Chapter 2 DRAFT - Office of the State Auditor
Contents
1. Admin Help eee Te ee ee Exit 2 16 Receipts Claims Disbursements Budget Cash Chartof Vendors Accounts Poco _ sso pu Receipts List Add Receipt s N Search By Payor v Date 5 Ya Receipt No VY Remitter V Description Ya Amount VY Void YW Cleared Y a Deposit Date ID Y a Occurrence Date v Yu fa 4a 01 02 2014 ae 1 Above County ist Half Tax Settlement 20 000 00 No No 01 02 2014 gt 1 01 02 2014 N 2 Jane Doe Building Permit 120 00 No No 01 02 2014 1 01 15 2014 S 3 John Doe Dog Licenses 15 00 No No 01 15 2014 P 4a 01 29 2014 4 State of Minnesota Gas Tax 7 500 00 No No 01 29 2014 F 01 29 2014 Ed Win Water and Sewer Conn 300 00 No No 01 29 2014 rig 01 30 2014 6 yy Water Sewer Billing January W amp S Payments 1 300 00 No No 01 29 2014 z 02 02 2014 7 mn The Bank Checking Interest 10 00 No No 02 02 2014 4 4a 02 11 2014 8 Ed Furling Dog Licenses 15 00 No No 07 18 2014 F 03 31 2014 9 N The Bank Interest on CD 5 00 No No 03 31 2014 03 31 2014 10 State of Minnesota DNR Snowmobile Trail 500 00 No No 03 31 2014 7 4a 04 02 2014 TSF422014 General Fund Transfer in to Road and 5 000 00 No No 04 02 2014 4a 04 10 2014 12 ve Jones Asphalt Sale of Grader 5 000 00 No No 04 10 2004 4a 04 23 2014 13 N The Bank Plow Truck Loan Proc 25 000 00 No No 04 23 6014 a 05 14 2014 IAW3 am cD Deposit from CD 1 000 00 No No 9814 20142. This Page Left Blank Intentionally CTAS User Manual Receipts Introduction 2 1 Issuing the receipt is the first step in the recording of receipts and should be done immediately upon receiving the payment Receipt forms should be in triplicate and pre numbered by the printer The original is given to the person making the payment One copy is for the treasurer s records and one copy is for the clerk s record If the offices of clerk and treasurer are combined as clerk treasurer only the original and one copy are needed A separate receipt should be issued for all money received including amounts received by mail such as tax apportionments from the county treasurer and state shared taxes or grants from the state In these cases the original receipt should be attached to the detailed statement accompanying the remittance and kept on file The information must be filled in at the time of the transaction This is necessary for making entries in the accounting records and for providing supporting documentation for all receipts Cash received should be deposited intact with the treasurer orin the depository each day If the money is deposited with the treasurer it should be accompanied by the treasurer s copies of the receipts and the treasurer should make out the daily deposit If the money is deposited directly in the depository by the clerk a copy of the deposit slip and the treasurer s copies of the receipts should be furnish
3. Accounting Payroll Investments Indebtedness Reports Admin Help Exit Receipts Claims Disbursements Budget Cash Chartof Vendors Accounts Receipts 7 3 ost Pu Receipts List Add Receipt Search By Search by Fund and Account Number Fund and Account Number x 100 General Funds X 31005 Property Taxes 7 Sh Date VY Recept No Y Remitter Y a Description W Amount YH Void VW Cleared V Deposit Date ID VW Occurrence Date yr 01 02 2014 1 aK Above County Ist Half Tax Settlemegt 20 000 00 No No 01 02 2014 4a 01 02 2014 2 Ee Jane Doe Building Permit sa 120 00 No No 01 02 2014 01 15 2014 3 John Doe Dog Licenses N 15 00 No No 01 15 2014 4a 01 29 2014 4 N N State of Minnesota Gas Tax i 7 500 00 No No 01 29 2014 4a 01 29 2014 5 N Ed Win Water and Sewer Conn 300 00 No No 01 29 2014 4a 01 30 2014 6 me Water Sewer Billing January W amp S Payments 1 300 00 No No 01 29 2014 02 02 2014 7 a The Bank Checking Interest 10 00 No No 02 02 2014 I 4 02 11 2014 8 Ed Furling Dog Licenses 15 00 No No 07 18 2014 F 03 31 2014 9 The Bank Interest on CD 5 00 No No 03 31 2014 4a 03 31 2014 10 Siste of Minnesota DNR Snowmobile Trail 500 04 No No 03 31 2014 4a 04 02 2014 TSF422014 Geral Fund Transfer in to Road and 5 000 00 g No 04 02 2014 4a 04 10 2014 12 Jones Asphalt Sale of Grader 5 000 00 No 4 No 04 10 2014 4a 04 23 2014 13 The Ban
4. Accounting Payroll Investments Receipts Claims Disbursements Budget Cash Chartof Vendors Accounts Receipts 8 49 PM Receipts List Add Receipt 01 01 2014 l To 0908 2014 Search YH Remitter YH Description Ya Amount YY Void YH Cleared YH Deposit Date ID W Occurrence Date UM Yr fa Fund and Account Number Above County tst Half Tax Settlement 20 000 00 No No 01 02 2014 7 tal oer Lon Jane Doe Building Permit 120 00 No No 01 02 2014 a 01 75 2074 3 John Doe Dog Licenses 15 00 No No 01 15 2014 1 s 01 29 2014 4 State of Minnesota Gas Tax 7 500 00 No No 01 29 2014 7 01 29 2014 5 Ed Win Water and Sewer Conn 300 00 No No 01 29 2014 7 01 30 2014 6 Water Sewer Billing January W amp S Payments 1 300 00 No Ne 01 29 2014 4 02 02 2014 7 The Bank Checking Interest 10 00 No No 02 02 2014 02 11 2014 8 Ed Furling Dog Licenses 15 00 No No 07 18 2014 F 03 31 2014 9 The Bank Interest on CD 5 00 No No 03 31 2014 4a 03 31 2014 10 State of Minnesota DNR Snowmobile Trail 500 00 No No 03 31 2014 gt ig 4a 04 02 2014 TSF422014 General Fund Transfer in to Road and 5 000 00 No No 04 02 2914 4a 04 10 2014 12 Jones Asphalt Sale of Grader 5 000 00 No No 04 1972014 4a 04 23 2014 13 The Bank Plow Truck Loan Proc 25 000 00 No No 412312014 4a 05 14 2014 IAW3 cD Deposit from CD 1 000 00 No No a 7 05 14 2014 07 21 2014 14 Above County Misc Taxes 8
5. 2014 10 State of Minnesota DNR Snowmobile Trail 500 00 No No 03 31 2014 4a 04 02 2014 TSF422014 General Fund Transfer in to Road and 5 000 00 No No 04 02 2014 4a 04 10 2014 12 Jones Asphalt Sale of Grader 5 000 00 No No 04 10 2014 4a 04 23 2014 13 i The Bank Plow Truck Loan Proc 25 000 00 No No 04 23 2014 05 14 2014 IAW3 cD Deposit from CD 1 000 00 No No 05 14 2014 07 21 2014 14 Above County isc Taxes 8 000 00 No No 07 21 2014 iid 07 21 2014 15 Township Residents Special Assessments 5 000 00 No No 07 21 2014 p 07 21 2014 Federa Government Gants a 07 21 2014 4a 07 21 2014 7 tate of Minnesota G pnts and Aids 07 21 2014 18 A ove County Grents and Aids 4a 07 21 2014 19 Cithof There IRRRB Grant and Other 07 21 2014 20 Town Residents Charges for Services 07 21 2014 21 Bad Ghys Fings and Forfiets 07 21 2014 The Banh Pod Truck Loan Proc 2 View Edit A To search by deposit date a l 1 1 l 1 10 000 00 No 2 000 00 No 2 000 00 No 20 000 00 No 1 000 00 No 000 00 No 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 Choose the Search by Deposit Date ID option The screen will then display the Search by Deposit Date D field Enter the deposit date Click the Search button All of the receipts with this deposit date will be disp
