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SchoolBooks User Manual - School Software and Activity

1. 2 Shipping Information cccccooccnccconcnncconos 40 y Vendor Mamtenance 38 Your Account Number 39 Year End Ve tal Ti e EE 13 GRECKIIST uiiasna sia ii 149 VW OIG rei 182 PLOCESSING occccocccccococcnnoconcnnccnnnnnnonanoncnnanonoos 148 Entered Previous 177 SUGGESTIONS occccococcnccccccnncononcnnononencnconnnnnonos 140 Never Written cooocccccocncoccnncccocnccncnnnnnos 177 208 SchoolBooks User Guide
2. Kee active ecducate Y cart ot active NETWORK SchoolBooks WEB Accounting Software for Student Activity Funds Internal Funds User Guide BLUE BEAR SOFTWARE A part of The Active Network Inc 10812 Telesis Court Suite 100 San Diego CA 92121 858 964 3800 e Toll free 888 543 7223 e Fax 858 551 7619 e 888 490 1555 Support http www activeeducate com Copyright 20010 Blue Bear Software The Active Network All Rights Reserved This manual and software are copyrighted by Blue Bear Software with all rights reserved Under the copyright laws this manual and software may not be copied in whole or in part You may use the software only as licensed Unauthorized use of the software or related materials can result in civil damages and criminal penalties No part of this manual may be reproduced in any form without written permission from Blue Bear Software LIMITED LIABILITY The software and materials in this package are licensed to a single user No warranty is made express or implied of this software or related instruction material as to merchantability fitness for any particular use or purpose or reliability of use In no event will the developers or their representatives be liable for any direct indirect or consequential damages whatsoever or for any problems resulting from the use of this software and related materials No dealer company or person is authorized to expand or alter either these warranties or
3. 170 SchoolBooks User Guide Chapter 10 How To Guide This chapter tells you how to perform certain functions in SchoolBooks It might also be called Frequently Asked Questions In these sections you ll learn how to do many of the common tasks required in student body accounting Adjust Inventory This section explains how to make inventory adjustments after you ve done a physical count Correct checks written for the wrong amount This section explains how to make an adjustment when you ve entered a check for the wrong amount Enter an NSF bounced check This section explains how to handle a check that has been returned from the bank NSF stands for non sufficient funds Enter bank charges This section explains how to enter bank charges so they will show up on your Bank Reconciliation Report Enter interest on accounts This section explains how to enter interest earned Move money between accounts This section explains how to move money between accounts using Transfers Move money between cash accounts This section explains how to move money between cash accounts using Cash Transfer Entry Set up a petty cash fund This section explains how to start up a petty cash fund Redeposit Petty Cash This section explains how to redeposit your petty cash money at the end of the year Replenish Petty Cash This section explains how to reimburse those petty cash receipts during the year Void a check entered as outsta
4. on both the fund account and the cash account Adjustments Chart Enter as positive amount Enter as negative amount INCREASES BALANCES DECREASES BALANCE Income type Interest income NSF checks they went in as income Deposit adjustments that increase cash type they come out as income type in bank Deposit Adjustments that reduce cash in bank Expense type E Previous bank charge which the bank Bank charges has now reversed NSF charges Voiding a check that was originally Check printing charges entered as outstanding Reversing Adjustments The Adjustment Entry screen has a Reversal Button at the bottom of the screen PANE This button only becomes active AFTER you have clicked New Document to enter a new adjustment and AFTER you have entered a date When you click the Reversal Button SchoolBooks will display a lookup for all of the adjustments that have been updated so you can pick the adjustment that you want to reverse SchoolBooks will load the transaction with all the signs reversed In other words if you want to reverse a 500 adjustment the program will create a new entry for 500 You may NOT edit a transaction loaded from using the Reversal Button If you want something slightly different you will have to enter it manually SchoolBooks does not keep track of which transactions you have reversed The sole purpose of having this Reversal Button is to load an existing transaction backwards t
5. Address Line 2 City State ZIP San Diego Ica 9oz60 Haas 858 123 4567 FAX 858 123 7890 Use Tracks Data 5 Tracks Item Folder Lol Tracks Import Folder Lol Allow Selective Imports a Date Format 01 31 2005 Report Date Starting at 07 01 2008 Account Mask 19999 99 99 Default Auth By Value Jack White OK Cancel La School Name Enter the name of this school Address line 1 Enter the first address line for this school Address line 2 Enter the second address line for this school City Enter the city for this school State Enter the state for this school Zip Enter the zip code for this school 15 SchoolBooks User Guide Telephone Enter the telephone number for this school Fax Enter the fax number for this school General Information about the Interface with Tracks The Tracks location field needs to be filled in with the exact directory of where your school data is located in your Tracks installation folders You may click on the Browse button to search for your specific Tracks data directory If you have Tracks you will need to tell Tracks where to find SchoolBooks in School Settings This tells Tracks where to store the Closeout data so SchoolBooks can import your deposits It also allows you to do an Item lookup on Tracks items in Purchase Order Entry allowing you to select one of your Items fro
