on Ihe Vendor button and enter il in Ihe Vendor database Description Description of the expense pense Invoiced Cost Amount of the check Budget Number The appropriate budget code for the expense Petty Cash Check number Petty Cash Paid Date Check date SE reel stesse MEER mon Ifa check is being charged to multiple budget codes duplicate the original record make the necessary modifications and enter an extension on the check number for example the second record for check 1555 would be 1555 1 the third would be 15552 ete SE Paul Public Schools Page 50 Rey April 2005 SAM School Account Management System User Manual Printing Petty Cash Checks 1 After entering the petty cash check record on the Expense screen click on the Petty Cash button at the bottom of the screen 2 The Petty Cash Check sereen displays Enter information as shown in the example below You have the option to make the check payable to the Vendor or Account Name The default is Vendor To select Account Name click on the box and a drop down list displays where you can select Account Name Jr check is payable to the Click tis button to the Register Account Name enter the address here Verify the in
27. le below To retum to the entry screen click the View Entry button Request for Payment List x Tana isnt REN I Rev Apal 2005 Page 19 Saint Paul Public Schools SAM School Account Management System User Manual Storehouse Orders Creating a Storehouse Onder accomplishes two functions Records the expense in the budget register Creates a hard copy order form that can be faxed to the Storehouse Depending on how you want to manage the ordering process you can create separate Storehouse orders for each individual or combine orders for several individuals under one order number In either case only one budget code be entered for the entire Storehouse order Creating a Storehouse Order 1 On the Entry sereen click on the New Record button A dialog box asks which type of record you want to create Click on the Expense button or press Enter on your keyboard ype ol ced SE Paul Public Schools Page ao Rey Apa 2005 SAM School Account Management System User Manual 3 The Expense screen displays Fill in the fields as shown below Erg UR CIO WEN Ro T LC Cah heel ic e CE aS SR i Account Name and Group Select names from the drop down boxes Category You MUST enter S Storehouse Order A drop down box will display listing your USED storehouse order number
28. match the balance on BALANCE Page Saint Paul Public Schools SAM School Account Management System User Manual Out of Balance Troubleshooting If you are unable to reconcile ask yourself these questions Did you forget to enter expense records for bank fees such as overdraft fees or stop payments Are there items on the Petty Cash Outstanding report that should have been marked as cleared Are there voided checks that have a dollar amount other than 0 0 Did you forget to enter an allocation record for a reimbursement Is there an allocation record for the initial balance of the checking account at the beginning of the fiscal year Voi Petty Cash Checks Voiding Check Immediately TF you made an error while printing a petty cash check or manually weit follow these steps a check 1 Select New Record click the Expense button and enter the fields as follows Account Name Voided Check Description and the reason for the void Invoiced Cost Petty Cash check number Petty Cash Paid Date he date you voided the check Voiding a Check That Has Not Been Reimbursed The most common reason a check that has been sent toa vendor or given to a staff member is voided is because it s been lost If all efforts to find the check have failed and it s been determined that the check should be voided and the check has not been included in a reimbursement request follow these
29. nt Object Totals TeiMleenens Tetasxpenses Dulce Record Transaction Report On the FIND screen make a selection from one field The report will list any records that match that criteria Transaction Report Rev Apa 2005 Page Saint Paul Public Schools SAM School Account Management System User Manual Current Balance by Budget Number On the FIND screen type the budget number Ifyou want to see all budget numbers leave ihe fields blank Current Balance by Budget Number 101 528 203 000 6420 0000 Pen Pire en Tea E 1 Category Summary Report On the FIND screen make a selection from the Category field Category Summary Report Field Trip Admissions Tote 1 800 80 Grand Total 1 933 50 E SE Paul Public Schools Page 0 Rev April 2005 SAM School Account Management System User Manual Group Balance On the FIND screen make a selection from the Group field Group Balance Monroe Community Current Totals Total locaton lt Tetai Expensas Balance Record seres sensn Reconcile an Account On the FIND screen make a selection from the Account field Reconcile an Account Mme Bess