6. 31410 100 31810 100 31820 201 36105 100 33130 201 33170 100 33160 22 5 33150 2 28 8 27 2014 Total 510 000 00 55 000 00 5 000 00 20 000 00 5500 00 500 00 55 000 00 5 000 00 525 000 00 25 000 00 1 000 00 51 000 00 1 000 00 51 000 00 3 000 00 1 000 00 8 000 00 55 000 00 5 000 00 52 500 00 52 500 00 52 500 00 52 500 00 CTAS User Manual 2 29 Receipts Printing a Remitter Ledger A Remitter Ledger is designed to provide information on the amount of revenues received from remitters To print a Remitter Ledger click on the Reports tab in the Task Bar and then the Receipts icon A Reports screen will appear listing the three reports Highlight Remitter Ledger and click the Run button as shown on page 2 21 and the Remitter Ledger screen will appear la z Available Remitters Selected Remitters iss Start Date 05 27 2014 yr End Date 05 27 2014 Print Preview Cancel On the Remitter Ledger screen e Select the remitters for the report by moving them from the Available Remitters box to the Selected Remitters box The gt gt button will move all remitters the gt button will move the individually highlighted remitter s You can also move an individual remitter by double clicking on the remitter The lt and lt lt buttons allow you to move remitters out of the Selected Remitters box e Enter a S
7. 434640 5500 00 7 21 2014 Property Tax 18 100 3100 5 90 000 00 Report Total 122 500 00 Remitter Name State of Minnesota Date escription Receipt Number Account Number Amount 01 29 2014 Gas Tax A 201 334418 5 000 00 0129 2014 Gas Tax 4 225 33440 523 500 00 03 31 2014 ONR Snowmobile Trail Grant 10 100 334480 SS 00 00 07 21 2014 Grants and Aids 17 100 3340 1 91 000 00 OFf21y2014 Grants and Aids 17 100 3433405 1 000 00 O72201 Grants and Aids 17 100 3340656 1 000 00 OF 21 2014 Grants and Aids 17 100 343429 1 000 00 07 21 2014 Grants and Aids 17 100 33430 1 000 00 07721 2014 Grants and Aids 17 100 433440 5000 00 Report Total 18 000 00 Report Last Updated 09 23 2014 Page 1of2 Office of the State Auditor
8. Disbursements Budget Cash Receipts List Add Receipt Vendors Search By Search by Receipt No Receipt No bh x To Date T a Receipt No Ya Remitter Yr Descrip Ya Amount 01 02 2014 1 E Above County tst Half Tax Settlement 01 02 2014 2 Jane Doe Building Permit 01 15 2014 3 pA John Doe Dog Licenses 01 29 2014 4 State of Minnesota Gas Tax ae 44 01 29 2014 5 A Ed Win Water and Sewer Conn S 01 30 2014 6 Water Sewer Billing January W amp S Payments s 02 02 2014 7 ba The Bank Checking Interest 02 11 2014 8 Ed Furling Dog Licenses N 03 31 2014 9 lt The Bank Interest on CD 03 31 2014 10 State of Minnesota DNR Snowmobile Trail 04 02 2014 TSF422014 General Fund Transfer in to Road and 04 10 2014 12 Jones Asphalt Sale of Grader 04 23 2014 13 The Bank Plow Truck Loan Proc 05 14 2014 IAW3 D Deposit from CD 07 21 2014 14 Above County Misc Taxes 4a 07 21 2014 15 Towyship Residents Special Assessments p a DATE Federa Government amp Exit YH Void 20 000 00 No 120 00 No 15 00 No 7 500 00 No 300 00 No 1 300 00 No 10 00 No 15 00 No N 5 00 No 800 00 No 5 00 90 No 5 000 00 Ne 25 000 00 Nw N 1 000 00 No S 8 000 00 No 5 000 00 No 10 000 00 No 10 000 00 No 2 000 00 No 2 000 00 No 20 000 00 No 1 000 00 No 10 000 00 No 07 21 2014 17 State of Minnesota Grants and Aids 07 21 2014 18 Above Cobnty Grants a
9. No i No 0202 2014 l 02 11 2014 8 Ed Furling Dog Licenses 15 00 No No 07 18 2014 F a 03 31 2014 9 The Bank Interest gCD 5 00 No No 03 31 2014 03 31 2014 10 State of Minnesota DNB Snowmobile Trail 500 00 No No 03 31 2014 4a 04 02 2014 TSF422014 General Fund itansfer in to Road and 5 000 00 No No 04 02 2014 42 04 10 2014 12 Jones Asphalt 7 Sale of Grader 5 000 00 No No 04 10 2014 42 04 23 2014 13 The Bank 7 7 Plow Truck Loan Proc 25 000 00 No No 04 23 2014 05 14 2014 lAW3 cD 7 Deposit from CD 1 000 00 No No 05 14 2014 42 07 21 2014 14 Aboy County Misc Taxes 8 000 00 No No 07 21 2014 a 4a 07 21 2014 15 s Township Residents Special Assessments 5 000 00 No No 07 21 2014 42 07 21 2014 16 y Federa Government Grants and Aids 10 000 00 No No 07 21 2014 a 07 21 2014 17 ri State of Minnesota Grants and Aids 10 000 00 No No 1 07 21 2014 07 21 2014 18 p e Above County Grants and Aids 2 000 00 No No 07 21 2014 42 07 21 2014 19 7 City of There IRRRB Grant and Other 2 000 00 No No 07 21 2014 4a 07 21 2014 20 L 4 Town Residents Charges for Services 20 000 00 No No 07 21 2014 42 07 21 2014 ie 4 Bad Guys Fines and Forfiets 1 000 00 No No 07 21 2014 4a 07 21 2014 The Bank Blow Truck Loan Proc A 000 00 No i No 07 21 2014 s Office of the State Auditor CTAS User Manual 2 9 Receipts Changing a Receipt continued The receipt will
10. a oe cee CTA T N Accounting Payroll Investments Indebtegness Reports Admin Help Exit N Receipts Claims Disbursements Budget Cash Chart of Vendor Accounts N Receipts N l 7 57 PM N Receipts List Add Receipt N x P o o ZEEN Receipt Number 29 be Notes Receipt Date 09 09 2014 Deposit Date ID 09 05 2014 Moari Occurrence Date 07 05 2014 x Received From v New Summary Total 0 00 Description Grants and Aids Edit Distributed Difference Account Distribution Fund Number Account Number Program Code Amount Investment Debt a p 100 General Funds 33401 Local Government Aid 0 00 100 General Funds 33405 Taconite Production Aid 0 00 a 100 General Funds 33406 Taconite Homestead Credit 0 00 100 General Funds 33429 State P E R A Aid 0 00 100 General Funds 33430 Disparity Reduction Aid 0 00 100 General Funds 33440 Fire Aid 0 00 Delete Selected Records import from File Save Cancel The remitter file enables CTAS to populate a remitter s information into a new receipt when you type the name of a remitter or choose aname by clicking on the down arrow at the end of the Received From field In a remitter file e The fields that are populated are the Received From Description Fund Number and Account Number Fields are populated from the remitter s most recent transaction Click the Edit button to update the informat
11. ard Aids 10 000 00 No No 07 21 2014 a 07 21 2014 17 State of Minnesota Grants and Aids 10 000 00 No No 07 21 2014 07 21 2014 18 Above County Grants and Aids 2 000 00 No No 07 21 2014 4a 07 21 2014 19 City of There IRRRB Grant end Other 2 000 00 No No 07 21 2014 07 21 2014 20 Town Residents Charges for Seryices 20 000 00 No No 07 21 2014 4 07 21 2014 21 Bad Guys Fines and ForfietS 1 000 00 No No 07 21 2014 07 21 2014 22 The Bank Plow Truck Loan Proc 10 000 00 No No 07 21 2014 z Caouse neones h aea h I I L I I e To delete a receipt highlight the receipt on the Receipts List tab and click the Delete button e After the delete option is selected the Confirm Receipt Delete screen will appear below e Click on the Yes button to delete the receipt E Are you sure you want to delete selected 1 Receipts s N N N sN X Office of the State Auditor CTAS User Manual 2 12 Receipts Export to CSV With data displayed from a search of receipts in the Receipts List tab select the Export to CSV button 4 gwgu l To Gees npe 7 7 i Chae Fo Anoop No 9 0 Aner Te Dasim Wo Amour To Ved Tr Clary Ta Depu Git Te Geamnence Cen TT B bigads 7 WME ACH L AJ PERA AD LGA PRAA RATE INCREASE sidii Me Noy LE F Davee avanan pone Beates reee In the Save As box select where you would