6. OR 4 You are missing an Account number on an entry SchoolBooks makes you enter a valid Account code but if for example you had a hardware problem and an entry got crunched that Account code may need to be re entered SchoolBooks is smart enough NOT to let you update an entry that is either out of balance or that has a missing or invalid Account code 178 SchoolBooks User Guide Bank Reconciliation Challenges As fun as it is to do your bank reconciliation at the end of each month and we all know how truly fun it is sometimes challenges arise In our experience there are generally two types of adventures people have with a bank reconciliation 1 They dont balance with the bank Balance with the bank means that the ending bank statement balance and calculated bank balance shown on the screen are not the same In SchoolBooks those amounts are displayed in RED until they are in balance then they both turn to GREEN 2 They have avariance A variance means the calculated cash balance on the screen does not balance with the cash amount in your cash account in the general ledger A variance sometimes means there could be a problem with your data But there is no way to determine that until you balance with the bank So ALWAYS BALANCE WITH THE BANK FIRST If you have a variance you must balance with the bank before working on the variance There are no exceptions to this rule If you don t balance with the bank a
7. x 11 paper in a standard report printer The program prints two copies of the receipt on each page one for the customer and one for you Where is it Go to the Management Menu System Maintenance Forms and choose Receipt Form Where to get Receipt forms You can use most standard Receipt forms that have two blank stubs with SchoolBooks You can also use plain paper or order Receipts from Blue Bear Blue Bear can provide Receipts with your school logo in a variety of colors For information and a complete package of Blue Bear forms call your Account Manager and ask to order forms There are two parts to a computer Receipt Header section and Detail section You can move between the sections by clicking on the Header and Detail buttons at the top of the screen 1 The Header section has the data like Customer Name Date Receipt number 2 The Detail section has the data for each individual line item like Purpose amount and GL Account number 190 SchoolBooks User Guide Using the Screen HEADER SECTION We ll use the sample screen shown below to discuss the way these screens work This is an example of a format that prints on a preprinted receipt form Form Manager Play School High School Test General Margin Detail Start 4 25 Select Data or Text OTY DATA wi Header Section Detail Spacing Footer Section 9 00 Load Template COMMENT DATA Select Data or Text The fields available to print on the form are
8. 151 Print Group Order 45 Print GOUD Sasirnane See GL Print Groups Printing Computer Check 125 Multiple Receipts coooccccccoconcccocconoconcnnnnnos 87 Purchase Orders ccccccsseeeeeeeeeeeseeeeeeeeees 105 Purchase Order Entry Disable Print FUNCTION occcccccccocncnncncnoncos 18 Purchase Orders Allow Hepmt 18 Header Memos ccccccooccnnccccnoccnncnonancnnncnnnancnns 19 Open PO Hepnort 107 169 PO Approval Hepnort 109 170 POWAIStO ODO GE 108 POPISOV REDON iuie nn 169 PARUNG AAA A E eaten 105 Purchase Order Entry 50 99 Purchase Order Form ccccconcccnccccnnccnnnco 66 188 REDONS EE 169 Belge de Te DEE 101 View for Vendor ccccseecceceseeeeeceeeeeeeeeeees 42 Purge Receipt History 72 Purge Vendor Check History ooocoooo 72 R Recalculate Account Balances 79 Recalculate Balances on Startup 0000n00000n 18 Receipts Header Memos sno nnnnnoennnnnnnnnnnnnnennenesennennnne 19 PINUNO W 86 A 83 Receipt Entry cccccesccccssseeeeeeeeeeeseeeeeeees 84 Receipt FOr cccceecceseececeeeeeeeeeeeeees 66 190 Receipt History Heport 89 163 Receipt Journal And Update 87 Receipt Sales Tax Heport 164 REVOIS Le EE 87 Rules about deleng 85 Use Sales Vax resect acc 17 204 Register Gotftware 12 Release Notes 12 Ren Merge Audit Report ooocccncccccocccnncccnoocos 81 Renumber Merge Utilit
9. Remember Settings Date Enter the beginning date and the ending date that you want to print on your report Include in Report You can choose which types of transfers to include in this report Check the checkboxes for Regular Transfers Cash Transfers and Multi Line Transfers as required 139 SchoolBooks User Guide Chapter 8 Period End Processing SchoolBooks has month end procedures and year end processes that perform important housekeeping functions and help protect the integrity of your data This chapter includes checklists you can use or modify to establish your own internal procedures A Discussion Of Period End Procedures At the end of each month Every month you should balance your cash accounts to the bank statements using the SchoolBooks Bank Reconciliation feature We recommend you print the Encumbrance Report through the month end date and distribute information to each teacher club advisor staff member so they can verify the status of their accounts This is a great way to communicate with staff about their account balances PLUS they can help you catch mistakes deposits posted to the wrong account etc You don t have to print all the available SchoolBooks reports every month but you may want to decide with the consultation of your Principal and District office which reports are of most value to your school and then print those same reports each month Our recommendations for minimum month end processing
10. Type Purpose Paint for Sign Making Auth By Hilda Weston GL 2400 00 00 eN student Body General Original Received Backorder Unit Cost Taxable Rate Tax Freight LIS T Purpose Ord Rec BO GL Account Amour 2 R Rolls of Paper O 2400 00 00 o5 DL E Snip lo Address and PO Data x LL Ja REEF FIELDS PO Number TO ENTER A NEW PURCHASE ORDER Manual PO If this is a manual PO enter the purchase order number A manual PO is one that is NOT going to be printed in SchoolBooks It was created outside the system and you are now going to tell SchoolBooks that it exists The PO Number field is 9 characters and may be alphanumeric SchoolBooks will check for duplicates and will stop you from entering a duplicate PO number Computer PO If you want SchoolBooks to print out a new PO click the New Document button SchoolBooks will assign a new temporary number just while you enter all the information for this PO When you actually print your purchase orders SchoolBooks will assign the next sequential number and that number will be permanent TO LOOKUP AN EXISTING PURCHASE ORDER Press lt F2 gt or click the magnifying glass button to open the lookup window The lookup window displays all OPEN purchase orders You can sort by Vendor number or PO number Vendor Number Enter the Vendor Code for the selected Vendor click the drop arrow or press lt F2 gt to select from your existing Vendors You can even enter a new Vendor Code on the