30. o open it N DstVendt 2 Enter your password and click the OK button FF Rev April 2005 Page Saint Paul Public Schools SAM School Account Management System User Manual 4 A list of vendors displays in alphabetical order Use the scroll bar to find the Vendor you want to edit then click on the vendor name Click on the vendor to view their address information annem rant 2 carpet company santas Longman Education Foundation au 1 257 5 The vendor entry screen displays with the selected vendor s information 6 Edit the information in any of the fields and when finished click e Done button SE Paul Public Schools Page E Rey Apa 2005 SAM School Account Management System User Manual Reconciliation Regular comparisons should be done between your SAM data and the monthly FMS Activity Report The data on the FMS system is the official financial record of the district However errors can occur in processing and the only way to catch them is 10 reconcile the two sets of data Record Check off Both the entry screens and View List sereen have fields for Record Check olf This feature allows you to mark the record as having been matched against a bank statement or FMS Activity Report Entry screen check off boxes ane wane E View List sereen check off boxes
31. ount Received by The person to contact if the Business Office has questions while processing the reimbursement request Vendor Your school progrum petty cash account If you have not already created your petty cash account as vendor click the Click here to add a Vendor button Enter the vendor record as shown below with your own checking account number REP Description Indicate the check range on this reimbursement request Payment Override the total of the reimbursement request EZE KA rer ne Tran Dua Tuas au 4 Click the Print REP button 5 Click the OK button Rew April 2005 Pages Sunt Paul Public Schools SAM School Account Management System User Manual Receipt of Petty Cash Reimbursement After you receive confirmation from the Business Office that the reimbursement amount has been wired lo your checking account enter the amount into the Register 1 Click on the New Record button at the bouor Click on the Allocation button when asked 3 Fill in the fields as shown inthe example below Account Name Petty Cash PCR The next number in the series of petty cash allocation records General Alloc amount wired to the bank Description range of check numbers reimbursed of the Entry sereen ich type of record do you wish to E Rr ce aT SE Paul Public Schools Page SE Rey April 2005 SA
32. r the search criteria are entered click on the Continue button You are returned to the Entry screen if only one record matches the criteria and to the View List if there are multiple records Enter search report criteria in any single box or multiple boxes below Press the Enter key or click on the Continue button when you are done Answer Ta TET Pei s eile LU RE ale Me er 1 Rev April 2005 Page 3T Saint Paul Public Schools SAM School Account Management System User Manual Advanced Finds Find With More Than One Criterion This type of ind is typically used to produce petty cash reports where one or more checks are outside Ihe range of check numbers Follow this example to include heck that is outside range of check numbers 1 While in the find sereen enter the first search criterion Example Petty Cash 2201 2254 Go ts the Mode menu and choose New Request Enter the second search criterion Example Petty Cash 2175 Click the Continue button at the bottom of the sereen The result would be a petty cash report that includes check 2175 and checks 2254 Find With More Than One Criterion Using Omit This ype of ind is typically used to produce petty cash reports where one or more checks need to be excluded from the range of check numbers This type of find c
33. re bution That arca of the screen will urn black hen click the Duplicate Selected button 2 Another line item will display with all fields duplicated except for the AmniSS amount and Account Nam Rew April 2005 Page 17 Saint Paul Public Schools SAM School Account Management System User Manual 3 After entering all line items click on the Verify RFP Total button The TotalSS field and Final Payment Amount field are automatically calculated by the system They should match the total amount the vendor is being paid the total dollar amount is incorrect verify each line item and make corrections to the Amnt fields us necessary 4 Click on the Print REP button at the top of your screen The Print dialog box will display Select the appropriate settings the RFP sent to the Business Office must be blue paper and click OK Find an RFP While on the REP Entry screen if you need to ind a specific RFP follow these steps 1 Click on the Find an RFP button A screen displays as shown below Find an RFP Enter your search criteria in any of the fields and then click on the Continue button A list of REP records matching your search criteria will display 3E Paul Public Schools Page TE Rey Apa 2005 SAM School Account Management System User Manual Request for Payment List While on the REP Entry screen the View List button can be used to view all the REP records in the database see examp