12. enter the number of copies you would like printed After selecting the printer details click on the Print button to begin printing the report The following page has a sample of the report To close the printing of the report e Click the red X icon on the Report Viewer screen print preview e Click the Cancel button on the Remitter Ledger screen Office of the State Auditor CTAS User Manual Receipts Printing a Remitter Ledger continued Sample Remitter Ledger Report 2 31 New Township Remitter Ledgers 8 27 2014 Date Range 1 1 2014 To 2 27 2014 Remitter Name Above County Date Description Receipt Number Account Number Amount 01 02 2014 ist Half Tax Settlement i 100 341005 10 000 00 01 02 2014 lst Half Tax Settlement 1 2201 31005 25 000 00 i 201A ist Half Tax Setthoment 1 2275 31005 35 000 00 0721 2014 Misc Taxes 14 100 341050 31 000 00 07 21 2014 Misc Tawes 14 100 3130 1 31 000 00 ov 21 2014 Misc Taxes 14 100 3140 1 000 00 07 21 2014 Mite Taxes 14 100 318110 33 000 00 O72201 Misc Taxes 14 100 31820 1 000 00 OF 21f2014 Misc Taxes 14 201 3170 1 91 000 00 07 21 2014 Grants and Aids 18 100 334620 21 000 00 07721727014 Grants and Aids 12 2017 33010 1 000 00 OF 21 2014 Grants and Aids a5 601 7141005 500 00 07 21 7014 Grants and Aids 25 601 343160 5500 00 07721 2014 Grants and Aids 25 b0 1 433480 5500 00 07 21 2014 Grants and Aids 25 601 3362 0 5500 00 OF fe 12014 Grants and Aids 22 b0 1
13. 00 No No 05 14 2014 07 21 2014 14 Above County Misc Taxes 8 000 00 No No 07 21 2014 im 07 21 2014 15 Township Residents Special Assessments 5 000 00 No No 07 21 2014 4 07 21 2014 16 Federa Government Grants and Aids 10 000 00 No No 07 21 2014 a 07 21 2014 17 State of Minnesota Grants and Aids vo 10 000 00 No No 07 21 2014 07 21 2014 18 Above County Grants and Aids 2 000 00 No No 07 21 2014 4a 07 21 2014 19 City of There IRRRB Grant and Othery 2 000 00 No No 07 21 2014 4a 07 21 2014 20 Town Residents Charges for Services 20 000 00 No No 07 21 2014 4 07 21 2014 21 Bad Guys Fines and Forfiets y 1 000 00 No No 07 21 2014 07 21 2014 22 The Bank Plow Truck Loan Proc a 10 000 00 No No 07 21 2014 7 _2Mew Edt 3 Void Y N 5 Export to CSV Y N a N N To void a receipt highlight the receipt on the Receipts List tab and click on the Void Y N button e After the void option is selected the Void Receipt screen appears below e Click on the Yes button to void the receipt Office of the State Auditor CTAS User Manual Receipts Deleting a Receipt 2 11 The need to delete a receipt could occur if an error was made when the receipt was entered Sah i FEE ae q Indebtedness Admin Help Exit Accounting Payroll Receipts Claims Disbursements Budget Cash Chartof Vendors Accounts Investments Reports Re
14. 000 00 No No 07 21 2014 mi 4a 07 21 2014 15 Township Residents Special Assessments 5 000 00 No No 07 21 2014 Search by Receipt Date b 07 21 2014 Federa Government Grants ar S 07 21 2014 07 21 2014 17 State of Minnesota Grants and Aids 10 000 00 No No 4 07 21 2014 07 21 2014 18 Above County Grants and Aids 52 000 00 No No 07 21 2014 07 21 2014 19 City of There IRRRB Grant and Other 2 000 00 No No 07 21 2014 07 21 2014 20 Town Residents Charges for Services 20 000 00 No 7 No 07 21 2014 ta 07 21 2014 21 Bad Guys Fines and Forfiets 1 000 00 No No 07 21 2014 a 07 21 2014 The Bank Plow Truck Loan Proc 10 000 00 No No 07 21 2014 x lt pwera aom A aoa aeee aR h rz 1 1 7 7 7 7 4 The default date search range is the last three weeks To change the range of search dates 1 1 1 e Click on the first date field and enter a new Starting date or use the calendar by clicking on the down arrow at the end of the field e Click on the second date field and enter a new ending date or choose a date from the calendar by clicking on the down arrow e Click the Search button e Transactions meeting the date criteria will be displayed Office of the State Auditor CTAS User Manual Receipts Using the Search Feature continued The second option is to search by payor Accounting Payroll Investments Indebtedness Reports
15. 07 21 2014 14 Above County Misc Taxes 8 000 00 No No g 07 21 2014 i 07 21 2014 15 Township Residents Special Assessments 5 000 00 No No a 07 21 2014 ba 1 Federa Government Grants and Aids 10 000 08 97 21 2014 4a 07 21 2014 State of Minnesota Grants and Aids 10 000 00 07 21 2014 07 21 2014 18 Above County Grants and Aids 2 000 00 No No 07 21 2014 07 21 2014 19 City of There IRRRB Grant and Other 2 000 00 No No 1 07 21 2014 a 07 21 2014 20 Town Residents Charges for Services 20 000 00 No alo 07 21 2014 07 21 2014 21 Bad Guys Fines and Forfiets 1 000 00 No 7 No 07 21 2014 07 21 2014 22 The Bank N Plow Truck Loan Proc 10 000 00 No No 07 21 2014 x 2 View Edt 3 Void Y N 4 Delete 5 Export to CSV 8 Print bes z gt zt ue N 1 N 7 N A D W r 7 To search by payor S i 7 e Choose the Search by Payor option The screen will then display the Search by Payor field ae e Enter all or part of the name of the remitter in the field under Search by Payor e Click the Search button e Allremitter names matching the search criteria will then be displayed Office of the State Auditor CTAS User Manual Receipts Using the Search Feature continued Another option is to search by receipt number Accounting Payroll Investments Indebtedness Reports Admin Help Receipts Claims Receipts Chart of Accounts
16. 10 000 00 4a 07 21 2014 18 Above County Grants and Aids 2 000 00 4a 07 21 2014 19 City of There IRRRB Grant and Other 2 000 00 4a 07 21 2014 20 Town Residents Charges for Services 20 000 00 4 07 21 2014 21 Bad Guys Fines and Forfiets 1 000 00 a 07 21 2014 22 The Bank Plow Truck Loan Proc 10 000 00 2 View Edit 3 Void Y N 4 Delete 6 Print 5 Export to CSV No No No No No No No No No No No No No No No No No No No No No No No No No No No No No No No No Na No No No No No No No No No 0331 2014 01 02 2014 01 15 2014 01 29 2014 01 29 2014 01 29 2014 02 02 2014 07 18 2014 03 31 2014 04 02 2014 04 10 2014 04 23 2014 05 14 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 im After the Add Receipt tab is selected you can enter the information from your receipt An example of the Add Receipt tab is shown on the next page Office of the State Auditor CTAS User Manual 2 3 Receipts Entering a Receipt continued aine jabea Fleece jazi ban fin ve Gorna With the Add Receipts tab open complete the following steps e Enter the receipt number in the Receipt Number field The receipt number will come from a pre numbered receipt book The default receipt n