11. Do you want to reverse it Click Yes if you want to reverse the check The system knows which account numbers were affected when you wrote the check in the first place and creates an entry to back them out Answer No if you entered the wrong check number by mistake Enter the date you are voiding the check don t enter the original date of the check enter the date you are voiding it it s probably today What about the invoice s that were paid on that check Do they automatically become Open Invoices again SchoolBooks will ask you if you want to restore the invoices on this check so you can pay them again How to void a check Never written Maybe you spilled coffee on it or maybe it got mashed or ripped somehow Go into Manual Void Check Entry Enter the number of the check Enter the date you are voiding the check Enter the amount as zero oid Check i L Do you want to void this check SchoolBooks asks Do you want to void this check Click Yes Note you will still need to print the Manual Void Check Journal and update to post this entry 177 SchoolBooks User Guide Chapter 11 Troubleshooting For telephone support Call Blue Bear Support Department at 800 954 2583 6 00AM to 5 00PM PST Monday through Friday excluding holidays Access our website for Technical Tips www bluebearsoft com Entry is Out of Balance Problem You get an Entry is Out of Balance Save and exit anyway messa
12. Enter a detail line for each item on your deposit ticket or summarize the transactions Remember both the Received from and Purpose fields will be saved in your detail general ledger and will print on reports Try to be as detailed as possible with your descriptions The more detail you enter here now the less time you will spend answering questions later The French Club advisor who sees Proceeds Car wash at Von s will ask you fewer questions than if he she sees Fundraiser Using the Screen S Bank Deposit Entry Play School High School 03 04 Bank A A DepNo NEw00017 Dep Date 03 15 04 Amount 376 33 Balance 00 1 Header 2 Detail Rec d From Sally Meyer Purpose Donation Ref 00000208 Income 2 Expense Amount 100 00 GL Acct 2400 00 00 ic Student Body General Category DONATION A Donations OK Undo Ins Del Line Received From Purpose G L Account Amount 1 Sally Meyer Donation 2400 00 00 100 00 2 Tom Washington Donation 2210 00 00 3 Vending Co Vending Machine Money 4310 00 00 Payment Type Summary Enter the payment types that make up this bank deposit This is an optional feature that is available to as an audit tool with the purpose of tracking this data to make it easier for you to tie the amounts and types of money you receive to individual transactions If you do not want to use Payment Type Tracking simply turn it off by unchecking Use Payment Types in Deposits and
13. Enter the GL Account number SchoolBooks will display this number through the mask you entered in School Settings The number may be up to 25 characters depending upon the mask entered To lookup an existing account press lt F2 gt or click the lookup button to open the lookup window If you are using Sub Account Maintenance to validate the segments of your GL SEL ER EE EL Account number you may only enter a GL number that is considered valid by the a Please check your acia os 7 The program cannot validate one or more system See more about this in Sub Account Maintenance For example if 47 EE attempt to enter the account 1234 50 00 in GL Account Maintenance Please correct your data and try again SchoolBooks will display this message because 50 is not a valid value for segment 2 aw OK Description Enter the description for this account You may enter up to 30 characters This description will print on reports and will be displayed throughout the system See Chart of Accounts for instructions on how to print a list of all your GL Accounts 33 SchoolBooks User Guide GL Account Maintenance Main Tab What does it do After you ve entered the account number and description you can enter other important information about this account on the Main Tab Using the Screen GL Account Maintenance Play School High School Account 2215 10 10 Advisor Income Budget Type Trust Account Expense B
14. If you do not want to see all Vendors you can enter a range depending on the Sort By option you selected Remember Settings Check this box to have SchoolBooks remember the settings for the next time you run this report Clear the checkbox if you do not want the program to remember these settings 167 SchoolBooks User Guide Vendor Analysis Report What does it do This report shows complete information about a Vendor or a range of Vendors It not only shows the Vendor Name and Address information but also detail on open purchase orders open invoices and check history You can access this report by clicking the Printer Button at the bottom of the Vendor Maintenance screen or by selecting Vendor Analysis Report on the Reports Vendor Reports Menu Where is it Go to the Reports Menu Vendor Reports and choose Vendor Analysis Report Using the Screen Yendor Analysis Report Play School High School Test l 2 Sort By Vendor Number Selection All Starting Ending vendor Number EJ La 2222222222 L Vendor Name fF In pS Include Invoices Purchase Orders Checks Remember Settings Sort By You can choose to sort the Vendor Analysis Report by Vendor Number or Vendor Name Vendor Number or Vendor Name If you want to print a list of all your Vendors leave the All boxes checked and click on View Print If you do not want to see all Vendors you can enter a range depending on the Sort By option you selected Remem
15. The line type is either Item or Amount Quantities Ordered Received Backordered This is obvious as are the rest of these fields SchoolBooks will calculate and display the extended amount for this detail line over on the far right In our trophies example the amount displayed is 150 00 You may not edit these fields They are for display only If you want to edit a specific line click on it and SchoolBooks will load it into the area above so you can edit it Backorder Button If you enter one or more invoices for less than the total amount ordered on this line SchoolBooks will backorder the quantity or the amount You can use the Backorder Button at the bottom of the screen to edit this amount if necessary for both item and amount type detail lines For example if you originally ordered 10 widgets and have invoiced 4 of them you will show a backorder qty of 6 widgets But maybe the coach tells you he is canceling the rest of the order and he doesn t want those remaining 6 widgets That s when you would highlight the line use the PO button to edit the backorder quantity amount field and change the quantity amount field Using the backorder button has no effect on an invoice It only adjusts the amount that is still open on the purchase order If the PO has NOT been completely received but is complete nonetheless you should change the backorder quantity to zero Note Using the Backorder button here ALSO changes the Backorder quantity in the Purc