34. renatus TT lemen RE Fund Org Prog Fin Obj Crs The budget code to be charged for this line item Amnt Amount to be charged to this budget code Invoice Invoice number If no invoice number enter the order number confirmation number or any reference number listed on the vendor s invoice Invoice Date Date of the vendor s invoice If there is no date enter the dale of service order date or current dale Group Category Account Name Select the appropriate names from the drop down boves Vendor The vendor is automatically filled in by the system Description This field is optional I will not print on the REP form SE Paul Public Schools Page 16 Rev April 2005 SAM School Account Management System User Manual REP Description A description of the purchase may be entered as well as any information regarding a problem with the goods or receipt of the invoice 5 Ifthe REP has only one line item finish the record by clicking the Verify REP Total bution The system will calculate and display the total of the REP in the TotalSS and Final Payment Amount fields M multiple invoices are being paid on one RFP or one invoice is being charged to multiple budget codes you can duplicate a line item and modify the information or add blank line and fiil it in To simply add another blank line click on the Add a bution To duplicate a line item 1 Click the orange Select by Clicking He
35. rograms Group Program name il tracking budgets Tor multiple programs Any other specific grouping not already set up as an Account Name Category Storehouse required for Storehouse orders Rev Apal 2005 Pages Saint Paul Public Schools SAM School Account Management System User Manual Redistributing Funds Within a School Program The district allocates funds by budget code If your schoolfprogram redistributes funds to individuals departments grade levels or any other method you can track the allocation and expense records at that detailed level Follow the examples below for entry of allocation and expense records to ensure your account balances are correct and detailed reports ean be produced Example In this example Monroe school has a total of 6 000 budgeted for classroom supplies Each teacher will be allocated 500 to purchase supplies for their classroom Enter the allocation records as follows 1 The initial allocation record is the total amount for that budget code CA 77 L3 RE BER Tazi aus COME LR o 52e zna om SIEUT 2 The individual allocation records are entered with the Account Name as the teacher s name 500 as an Individual Allocation and zeroes for the budget cade lene Beo fo A Cd Cee REE Lo SE Paul Public Schools
36. s Add 1 to the last number used at the bottom of the list and type the new number in the field Vendor Select Storehouse E Budget Codes enter the budget code the onder will be charged to Remember only budget code can be entered for the entire order 5 Click on the Switch to Storehouse button at the bottom of your sereen Srrichtostorohnuset Rev Apal 2005 Paget Saint Paul Public Schools SAM School Account Management System User Manual 7 The Storehouse entry screen displays The information entered on the Expense screen carries over to this screen In the bottom section enter specific item numbers and quantities as shown in the example below To enter items choose from the list that appears when you click into the Hem field NOTE Ifan is entered that does not exist n the Catalog a message displays in the Desc dis e 6 When finished entering all items in this order click om the Total of Hems button view the estimated total for this order The total amount will also automatically fill in the Est Cost field you combine orders f r several diferent people you may print B individual porion atthe imne it ia entered as eter a confirmation for tw individas ar as dip to be once oder has SER arrived from the Storehouse To browse the entire Catalog click on the Catalog button To print the entire
37. y Individual Allocation money allocuted directly to an individual such as a Teacher General Allocation money allocated to budget code Roll Over Allocation money allocated to a budget code that is left over from the previous fiscal year This field is primarily used for Inraschool budgets Intraschoo allocation records are always entered under budget code 19 XXX 000 000 5099 0000 XXX would be your organization number Ses More Sc Manes pr i CN x CALI Ja eam pm ee Note When entering the object code always select the number from the drop down list Typing the number in the field will not enter it in the system correctly 4 When finished entering information click the New Record button to enter another allocation record SE Paul Public Schools Page 13 Rev April 2005 SAM School Account Management System User Manual Expenses There are five types of expense records The following sections describe how to enter ach type of record General Expenses General expense records are typically used to record expenses for internal district services such as Graphic Services Food Service or Transportation Those expenses are automatically charged to your budget in FMS so you don t need to pay those departments with check or RFP The estimated cost of a Purchase Requisition also Should be entered as a general expense
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