17. 2014 The Bank 13 Plow Truck Loan Proceeds 04 23 2014 N OLT Debt Proceeds 201 39301 25 000 00 25 000 00 i 07 21 2014 Above County 14 Misc Taxes 07 21 2014 N Tax Increments 100 31050 1 000 00 i Gravel Tax 201 31701 1 000 00 Tax Local 100 31301 1 000 00 Hotel Motel Tax 100 31410 1 000 00 Franchise Taxes 100 31810 3 000 00 GamblingTax 100 31820 1 000 00 8 000 00 l 07 21 2014 Township Residents 15 Special Assessments 07 21 2014 N Special Assessment 201 36105 5 000 00 5 000 00 Current Page No 1 Total Page No 5 Zoom Factor 100 Office of the State Auditor CTAS User Manual 2 27 Receipts Printing a Receipts Register continued e After clicking on the Printer icon the Print screen appears General Layout Select Printer Fax Microsoft XPS Documern HP ePrint PDF Complete an Main Printer on stg dc2 m Send To OneNote 2010 b Status Ready Print to file Preferences Location Next to Closet Comment Primary Office Printer Find Printer Page Range All Number of copies 1 Select Current Page Pages 1 EnterAMther a single page number or a single page range For example 5 12 7 By clicking the Pages button you can choose to print only certain pages of the report The Number of copies box allows you to enter the number of copies you would like printed After selecting the printer details click on the Print button to begin printing the report The fo
18. Manual 2 7 Receipts Adding or Changing Remitter Information continued Washington County 100 Courthouse Road Stolen Base MB Contact Name Alexander Capone County Treasurer Phone B51 955 0656 Extn Fax 651 555 5657 E Mail Address acapone washington cny mn us Active Office of the State Auditor CTAS User Manual 2 8 Receipts Changing a Receipt To change a receipt highlight the receipt in the Receipts List tab and click the View Edit button or double left click on the receipt a Accounting Payroll Investments aae _ Reports Admin Help m Ea yo A i aE 5 wage M Receipts Claims Disbursements Budget Cash Chargof Vendors oe Acc unts 7a oe haus 7 58 PM Receipts List Add Receipt Search by Receipt Date S 1 7 ovon2014 l To 09082014 le 7 j 7 y Al Search Date Y Receipt No gt VY Remitter Y a Description V Amount YH Voie VY Cleared Yr Deposit Date ID Y Occurrence Date Yu 7 0 Ist Half Tax Settlement 20 000 00 7 J 42 01 02 2014 2 Jane Doe Building Permit 1200 No No 0110212014 4a 01 15 2014 3 John Doe Dog Licenses p 7 15 00 No No 01 15 2014 01 29 2014 4 State of Minnesota Gas Tax Y 7 7 500 00 No No 01 28 2014 01 29 2014 5 Ed Win Water and Sewer Conn 7 300 00 No No 01 29 2014 01 30 2014 6 Water Sewer Billing January W amp S Payments 1 300 00 No No 01 29 2014 02 02 2014 7 The Bank Checking Interest 2 10 00
19. Search button e All of the receipts with the specified Fund and Account Numbers will be displayed Office of the State Auditor CTAS User Manual Receipts Using the Search Feature continued Searching by Deposit Date ID will provide the information on receipts that were listed on the bank deposit slip for a specified day 2 19 oie Galles Admin Help Exit Accounting Indebtedness Receipts Claims Disbursements Budget Cash Chartof Accounts Payroll Investments Reports Vendors Receipts 8 51 PM Receipts List Add Receipt Search By Deposit Date ID v Deres gee Search Date vs Receipt No YH Remitter a Description Ya Amount YH Void YH Cleared YH Deposit Date ID W Occurrence Date YH Py 01 02 2014 1 Above County Ist Half Tax Settlement 20 000 00 No No 01 02 2014 4a 01 02 2014 Y Jane Doe l Building Permit 120 00 No No 01 02 2014 01 15 2014 a John Doe Dog Licenses 15 00 No No 01 15 2014 01 29 2014 4 State of Minnesota 4 Gas Tax 7 500 00 No No 01 29 2014 01 29 2014 5 se Ed Win 1 Water and Sewer Conn 300 00 No No 01 29 2014 01 30 2014 6 Water Sewer Billing January W amp S Payments 1 300 00 No Ne 01 29 2014 02 02 2014 7 ae The Bank 1 Checking Interest 10 00 No No 02 02 2014 4a 02 11 2014 8 Ed Furling Dog Licenses 15 00 No No 07 18 2014 F 03 31 2014 9 y The Bank 1 Interest on CD 5 00 No No 03 31 2014 4a 03 31
20. am Code You are not required to enter a Program Code An explanation of the Program Code is shown in Chapter 8 of this manual Chart of Accounts e Enter the amount of the receipt allocated to this fund and account e Continue to enter Account Distribution lines until the receipt is allocated to all of the funds receiving money The difference must be zero in order to save the transaction e Click the Save button to save the Receipt The Add Receipt tab will always be available to add additional receipts e In CTAS v8 the users will be able to select an Investment or a Debt to be associated with a receipt under the following conditions o When a Receipt is added or edited and the Sale of Investment account code is selected the user can select the related investment so the sale can be properly reflected in the Investment section o When areceipt is added or edited and either Proceeds of General Long term Debt or General Obligation Bond Proceeds or Premium on Bonds Sold account code is selected the user can relate the receipt to a debt instrument by creating a new debt instrument or select an existing debt instrument Office of the State Auditor CTAS User Manual 2 5 Receipts Adding or Changing Remitter Information The New and Edit buttons on the Add Receipt tab allow you to enter information into a remitter file foryspeople companies and other governments from which you receive money N N a
21. axes 31020 Deliquent Ad Valorem Taxes 31030 Mobile Home Tax 31040 Fiscal Disparities 31050 Tax Increments 31300 Taxes General Sales and Use Taxes 31310 City Sales Taxes 31400 Taxes Selective Sales and Use Taxes 31410 Hotel Motel Tax 31700 Taxes Imposed and Approtioned by the Counties 31701 Gravel Tax 31800 Taxes Other 31810 Franchise Taxes 31820 Gambling Tax 31900 Taxes Penalties and Interest on Delinquent Taxes 31910 Penalties and Interest on Ad valorem Taxes 31920 Forfeited Tax Sale Apportionments 32000 Licenses and Pernits 32100 Licenses and Pennits Business 32110 Alcoholic Beverages 32120 Health 32150 Public Utilities Budget Year 2014 Start Date 01 01 2014 Gy End Date 12 31 2014 B On the Receipts Ledger screen e Selecta Fund or All Funds either by entering the Fund number or clicking on the down arrow and choosing from a list e Select the accounts to be printed by moving them from the Available Accounts box to the Selected Accounts box The gt gt button will move all accounts the gt button will move the individually highlighted account s You can also move an individual account by double clicking on the account The lt and lt lt buttons allow you to move accounts out of the Selected Accounts box e Using the up and down arrows select the Budget fiscal Year e Enter the Start Date and End Date for your ledger e Click the Run button and th