16. This option allows you to remove old receipt data from your system Master Audit Report This option allows you to print reports showing all transactions with posting detail by user and date updated Audit Selection Report This option makes it easy for your auditors to choose a sub set of data from your SchoolBooks program to audit Consolidated Reports This option allows you to combine GL data from multiple schools into one big file for reporting purposes Bank Rec History This option allows you to reprint past Bank Reconciliation Reports When printed there will be a message saying that it is a reprint Utilities These functions are used to rebuild damaged files and perform other specialized maintenance functions e Recalculate Account Balances This option performs a user requested recalculation of account balances for GL accounts and Vendors For GL Accounts SchoolBooks recalculates the actual and encumbered balances For Vendors SchoolBooks recalculates the calendar and fiscal year to date payments e Session Console This option allow you to see who is working in this copy of SchoolBooks and what they are doing e Renumber Merge This utility allows you to renumber and or merge Vendor Codes and GL Account numbers e Renumber Merge Audit Report This report shows you detail of any GL Accounts or Vendors you have renumbered or merged e Reset Moved Screens This option allows you to reset windows to their original positions in case
17. Why Because SchoolBooks closes out all of the Income and Expense detail to the Due to Student Body account Then it throws away all the detail transactions for all the other accounts and writes a new record called Beginning Balance for each account that has a balance None of the detail is left If you do the Save Prior Year Data procedure however you will be able to change schools to the prior year in order to view last year s information 149 SchoolBooks User Guide Chapter 9 Reports This chapter gives you information about most of the reports available in SchoolBooks There are Maintenance File reports which list data from the Account Maintenance and Vendor Maintenance files There are Account Analysis Reports which allow you to print detail or summary data from your general ledger with selection by date range and account number range There are Financial Reports standard business type reports like the Trial Balance and Balance Sheet And finally there are Transaction Reports like the Bank Deposit Report that allow you to print detailed transactions for a specified date range Please refer to the Reports Digest for copies of all reports If you want to see what a report will look like before you have data in the system you can print sample reports using the PlaySchool demo data provided with your software Simply Change School to ZPLAY PlaySchool and print reports What is the difference between a journal an
18. You can keep all the journals and reports for one month in the same folder or notebook For example you might keep all the May work in a folder called May 2005 Or you can store journals by type For example you could have a folder called Transfer Journals and all the journals for the whole year would be kept there Where is it You can print the Transfer Journal from three places 1 When you click on the Close Screen X in the upper right corner of the window to exit the screen SchoolBooks will prompt you Do you want to print the Transfer Journal The default is Yes If you do not want to print the journal at this time click No 2 When you click on the Printer button on the lower right side of the Transfer Entry screen SchoolBooks assumes you want to print the Transfer Journal The system displays the printer selection window 3 Goto the Journals Menu and choose Transfer Journal Using the Screen When you have printed the Transfer Journal SchoolBooks will ask you Did the Transfer Journal print OK and is the data correct This is your opportunity to check your work actually look at the Journal to make sure it is correct The default here is Yes so you can either click on the Yes button or press lt Enter gt to proceed SchoolBooks then displays the Update window with the prompt Do you want to update the Transfer Journal with a default of No If you press lt Enter gt the pro
19. be able to position the fields on the check portion of the form not on the stubs 186 SchoolBooks User Guide Stub Check Stub wi Check Stub Stub Check Check Stub Stub Stub Check Stub Stub Stub Check Select Data or Text The fields available to print on the form are shown in this drop box Fields are marked either Text or DATA The text field PO Date Text will print the words PO Date on the form The data field PO DATE DATA will print the actual date today s date like 12 05 05 on the form To add a field to the form find it in the list and click on it SchoolBooks will add the field to the layout screen The screen uses drag and drop functionality You can move a field around by clicking on it and dragging it To delete a field you don t want right click on the field and choose Delete Note Even if you enter a memo on your invoice if you don t put the field on the check here it won t print Check Form Sizing Stub Height Left Margin Check Height Top Margin Form Height 10 50 Stub Height Enter the stub height in inches The defaults on this and other fields are set to work with most standard checks Check Height Enter the check height in inches Form Height Enter the total height of the form in inches Left Margin and Top Margin Enter the margin in inches Hint To check your settings without wasting check stock go to the PlaySchool demo data and set up your checks there
20. box on the School Settings screen in order to turn on this option Using the Screen SchoolBooks will display your account mask for this school shown on the screen below as 9999 99 99 SchoolBooks considers each one of those 3 segments as a sub account or part of the whole GL Account number You will be able to enter values for each of the sub accounts in your account mask In this example we don t want to validate segment number 01 We will allow the user to enter any number in the first segment So the Validate this Segment box is unchecked Segment Number 01 9999 99 99 Validate this Segment Load segment description in GL Ty ve Description Validate this Segment Check this box if you want to validate this segment against the values entered Leave the box cleared if you do not want to validate this segment In the example for the next segment Segment 02 we do want to validate We ve entered values that mean something in our chart of accounts We want this consistency in our numbering scheme so we ll be able to produce consolidated reports for multiple schools later on that make sense 47 SchoolBooks User Guide S Sub Account Maintenance Play School High School 03 04 Segment Number 02 amp 9999 99 39 Validate this Segment Load segment description in GL Value 10 Description Athletics Type Trust Account OK fundo ins Det Value Description 00 General Athletics Clubs Stude
21. 43 SchoolBooks User Guide existing bank information SchoolBooks will not allow you to delete a Bank Account Code that has current year activity Where is it Go to the Maintenance Menu and choose Bank Account Maintenance Using the Screen Bank Code GL Account Number 1000 00 00 k A Cash Chkg Sunshine Bank Bank Account Number 1254 4657 102 Description Sunshine Bank Checking Lock Vendor SUNSHINE eN Sunshine Bank Bank Code To enter a new Bank Code type in the letter or number To edit an existing Bank Account click the lookup button or press lt F2 gt to display a list of current records Most users elect to use A B C and D for their bank codes GL Account Number Enter the GL Account Number for this account You can use the lookup button or press lt F2 gt to display a list of Cash Accounts Note You must set up a GL Account in GL Account Maintenance for your cash account before you can enter the Bank Account here Bank Account Enter the actual bank account number MICR number for this account This is for your reference only this number is not used by SchoolBooks This is not a required field Description Enter a description for this bank account if you want something different than you have entered in Account Maintenance This is not a required field Lock The Lock checkbox gives you the opportunity to lock a record when a bank account is closed or no longer used When you enter a transaction for a bank depos
22. Account number and SchoolBooks will not allow you to update this Bank Deposit until a valid GL Account number is selected Category If you want to attach a Category Code to this transaction enter the Category Code or choose a Category Code from the lookup window Editing the Screen SchoolBooks will continue to prompt for new lines until the Balance to be distributed in the upper right corner of the window is zero You can also use the buttons located on the middle right side of the screen for editing Line Options OK Click OK to accept and save this line Undo Click Undo to leave this line without saving changes Insert Click Insert to insert a blank line above the currently selected line Delete Click Delete to delete the currently selected highlighted line If you attempt to leave the screen when either the detail line total or the total payment amount does not equal the amount of the deposit on the Header screen the system will warn you You may save an entry that is out of balance but SchoolBooks will not allow you to update until the entry is in balance Click Yes to save and exit this entry You will need to go back later to correct the entry and make it balance The system will not update an out of balance entry Click No to do further editing of the detail lines Hint If you imported a deposit from Tracks your actual cash deposit may be different from the amount that printed on the Tracks
23. Adjustment History Report 132 157 Adjustment Journal And Update 131 Reversing Adjustment ooooocccccccnoccconcnnnns 131 AVISO in ts 34 Audit Selection Report ccccccccoccccnccoconncnncncnonnos 74 Auto CGomplete 9 18 Auto Complete Mamtenance 28 B Backup Backup Manager 0 0annnannnnaannnnennnneeneenenne 8 Daily Backup 7 Restore from Backup 68 Balance Current Balance 35 Balance Seed is 159 Bank Account Maintenance eseeseseeeeeneneeeen 43 Bank CN AIG CS ui dida 174 Bank CGodes AE 44 LOCK AMACCOUN EE 44 Bank Deposits Bank Deposit Ent 90 Bank Deposit History Report 95 163 Bank Deposit Journal And Update 94 Bank Deposit Drocesemmg 83 Reversing Bank Uepoente 93 Bank LISINO aria 164 Bank Multi School Bank Reconcilation 197 Bank Rec Eer sidad 78 Bank Reconciliati0n oo oo o o 143 193 Challenges o cas 179 Multi School coocooconconcnnconccnconcnnccnccnnnnno 18 197 e incense ce cease 193 Banking Heporte nnnennnnennnnnennnnsnnneonnnrenene 163 Batch Numbers licenci 181 Beginning Balances cccoooccnccconcnncononcnnnnoncnnnnnos 30 Blue Bear Connect 12 Blue Bear Web Site 00001nn0000nnnn00011nnnnenn 12 Box Number for 1099S occccccocccccoccccncoconcnoconas 40 Budget Report cccccsssseceeeeessseeeeesseseeeees 160 BUS Stade 35 C Cash Disbursement Hepnort 167 Cash
24. But then you remember that SchoolBooks backed into the tax so you reconsider and realize that 3 18 is 6 8 of 46 82 and that the total amount equals 50 00 Hooray Now you re happy because you know that SchoolBooks calculates sales tax exactly like it should How does it post to the GL In the example above SchoolBooks posts 46 82 to the GL Account on that detail line and the 3 18 to the Sales Tax Liability account designated in the setup options see below Turning on this feature In order to have SchoolBooks calculate sales tax on receipts you must check Use Sales Tax in Receipts on the Accounting Tab under Management Menu Customize School Settings You should enter a sales tax rate check the checkbox AND enter the account you use for Sales Tax Liability Sales Tax Settings Sales Tax Rate Like 7 75 7 750 Use Sales Tax in Receipts Tax Liab Acct 2105 00 00 eN Note f you need sales tax calculated on the actual item prices consider using Tracks our student fee collection software It calculates tax on the actual item amounts 204 SchoolBooks User Guide Index A Account Analysis Report Detail 153 Account Analysis Report Summary 152 ACCOUNT Mask ua 16 199 Account Snapshot Report ccoooccnncccnocccnncnnnns 152 Account Summarizing occcccccconccnncccnoncnoncnnnnn 199 Account Type irte a 34 Adiustments 129 Adjustment Chart 131 Adjustment Ent 130
25. Codes on this report To see transactions for specified Categories only enter Starting and Ending Category Codes Account Number Leave the All box checked to see transactions for ALL GL Accounts on this report To see transactions for a specified range of GL Accounts enter Starting and Ending GL Accounts Remember Settings Check this box to have SchoolBooks remember the settings for the next time you run this report Clear the checkbox if you do not want the program to remember these settings 154 SchoolBooks User Guide Encumbrance Report What does it do This report shows the detail for every transaction in the selected accounts in the selected date range Data is grouped and subtotaled by GL Account Number Each detail transaction line includes the date source journal reference number like check number or deposit number description and purpose and amount shown in Income Expense or Transfer columns The report also shows the beginning balance for each account as of the beginning of the selected date range a running balance and ending balance The actual transactions shown on this report use the same format as the Account Analysis Detail Report to show you the actual balance in each account But this report also shows open purchase order and open invoice detail charged against each account showing the true encumbered balance for each account You can choose to print the Encumbrance Report with page breaks between each acco