22. ceipts 7 58 PM Receipts List Add Receipt Search By Search by Receipt Date 01 01 2014 lel To 0908 2014 Date Y a Receipt No Ya Remitter Ya Description V Amount Y Void VY Cleared YH Deposit Date ID Y Occurrence Date Yr ba Ist Half Tax Settlement o 0 F 01 02 2014 2 Jane Doe Building Permit 120 00 No No 01 02 2014 4a 01 15 2014 3 John Doe Dog Licenses 15 00 No No 01 15 2014 01 29 2014 4 State of Minn sota Gas Tax 7 500 00 No No 01 29 2014 01 29 2014 5 Ed Win Water and Sewer Conn 300 00 No No 01 29 2014 01 30 2014 6 Water Sewer BilNng January W amp S Payments 1 300 00 No No 01 29 2014 02 02 2014 7 The Bank on Checking Interest 10 00 No No 02 02 2014 02 11 2014 8 Ed Furling Dog Licenses 15 00 No No 07 18 2014 J 0331 2014 9 The Bank a Interest on CD 5 00 No No 03 31 2014 4a 03 31 2014 10 State of Minnesota DNR Snowmobile Trail 500 00 No No j 03 31 2014 4a 04 02 2014 TSF422014 General Fund ransfer in to Road and 5 000 00 No No 04 02 2014 4a 04 10 2014 12 Jones Asphalt Sgle of Grader 5 000 00 No No 04 10 2014 4a 04 23 2014 13 The Bank Pldw Truck Loan Proc 25 000 00 No No 04 23 2014 4a 05 14 2014 IAW3 cD Depagit from CD 1 000 00 No No 05 14 2014 07 21 2014 14 Above County Misc Vaxes 8 000 00 No No 07 21 2014 Er 07 21 2014 15 Township Residents Special ssessments 5 000 00 No No 07 21 2014 07 21 2014 16 Federa Government Grants
23. e print preview Report Viewer screen will appear as shown on the next page Office of the State Auditor CTAS User Manual 2 24 Receipts Printing a Receipts Ledger continued e After reviewing the RN ak on the Printer icon to be gin the printing of the Receipls Lepi General Fund 100 4105 Prepesty Tan LLL To ean Date Remitter ALIOGET AMAT abo Couey 07010014 Abm Coun Tund Mame Leneral und Account Hame Tae Intrenet Date Heme LL 2014 To yaa Remitter ALOGET 0700014 above Coane Fund Name General Fund Annum Name Tay Lara Date Ranges LL Te IALA are Reminer BUDGET UPL Above County Fund Hane Microsoft XPS Documen PDF Complete fib Send To OneNote 2010 _ Ft Pages either a sne page number or a singe of range For example 5 By clicking the Pages button you can choose to print only certain pages of the report The Number of copies box allows you to enter the number of copies you would like printed After selecting the printer details click on the Print button to begin printing the report The following page has a sample of the report To close the report e Click the red X icon on the Report Viewer screen e Click the Cancel button on the Receipts Ledger screen Office of the State Auditor CTAS User Manual Receipts Printing a Receipts Ledger continued Sample Receipt Ledger Report 2 25 New Township Receipts Ledger 8 27 2014 Fund Name General Fu
24. e report 7 Ca Ca r E Accounting os os meer r ee TAS E Payroll Investmerfts Indebtedness Reports Admin mi Help Exit aa bug Se 6 asuaan ae D Receipts Claims Disbursements Budget Cash Chartof Vendors Financial Tax Payroll Year Investments Indebtedness Accounts Reports Filing to Date 7 Accoyinting Bisa Investments 1 I Pia r Pics Indebtedness Receipts oo OF Te sm Report Name 1 a Te Receipts Register i Remitter Ledger I Office of the State Auditor CTAS User Manual 2 23 Receipts Printing a Receipts Ledger A Receipts Ledger is designed to provide a classification of revenues by source for each Fund The ledger should be printed and reviewed at least quarterly to find any receipts that have not been coded correctly After the close of the fiscal year print a Receipts Ledger for the full year Review this report for any receipts coded incorrectly When the ledger is correct print a final copy and store it as part of your permanent records To print a Receipts Ledger click on the Reports tab in the Task Bar and then the Receipts icon see page 2 21 for illustration A Reports screen will appear listing the three reports Highlight Receipts Ledger and click the Run button The Receipts Ledger screen will appear Receipts Ledger Fund All Funds Available Accounts Selected Accounts 31000 Taxes General Property Taxes 31010 Current Ad Valorem T
25. ed to the treasurer Accessing the Receipts Section By default CTAS opens to the Receipts section To access the Receipts section from within the too lity Module of CTAS click on the Receipts icon IS Ene REPT loa Accounting Payroll Investments _ Indebtedness B Reports Admin ___ Help Exit a lt Bb 882 Receipts Claims Disbursements Budget Cash Chartof Vendors Accounts n J Receipts Av ey 7 55 PM Receipts List Add Receipt aaa a Search by Receipt Date 01 01 2014 l To 09 08 2014 mr Ya Description Ya Amount YH Void TYH Cleared VW Deposit Date lD YW Occurrence Date yrs VY Remitter et puny Jane Doe tst Half Tax Settlement 01 02 2014 4a 01 02 2014 I 2 Building Permit 120 00 No No 01 02 2014 4a 01 15 2014 3 John Doe Dog Licenses 15 00 No No 01 15 2014 01 29 2014 1 4 State of Minnesota Gas Tax 7 500 00 No No 01 29 2014 4a 01 29 2014 I 5 Ed Win Water and Sewer Conn 300 00 No No 01 29 2014 01 30 2014 i 6 Water Sewer Billing January W amp S Payments 1 300 00 No No 01 29 2014 4a 02 02 2014 1 7 The Bank Checking Interest 10 00 No No 02 02 2014 4a 02 11 2014 1 8 Ed Furling Dog Licenses 15 00 No No 07 18 2014 03 31 2014 E The Bank Interest on CD 5 00 No No 03 31 2014 03 31 2014 l 10 State of Minnesota DNR Snowmobile Trail 500 00 No No 03 31 2014 4a 04 02 2014 TSF422014 General Fund Transfer in
26. inter a E Formalieng Table Clear Pler Select Sipboad J Fen 4 Alignmer J Kumbe lt Stples eth Edirg A 1 ht i 4 D c F a H I J E L ba M 2 P Q R 1 Receipt Date Receipt N hemitter Descripbion Amount Waid Cleared Deposit Datei Gecunence Date S14 1 39 7015 000 790 MMA ACH Loa f PERA AID LGA J FERA RATE INCREASE LODO Ma No 0u Za 0S 2 E18 1 29 2015 0200 91 HUBRGHO COUNTY TAX SETTLEMENT MOVERIBER 2015 TAX SETTLEMENT 1000 N N 0 29 2005 1 16 1 75 7015 i200 72 Mail Diamans Aspessment for Road 1250 Ne Ne ou 9 3015 i a Office of the State Auditor CTAS User Manual 2 14 Receipts Print an Individual Receipt In the Receipts List tab highlight a receipt then select the Print button Bete Wo Reo Me Wo Recess To Desi To Amol Fo Vou p Daas m MMI ACH LGA PIRA AD LGA POA RAT OINCALAS STOO he ries EF Mal arai Seeger ior Prai 1 78000 Ne Cument Rage Mest Tol PageWosl 7 i eam Factor 50 A E N 7 N 7 After reviewing the preview click on the Printer icon to begin the printing of the report By clicking the red X you can close the Report Viewer screen Office of the State Auditor CTAS User Manual Receipts Using the Search Feature 2 15 In the Receipts section you can choose from a number of options to search for receipts The default option is to search by date onli ee Indebtedness Reports Admin Help Exit