26. Cost Enter the item or unit cost for this item If you are purchasing 10 trophies at 3 50 each you would enter 3 50 in this field If this is an amount line this field will be inactive Sales tax on this line f you have entered a default sales tax rate in School Settings that rate will be displayed here The sample below shows a rate of 7 75 SchoolBooks will use that rate to calculate sales tax on the taxable items you purchase You can do three different things with sales tax No sales tax for the line Calculated sales tax for the line or Override sales tax for the line You can have SchoolBooks calculate the tax or you can enter the tax yourself override Taxable box and rate The combination of the Taxable box and the rate tells SchoolBooks how to handle the sales tax on this detail line You can enter a default sales tax rate in School Settings under Management Customize Taxable Rate AA ob a In the example above no tax will be calculated for this line Taxable Rate a err In this example we have clicked the Taxable box once and now see a green check This tells SchoolBooks to calculate the sales tax amount using the sales tax percentage found in School Settings Either accept the rate displayed or enter a new rate SchoolBooks calculates the sales tax here based on a line total of 100 Taxable Rate ECKE In this example we have clicked the Taxable box twice and now see a green box This tells SchoolBooks that you
27. Maintenance Menu and choose Category Maintenance Using the Screen Category Maintenance Play School High School Test Paro _ Category Code Description KJA Les June ove Ja 2 Category Code Enter a new Category Code of up to 10 characters You should not use spaces or punctuation You can lookup existing Category Codes by clicking the lookup button or pressing lt F2 gt Description Enter the description for this category code Printing The Category Code Listing You can print a listing of your Category Codes by clicking the Printer button on the screen Or go to the Reports Menu GL Reports Other and choose Category Listing See Modify Categories for more information about categories 46 SchoolBooks User Guide Sub Account Maintenance What does it do Sub Account Maintenance allows you to define acceptable values for specific parts or segments of your GL Account number For example assume you only want to allow the values 00 and 01 in the second segment of your account number AND you have those values entered in Sub Account Maintenance If you then try to enter a GL Account 4544 02 00 in GL Account Maintenance you will receive a warning message that the value for the second segment is not a valid value because 02 wasn t set up in Sub Account Maintenance Where is it Go to the Maintenance Menu and choose Sub Account Maintenance Note You must first check the Use Sub Accounts
28. NOT part of your Client Care Plan It s billable i Mistakes are not covered Ra under support plans aw OK Using the Screen SchoolBooks next displays a window so you can enter the location of your backup file If you backup to a floppy drive put the floppy disk into your computer and either enter the path or browse to find the file If you backup to your own computer or to a network drive browse to find the correct data file Restore From Backup Play School High School Test tlle Where ts the data file containing the backup Server or Client E Restore directory C lAPPS BlueBear Server sSBDatal ZPLAY Where is the data file containing the backup Browse to find the backup data file Where do you want to restore the data file to Browse to find the data directory for this school SchoolBooks will offer you a default setting based on the current school but you can override this if you want to The normal path for PlaySchool data is as shown in the sample above If your data is kept on a network drive and you have questions about how to find it ask your school Tech person first He she is your best resource If you still have questions call our Support Department Proceed Click Proceed to copy the data from the backup to your current school 68 SchoolBooks User Guide Modify Categories What does it do The purpose of the Category Code is to allow the user to mark individual transactions w
29. Opening Balances ssaenseseeeennnn 185 Entering Startup Data 29 Entry Out of Balance civil io ost 178 EXPO NUMDE EE 18 35 EXPONINO Ale EE 151 F Federal Tax ID iva rs 17 Financial Reports coooccccccooccnconoccnnononcnnconanenoos 159 Seilen 66 184 TOS EE 184 Computer Checks Sianna 66 EES EE 186 Reif 186 Format Purchase Orders annann 188 Format Hecepts sssaaa 190 Purchase Order Sisi adds 66 RECO ula lara lb 66 G Get Updates 13 GL Account Maintenance c ooccoocoooo 33 GL Accounts ACCOUNT MAS IC unida 16 ACCOUNT KEE 34 Recalculate Account Balances 79 Recalculate Balances on Startup 18 Renumber Merge Utility 80 GL Analysis Reports ccoooocccncccccocconcccnnnncnnnnos 152 GL Print Groups coccccccccccnccconcnnnncnnnncnnanonoos 35 44 A A EA 45 158 Maintenance ccecceceeceeceeceeeeceeeeeeeeeeceeeeeees 44 Se A 46 Using IN Seel CC 45 GL Reports Other 157 H Help Help MENU nasra 12 FIOW IO ACCESS EE 4 HOw To Get Started orai a 2 I Import From Tracks Ane inion 96 201 MPOR Kiel 34 active Vendors ida nena 40 Interest on Savings Accounts 174 Inventory jo A 172 MVOC ENT Visca lado 57 110 INVOICES EE 57 111 View for Vendor 41 Items Received Joumal 116 J Journal Out of Balance 178 L Loading Invoices from Existing Purchase Orders62 Lock Bank
30. Order We suggest you print this sample on plain white paper not a real Purchase Order and hold it up against an actual Purchase Order to verify that the alignment is correct DETAIL SECTION This is where the actual items you have ordered will print There are different fields available in this section You can also load from a template for this section it works exactly the same way as the Header Section Form Manager Play School High School Test Smo pii Form PO Detail General Margin Detail Start 4 25 Select Data or Text OTY DATA wi SH Be SZ Header Section Detail Spacing Footer Section ITEM DATA ACC sC DATA PURPOSE DATA COMMENT DATA FOOTER SECTION This is the bottom part of the purchase order There are different fields available in this section You can also load from a template for this section it works exactly the same way as the Header and Detail Sections E Form Manager Play School High School Test Form PO Detail Ki General Margin Detail Start 4 25 Select Data or Text OTY DATA wt Header Section Detail Spacing Footer Section 9 00 Load Template STA ITEM DATA ACE oC DATA PURPOSE DATA PRICE DATA AMT DATA COMMENT DATA Receipts What does it do This screen allows you to customize your receipt for printing on plain paper or a pre printed form And you can format your receipt form using drag and drop to place fields where you want them SchoolBooks receipts are designed to be printed on 8 5
31. Overdraw Rollup Group Filter If you have checked the Check For Overdraw Accounts by Groups box you will need to enter the Rollup filter here If our accounts are numbered in such a way that the first four digits of all of accounts constitute the group we would enter in this box This tells SchoolBooks to roll up the totals for all of the accounts that have the same first four digits and look at the total balance for all the accounts in that group This can be helpful for example when we have many different accounts for Prom but all have the same first four digits 24 SchoolBooks User Guide School Settings Journals Tab What does it do This tab contains options for printing signature lines on various journals Where is it Go to the Management Menu Customize and choose Journals Include Signature Lines Journals to include signatures on Manual Void Check Title 1 Bookkeeper Title 2 Adjustment Journal mei Tea Transfer Journal Title 1 Tte Cash Transfer Title 1 Title 2 Multi Line Transfer Title 1 Tte Items Received mei Tte 2 Journals to include signatures on Check the box for each journal that requires signature lines Title 1 and Title 2 Enter the titles for up to two signatures per journal SAMPLE have prepared this financial report and believe itto be true and correct Bookkeeper Signature Title have reviemed the financial report and believe tto be true and correct Prin
32. Play School High School pa Vendor WINTER eN Winter Sports Equipment 99 4505444 Amount 1 230 00 Type Iter 84576 2 Purpose New Soccer Field Bench Auth By Hilda Weston GL 2215 10 10 S ep E Original Prey Rec Recelved Backorder Unit Cost Taxable Rate Freight Tax quantity ol 1 M Lomb os amount sazon soo _a2z5 00 245 00 LI T Furpose Ord Rec BO GL Account Amount Tax Freight Kien Casa Justa Jon IED Line Type Enter Amount if this is a flat amount and not a number of individual items Enter Item if you want to enter an Item Number and track quantity ordered and quantity received Item Number If you chose Amount in the previous field this field will disappear If you chose Item in the previous field you can enter the ltem number here Enter the item number for this detail line This may be the vendor s part number or a style number For example if the vendor s style number for trophies is 12 747 you could enter that number here This is an optional field If you have told SchoolBooks where your Tracks data is located you can use the lookup button to do a lookup into your Item Maintenance file in Tracks and order items from Tracks Be careful Although you can lookup items in Tracks there is no validation on this field That means you can enter anything you want without the program stopping you If you enter CANDY as an item the program sees that as very different from CANDYBAR Purpo
33. Print Receipt If this is a Manual receipt you entered the receipt number SchoolBooks knows you don t want to print a receipt so this field is disabled If this is a Computer receipt you clicked the New Document button SchoolBooks knows you do want to print a receipt so this field is enabled and the box is checked After you have printed the receipt if this is a Computer receipt the checkbox is cleared Deleting Receipts e You may delete a manual receipt that has been entered but not updated e You may delete a computer receipt that has been entered but not yet printed e You may not delete a computer receipt that has already been printed but not yet updated Instead of deleting a receipt that is wrong you may reverse it See the section about Reversing Receipts later on in this chapter Detail Section Using the Screen Xx Receipt Entry Play School High School Oo Receipt Number yewooois a e Amount Date 05 01 10 Payments eee Payment Type Summary Cash Received From Mary Smith Check Check No A577 SE Print Receipt Credit Cards Total Difference GL Account 5230 40 00 eN Backwards Dance Expense Line Acctho Purpose Category Amount gege LS Purpose Enter the purpose or description for this line Be as descriptive as possible as this text will flow through to your general ledger and be printed on your transaction reports This field is enabled for Auto Complete For more information about how the Aut
34. Purchase Orders click on the MV button Memo You can enter a 30 character memo to be printed on the face of the check when this invoice is paid If you pay multiple invoices on one check the program will give you the opportunity to combine the memos from various invoices and edit them in Computer Check Entry This line will also print on the Computer Check Edit Report Separate Check Click this box if you want to print a separate check for this invoice That is even if there are other invoices for this Vendor in the system SchoolBooks will still print a separate check for this invoice If left blank SchoolBooks will include this invoice on the same check with other invoices for this Vendor Entering invoices You can either enter invoices 1 in small groups as you receive them or 2 wait until you want to print checks and then enter a whole group at once We recommend the first option When you enter invoices on a regular basis they will show as invoice encumbrances against the appropriate general ledger accounts When you print an encumbrance report for the coach that invoice will show up reducing the available balance in the account If you attempt to leave the screen when the detail line total does not equal the amount of the Invoice on the Header screen the system will warn you Entry is out of balance Save anyway e Click Yes to save and exit this entry You will need to go back later to correct the entry and make it bala