27. ion on a remitter A remitter can only be added or changed in the Add Receipt tab Enter a new remitter by clicking the New button An example of the Add Remitter screen is shown on the next page Office of the State Auditor CTAS User Manual 2 6 Receipts Adding or Changing Remitter Information continued r Add Remitter e z l l Remitter Name Address Contact Name Phone oe Extn Fax j l E Mail Address When the Add Remitter screen appears complete the following steps e Enter the remitter s name in the Remitter Name filed This designates from whom you will receive the money This is a required field Enter the remitter s address in the Address field Enter the remitter s contact name in the Contact Name field Enter the remitter s telephone number in the Phone field Enter the remitter s fax number in the Fax field Enter the remitter s e mail address in the E Mail Address field The Active box must be checked in order for the remitter to be selected when entering receipts e Click the Save button to store the new remitter These fields are for informational purposes only and are not required to be completed When the Edit button is selected the Edit Remitter screen appears see next page You can then make the desired changes by clicking in the appropriate field Click the Save button to record your changes Office of the State Auditor CTAS User
28. ky Plow Truck Loan Proc 25 000 00 No s No 04 23 2014 4a 05 14 2014 lAW3 CD Deposit from CD 1 000 00 No a No 05 14 2014 07 21 2014 14 Above County Misc Taxes 8 000 00 No N n No 07 21 2014 4a 07 21 2014 15 Township Residenys Special Assessments 5 000 00 No N No 07 21 2014 p 07 21 2014 16 Federa Government Grants and Aids 10 000 00 N6 97 21 2014 07 21 2014 7 State of Minnesota Grants and Aids 10 000 00 No No 07 21 2014 07 21 2014 8 Above County Scents and Aids 2 000 00 No Ne 07 21 2014 07 21 2014 19 City of There IRARB Grant and Other 2 000 00 No Na 07 21 2014 4a 07 21 2014 20 Town Residents Charges for Services 20 000 00 No No ue 07 21 2014 4a 07 21 2014 21 Bad Guys Fines ar Forfiets 1 000 00 No No ae 07 21 2014 07 21 2014 22 The Bank Plow Trucky Loan Proc 10 000 00 No No 07 21 2014 z 2 View Edit 3 Void Y N 4 Delete Export to CSV OPi e v at ee an oS lt N i y N N N are To search by fund and account numbers N 7 N N e Choose the Search by Fundand Account Number option Fhe screen will then display the Search by Fund and Account Number fields aN e Enter the Fund number in the first field or click on the down arraw to choose a Fund number e Enter the Account Number in the second field or click on the down arrow to choose an Account Number Note You must enter both a Fund number and an Account Number e Click the
29. layed Office of the State Auditor CTAS User Manual Receipts Using the Search Feature continued The last search option is to search by amount v Accounting Receipts Claims Disbursements Budget Cash Payroll Receipts Receipts List Add Receipt Search By Receipt Total Amount x Date YH Receipt No 01 02 2014 IKS 01 02 2014 ae 01 15 2014 3 x 01 29 2014 4 01 29 2014 5 01 30 2014 6 02 02 2014 7 02 11 2014 8 03 31 2014 9 4a 03 31 2014 10 04 02 2014 TSF422014 04 10 2014 12 a 04 23 2014 13 ty 05 14 2014 IAW3 a 07 21 2014 14 4a 07 21 2014 Indebtedness Chartof Vendors Accounts S Ya Remitter Above County Jane Doe John Doe State of Minnesota Ed Win Water Sewer Billing The Bank Ed Furling The Bank State of Minnesota General Fund Jon s Asphalt The Bank an sy Above Count Township Residents RPS 07 21 2014 Federa Government Yr Desdtior me CTAS ee M Reports Admin Search by Receipt Total Amount To tst Half Tax Settlement Buildipg Permit Dog Licenses Gas Tax Wate and Sewer Conn Janudry W amp S Payments Checking Interest Dog kicenses Interdst on CD DNR Snowmobile Trail Trangfer in to Road and Sale bf Grader Plow Truck Loan Proc Depgpit from CD Miscl Taxes Specks Assessments Grarts and Aids V Amount Exit 0 00 _ Exact Amount YH Void 20 000 00 No 120 00 N
30. like the file to be saved and adjust the file name if necessary Select Saye when finished ae x Io SeorhOeitep a r EN Libraries Mark Albarado Computer BE Desktop System Folder System Folder System Folder m3 Downloads QDmMs2 Recent Places 5 A Network Shdrgcut an ee 2 38 KE Cad CDMS2Test Shortcut 2 40 KB Shortcut b Documents sie Shortcut Shortcut gt d Music 1 1 78 KB 2 08 KB 1012 bytes gt E Pictures Be T a Mozilla Firefox OpenOffice 4 0 1 Pee Shortcut Shortcut gt amp Videos 27 r paint net Shortcut 1 08 KB 1 04 KB 1 15 KB r E s 4 Libraries te S v8 Google Chrome GroupWise S s E wo N r Y Da n a Mi Computer A Cities County PD CTAS Database _01_13_2015 Filename Receipts csv Save as type T Hide Folders Office of the State Auditor CTAS User Manual 2 13 Receipts Export to CSV continued CTAS will save the file to the location specified in the save as box Below is an example of the CSV file when opened gi H ar hie F Rete Engil 7 O E amp FILE HOME SIRT PADE LAVONT FORMULAS DATA RDMIDW WIDA DIWELOFIR Mark Albarade da Cen u i a Auishum n i J Calibri jii A A EF Wup Ted Gener ii F Wo Normal Bad ood w aol 2 Autofun Aey ji ia a F a f A B capy Armi Pete B FU D Be Okken 35 SS A Condon Formate Neutral Calculation Insert Deae Pommet Sort Ge Find 7 w Poemat Pa
31. llowing page has a sample of the report To close the printing of the report e Click the red X icon on the Report Viewer screen e Click the Close button on the Receipts Register screen Office of the State Auditor CTAS User Manual Receipts Printing a Receipts Register continued Sample Receipt Register Report New Township Receipts Register Date Range 01 01 2014 To 08 27 2014 Date Remitter Receipt Description Deposit ID i Account Name 01 02 2014 Above County 1st Half Tax Settlement 01 02 2014 Property Tax Property Tax Property Tax 03 31 2014 State of Minnesota DNR Snowmobile Trail 03 31 2014 DNR Grant Grant 04 10 2014 Jones Asphalt Sale of Grader 04 10 2014 Sales of General Fixed Assets 04 23 2014 Plow Truck Loan Proceeds 04 23 2014 OLT Debt Proceeds 07 21 2014 Above County Misc Taxes 07 21 2014 Tax Increments Gravel Tax Tax Local Hotel Motel Tax Franchise Taxes Gambling Tax 07 21 2014 Township Residents Special Assessments 07 21 2014 Spacial Assessment 07 21 2014 Federa Government Grants and Aids 07 21 2014 Community Development Block Grants Federal Transportation Aid Federal Payments in Lieu of Taxes Emergency Preparedness Emergency Management Aid Report Last Updated 08 29 2014 Page 1 of 5 Office of the State Auditor Fund Acct Prog 100 31005 201 31005 225 31005 100 33480 201 39101 201 39301 100 31050 201 31701 100 31301 100
32. nd Budget 5700 00 Account Number 100 362710 Revised Budget SO 0 Account Name Interest Earning Date Range 1 1 2014 To 12 31 2014 Date Remltter Receipt Number Amount Recelved Year To Date Received Budget Balance BUDGET 5200 00 02 02 2014 The Bank Fj 5 10 00 510 00 190 00 03 31 7014 The Bank 9 5 00 15 00 5185 00 cee Fund Name General Fund Budget 51 000 00 Account Number 100 36290 Revised Budget 0 00 Account Name Sale of Investment Date Range 1 1 2014 To 12 31 2014 Date Rem ttter Receipt Number Amount Received Year To Date Recelyed Budget Balance BUDGET 51 000 00 05 14 2014 CO IAW 1 000 00 1 000 00 0 00 Fund Name General Fund Budget 95 00 Account Number 100 3 97072 Revised Budget 50 00 Account Name Contribution From Enterprise Fund Date Range 1 1 2014 To 12 31 2014 BUDGET 595 00 07 21 7014 Sewer Fund TFS Z014 5100 00 5100 00 55 00 General Fund Totals Total Received for the year 141 765 00 Total Budget 171 525 00 Over Under Budget 29 760 00 Report Last Updated 08 25 2014 Page 7 of 15 Office of the State Auditor CTAS User Manual 2 26 Receipts Printing a Receipts Register A Receipts Register is a chronological record of cash received The register should be printed monthly and a copy saved as part of your permanent records To print a Receipts Register click on the Reports tab in the Task Bar and the Receipts icon A Reports screen will appear listing the three reports Highligh
33. nd Aids 4a 07 21 2014 19 City of Thera IRRRB Grant and Other 4 07 21 2014 20 Town Residents Charges for Services 07 21 2014 21 Bad Guys Fines and Forfiets 07 21 2014 22 The Bank gt Plow Truck Loan Proc 4 Delete Export to cw h Print 2 View Edit l 3 Void Y N j To search by receipt number Choose the Search by Receipt No option The screen will heh one the N Search by Receipt Number fields Enter the beginning number in the range of receipts you want to search i in the first field under the Search by Receipt Number heading YW Cleared No No No No No No No No No No No No No No No No V Deposit Date ID 01 02 2014 01 02 2014 01 15 2014 01 29 2014 01 29 2014 01 29 2014 02 02 2014 07 18 2014 03 31 2014 03 31 2014 04 02 2014 04 10 2014 04 23 2014 05 14 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 07 21 2014 N 2 17 YH Occurrence Date as N Enter the last receipt number in range you want to search in the second field Click the Search button All of the receipt numbers within the specified range will be displayed Office of the State Auditor 8 51 PM roS ll YR a m CTAS User Manual 2 18 Receipts Using the Search Feature continued You can also search by Fund and Account Numbers y aTM a bala
34. o 15 00 No 7 500 00 No 300 00 No 1 300 00 No 10 00 No 15 00 No 5 00 No 500 00 No 5 000 00 No 5 000 00 No 25 000 00 No 1 000 00 No 8 000 00 No 5 000 00 No 10 000 00 No YH Cleared No No No No No No No No No No No No No No No No Y Deposit Date ID 01 02 2014 01 02 2014 01 15 2014 01 29 2014 01 29 2014 01 29 2014 02 02 2014 07 18 2014 03 31 2014 03 31 2014 04 02 2014 04 10 2014 04 23 2014 05 14 2014 07 21 2014 07 21 2014 07 21 2014 8 52 PM Search a P m 4a 07 21 2014 7 State of Minnesota Grants and Aids No 07 21 2014 07 21 2014 18 Above County Neral and Aids 2 000 00 No No 07 21 2014 4a 07 21 2014 19 City of There IRN B Grant and Other 2 000 00 No No 07 21 2014 07 21 2014 20 Town Residents Chats for Services 20 000 00 No No 07 21 2014 07 21 2014 21 Bad Guys Fine and Forfiets 1 000 00 No No 07 21 2014 4a 07 21 2014 22 The Bank Plow Truck Loan Proc 10 000 00 No No 07 21 2014 Ya AS 2 View Edt 3 Void Y N 4 Delete 5 ExpprttoCs 6 Print si S z 7 ox N I N I N l N I Ng l N l N To search by amount S l l N I N e Choose the Search by Receipt Total Amount option The screen will then display the Search by Receipt Total Amount fields e Ifyou want to search for receipts with a single amount check the E
35. open in a new tab 1 r e ee CAS ee Accounting Payroll Investments Indebtedn ss Reports Admin Help Exit J La Se ub bee Receipts Claims Disbursements Budget Cash Chartof Vendors pi Accounts r 7 Receipts y pF 3 OO NI 8 45 PM Receipts List Add Receipt 1 x Receipt Number 1 Notes Receipt Date 01 02 2014 X Depost Date ID 01 02 2014 Cleared Occurence Date Received From 4 Summary N eg Total o 3 20 000 00 Description 1st Half Tax Settlement Edt Distributed 90 000 00 Difference 0 00 P Rri Account Distribution i Fund Number 2 Account Number 4 Program Code es Amount Investment 4 Debt a p a 100 General Funds 31005 Property Taxes 10 000 00 a 201 Road and Bridge 31005 Property Taxes a 5 000 00 225 Community Developme 31005 Property Taxes 1 5 000 00 Delete Selected Records H Import from File Save Cancel 7 CA S An X in the Cleared box indicates the receipt has cleared the bank Once the receipt has been cleared the receipt number and the total amount of the receipt cannot be changed After completing your change s click the Save button Office of the State Auditor CTAS User Manual 2 10 Receipts Voiding a Receipt The need to void a receipt could result from a check returned for lack of funds or an err
36. or that was made when the receipt was written lin ill Mma TCA gt Accounting Payroll Investments Indebtedness Reports Admin Help Exit Receipts Claims Disbursements Budget Cash Chartof Vendors Accounts a mon sh Search By Search by Receipt Date 01 01 2014 w To 0908 2014 7 Date V Receipt No Ya Remitter Ya Description Ya Amount Y Void VY Cleared yr cea Date ID Y Occurrence Date Yr ba Ist Half Tax Settlement 0 000 D F 4a 01 02 2014 2 Jane Doe Sing Permit 01022014 01 15 2014 3 John Doe Dog Licenses 15 00 No No 01 15 2014 01 29 2014 4 State of Minnesota Gas hax 7 500 00 No No 01 28 2014 01 29 2014 5 Ed Win Water bnd Sewer Conn 300 00 No No 01 29 2014 01 30 2014 6 Water Sewer Billing Januan w amp S Payments 1 300 00 No No 01 29 2014 02 02 2014 7 The Bank Checking nterest 10 00 No No 02 02 2014 02 11 2014 8 Ed Furling Dog Licenkes 15 00 No No 07 18 2014 F 4a 0331 2014 9 The Bank Interest on ko 5 00 No No 03 31 2014 03 31 2014 10 State of Minnesota DNR Snowmobile Trail 500 00 No No 03 31 2014 04 02 2014 TSF422014 General Fund Transfer in to Road and 5 000 00 No No 04 02 2014 04 10 2014 12 Jones Asphalt Sale of Grader 5 000 00 No No 04 10 2014 04 23 2014 13 The Bank Plow Truck Ldan Proc 25 000 00 No No 04 23 2014 05 14 2014 IAW3 cD Deposit from CD i 1 000
37. t Receipts Register and click the Run button as shown on page 2 21 The Receipts Register screen appears Receipts Register Receipt Date Range Fund Start Date 07 07 2014 EndDate 07 07 2014 Mf On the Receipts Register screen e Select a Fund or All Funds either by entering the Fund number or clicking on the down arrow and choosing from a list e Enter the beginning date for the range of dates you want reported in the Start Date field and the ending date in the End Date field e Click the Preview button The print preview Report Viewer screen appears as shown below _ _ icki xX ele he R Vi By clicking the red X _y v ean close the Report Viewer screen me Sea ys us Report Viewer a wa gt x 2A Ey 10 a gt wii 5 amp SAP CRYSTAL REPORTS Main Report SRP NewTownship Receipts Register 8 27 2014 Date Range 01 01 2014 To 08 27 2014 Date Remitter Receipt Description Deposit ID Yoid Account Name Fund Acct Prog Total 01 02 2014 Above County 1 1st Half Tax Settlement 01 02 2014 N Property Tax 100 351005 10 000 00 Property Tax 201 31005 5 000 00 Property Tax 225 31005 5 000 00 20 000 00 l 03 31 2014 State of Minnesota 10 DNR Snowmobile Trail 03 31 2014 N DNR Grant 100 33480 500 00 i Grant i 500 00 04 10 2014 Jones Asphalt 12 Sale of Grader 04 10 2014 N Sales of General Fixed 201 39101 5 000 00 i Assets 5 000 00 i 04 23
38. tart Date for the report e Enter an End Date e Click the Print Preview button and the print preview Report Viewer screen appears as shown on the next page Office of the State Auditor CTAS User Manual Receipts Printing a Remitter Ledger continued 2 30 e After reviewing the preview click the Printer icon to begin the printing process By clicking the red X you car etos the Report Viewer screen Bi Tinvislip Rernitted Lealpars Date Heme 202014 Do ar ad ann ne eee ee Remite Hime Above Downy Date Desiriplian ANIA Let Half Tax eulernent OLONA Let Half Tax Setlersent aaia tsha Tie Semiemene aA Mise Trees OMADA Mise Tams UF 20 U4 oryza orja OF S204 Misc Tees OTZA Granis ad AiE OTZA Granis ered AiE ni rares ceed Alcs O70 Gravis and dikk OALAH Granis ard Aids A rarm ami dids a rare ani h O71 ao Prepare ry Tees SeRRBRURESE Current Pane Masi Tetal Page Mas 2 e After clicking on the Printer icon the Print screen appears om Microsoft XPS Documern ___ tb PDF Complete n da Send To OneNote 2010 a Location Next to Closet OAI Number of copies 1 H Seiedion Curent Page N Pages 1 Z Collater L T oo M LL Entet a ora Daa 1 page range For example 5 12 of l r l Toom Factor 1 By clicking the Pages button you can choose to print only certain pages of the report The Number of copies box allows you to
39. to Road and 5 000 00 No No 04 02 2014 4a 04 10 2014 42 Jones Asphalt Sale of Grader 5 000 00 No No 04 10 2014 4a 04 23 2014 13 The Bank Plow Truck Loan Proc 25 000 00 No No 04 23 2014 05 14 2014 1 lAw3 cD Deposit from CD 1 000 00 No No 05 14 2014 07 21 2014 144 Above County Misc Taxes 8 000 00 No No 07 21 2014 07 21 2014 5 Township Residents Special Assessments 5 000 00 No No 07 21 2014 07 21 2014 1 16 Federa Government Grants and Aids 10 000 00 No No 07 21 2014 4a 07 21 2014 lit State of Minnesota Grants and Aids 10 000 00 No No 07 21 2014 07 21 2014 8 Above County Grants and Aids 2 000 00 No No 07 21 2014 07 21 2014 19 City of There IRRRB Grant and Other 2 000 00 No No 07 21 2014 4a 07 21 2014 1 20 Town Residents Charges for Services 20 000 00 No No 07 21 2014 a 07 21 2014 rz Bad Guys Fines and Forfiets 1 000 00 No No 07 21 2014 a 07 21 2014 s 22 The Bank Plow Truck Loan Proc 10 000 00 No No 07 21 2014 2 View Edit N 3 Void Y N 4 Delete 5 EpottoCSV 6 Prit gt You can Add Receipt View Edit Void Delete Export to CSV export data from a Receipt list tab search into a spread sheet format or Print receipts from the Receipts List tab screen Office of the State Auditor CTAS User Manual Receipts Entering a Receipt To begin entering Receipts click on the Add Receipt tab in the Receipts section Acco
40. umber will be the largest receipt number previously entered plus one e Enter the date of the receipt in the Receipt Date field e Enter the deposit date in the Deposit Date ID field All receipts with the same Deposit ID will be added together when reconciling CTAS with the bank Statement e Enter the name of the person or entity from whom the money was received in the Received From field e Typea brief explanation of why the money was received in the Description field You can enter up to 90 characters in the field e When you are adding or changing a receipt you can insert comments concerning this transaction in the Notes field You can enter up to 255 characters in the field e Enter when the amount in the receipt was received in the Occurrence Date field This is an optional field to track receivables or deferred revenue as you enter receipts A receipt shall be considered a receivable if the occurrence date is in the year prior to the receipt date The receipt shall be considered deferred revenue if the occurrence date is in the year after the receipt date e Inthe Summary section enter the total amount of the receipt in the Total field Office of the State Auditor CTAS User Manual 2 4 Receipts Entering a Receipt continued e Next in the Account Distribution section enter the Fund Number to indicate which fund will receive the money e Enter the Account Number to define the source of the receipt e You can also enter a Progr
41. unting Payroll Investments Indebtedness Reports a Help Exit Adnn _ Admin l Receipts Claims Disbursements Budget Cash Chart of alAdors Accounts Fae Receipts List Add Recei pi Search By Search by Receipt Date 01 01 2014 To 0908 2014 z Search A x Date Y Receipt No YH Remitter Y a Description V Amount YR Void VY Cleared V Deposit Date ID Y Occurrence Date YH v t Above County tst Half Tax Settlement 20 000 00 4a 01 02 2014 2 Jane Doe Building Permit 120 00 01 15 2014 3 John Doe Dog Licenses 15 00 01 29 2014 4 State of Minnesota Gas Tax 7 500 00 01 29 2014 5 Ed Win Water and Sewer Conn 300 00 01 30 2014 6 Water Sewer Billing January W amp S Payments 1 300 00 02 02 2014 7 The Bank Checking Interest 10 00 4a 02 11 2014 8 Ed Furling Dog Licenses 15 00 03 31 2014 9 The Bank Interest on CD 5 00 4a 03 31 2014 10 State of Minnesota DNR Snowmobile Trail 500 00 4a 04 02 2014 TSF422014 General Fund Transfer in to Road and 5 000 00 42 04 10 2014 12 Jones Asphalt Sale of Grader 5 000 00 4a 04 23 2014 13 The Bank Plow Truck Loan Proc 25 000 00 4a 05 14 2014 IAW3 cD Deposit from CD 1 000 00 07 21 2014 14 Above County Misc Taxes 8 000 00 7 21 2014 15 Township Residents Special Assessments 5 000 00 07 21 2014 16 Federa Government Grants and Aids 10 000 00 07 21 2014 17 State of Minnesota Grants and Aids
42. xact Amount box at the right of the search field Enter the amount then click the Search button e If you want to search a range of amounts enter the smaller number in the range of amounts you want to search in the first field under the Search by Amount heading e Enter the larger amount in the range in the second field then click the Search button e After clicking the Search button all of the receipts with amounts within the range will be displayed Office of the State Auditor CTAS User Manual 2 21 Receipts Printing Reports There are three reports that you can create and print from the Receipts section the Receipts Ledger the Receipts Register and the Remitter Ledger To select a Receipts report you want to create click on the Reports tab from the Task Bar and choose the Receipts icon i Accounting Payroll Investments Exi Receipts Claims Disbursements Budget Cash Chartof Vendors Financi sapit Tax Payroll Year Investments Indebtedness Accounts Reports Filing to Date Accounting Employee Receipts Investments Indebtedness Report Name m Receipts Register Remitter Ledger Run Office of the State Auditor CTAS User Manual 2 22 Receipts Printing Reports continued A Reports screen will appear listing the three reports To run a report highlight the report and click the Run button The following pages describe each report and illustrate how to create and pan a
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