35. Receipts on the Defaults Tab in School Settings Detail Information Enter a detail line for each item on your deposit ticket or summarize the transactions Remember Both the Received from and Purpose fields will be saved in your detail general ledger and will print on reports Try to be as detailed as possible with your descriptions The more detail you enter here now the less time you will soend answering questions later The French Club advisor who sees Proceeds Car Wash at Von s will ask you fewer questions than if he she sees Fundraiser Received from Enter the name of the person or organization from whom you received these funds This field is enabled for Auto Complete For more information about how the Auto Complete feature works please go to Using Auto Complete in the Getting Started section Purpose Enter the purpose description for these funds Be as detailed as possible with your description This field is enabled for Auto Complete For more information about how the Auto Complete feature works please go to Using Auto Complete in the Getting Started section Reference This is the reference number for this detail line This may be used for the check number of the check you are about to deposit If you imported from Tracks and you marked this item to Post in Detail SchoolBooks will load the actual Tracks receipt number for this transaction If you imported from Tracks and you left this item marked to Post in S
36. Sahara al ta dae E ae dla 63 Role Securty MAINTE ue 64 SCHOO Security WAITS ANC Cx a dd ee te casa ees iced ce ees eatin dais 65 EE 66 COMPU CA FORN isteach ee ES eect 66 Ree leg OLM EE 66 Purcnase Oder FOr EE 66 TOIS OUD ran A AAA As 66 Chapter 3 Special Funcom SS usina ica lio dra ido 67 asta oo le EE 68 MOGITY Gate nes con A eds 69 a Pr UU UE E O E eee 70 OW 10 Complete ee 70 Purge Vendor Check History cccccccssssccccccsessececcceeeeeeeceaeeeeeeeeseaueeeeeesaueeeeesseaseeeeessaaaeceeesseaseceeessaageceesssaeeeeessaagaeeees 72 Purge FASS SI AAI SUNY EE 72 MASSA dE DON rc eee On a Om ee eT o 73 Audito aec Ion REDO EE 74 Re een We EEN 75 BAKO Idee EEN 78 ES Men cs cetera ces ee atc earls ee od 79 Recalculate Account Eer Sept 79 Key Repair Utility File Repair Utility and File Analysis and Repair ccccccsseeccecceeeeeeeeceeeeeeeeeeeeeeeeeseeeeeeeeseaeeeessaaeeeeessaaeeeees 79 TANG 0011p EE EE EE EE er eee re ee 80 Renumper Merge E UE 80 Ren Merge Adi ROD OFF EE 81 El GA me HOON CII EE 81 Ressel MOVE A O ete cane cba A eit calc A 82 Chapter 4 Receipts and Bank Deposits cooccocnccocccconcconocconnconnccnnnnconncnnnnronnrenanrnnnrrnnnnnnnns 83 MECCIOL LOCC A O A 83 1 EE 83 Importing Receipt Sales Information from Tracks cccccccssseseecceeeecseeeseeeeeeeeeeeeeeeceeeeseseeeeeeeeeeeessaeeeeeeeeesssseeseeeeeeesseaaeeeeeeeesaaas 83 RECIEN aca te cA le car ee ecto bee dnd 84 Kragh EE 87 Receip
37. Then print a sample check and hold it up to the light in front of one of your actual checks See how it aligns or doesn t then make adjustments Get it right in the practice school then enter those settings into your real school Preprinted Form Load From Other School Load From External File Load Template Choices Preprinted Form This will load the default layout for the standard Blue Bear check If you purchase checks from Blue Bear this is the template to use Load From Other School This will allow you to load an existing check form layout from another school in SchoolBooks You can use this feature to set up a check form in PlaySchool and then copy it into your real school Load From External File This allows you to load a template from an external file You can use this feature if you need to load a template from your district office or from Blue Bear Print Sample Check Click on this button to print a sample check We suggest you print this sample on plain white paper not a real check and hold it up against an actual check to verify that the alignment is correct 187 SchoolBooks User Guide Cancel To exit the screen without saving changes click Cancel Purchase Orders What does it do These screens allow you to customize your Purchase Order for printing on plain paper or a pre printed form You can format your Purchase Order using drag and drop to place fields where you want them SchoolBooks purchase orders are
38. This chapter describes how to get started how and where to find things on the menus and screens and an introduction to how things work in general How to Get Started This section describes the steps you should follow in setting up SchoolBooks to run for the first time Where and How Do You Find It This section describes how to find things in SchoolBooks how the lookups work how the navigation tools on the screens work how to access and use the Help function Lastly this section describes how to move around the screens in an efficient way Three Step Update Process This section describes how SchoolBooks updates data to the general ledger Daily Data Backup This section describes how to make them on a daily basis why they are important and what will happen to you if you dont Using Auto Complete This section describes how to utilize the Auto Complete functionality in SchoolBooks Change School and Change User In SchoolBooks you can set up multiple schools For example the software comes with a set of demo data called Play School High School you can use this demo data to practice making transactions Of course you ll also set up your real school to hold your actual data This section describes how to change schools and the Change User section describes how to change users Help Menu This section details the options you have when using the Help Menu 1 SchoolBooks User Guide How To Get Started Follow these steps to get Sch
39. To Account Enter the account number of the account to be transferred to or do a lookup to select an account The program will display the account description Purpose Enter the purpose of this transfer Why are you transferring this amount The reason you enter here will show as a detail item in your general ledger This is a required field Authorized by Enter the name of the person or organization who approved this transfer If you have selected a Default Authorized By Value on the School Data tab of School Settings SchoolBooks will automatically populate this field but you can still change it here if needed This is a required field Reversing Transfers The Transfer Entry screen has a Reversal Button at the bottom of the screen MODEN This button only becomes active AFTER you have clicked New Document to enter a new transfer and AFTER you have entered a date When you click the Reversal Button SchoolBooks will display a lookup for all of the transfers that have been updated so you can pick the transfer that you want to reverse SchoolBooks will load the transaction with all the signs reversed In other words if you want to reverse a 500 transfer the program will create a new entry for 500 133 SchoolBooks User Guide You may NOT edit a transaction loaded from using the Reversal Button If you want something slightly different you will have to enter it manually SchoolBooks does not keep track of which transacti
40. Tracking NSF Checks Appendix Account Masking amp Summarizing Appendix J How SchoolBooks Assigns Transaction Numbers Appendix K Setup Tracks Import Appendix L How SchoolBooks Calculates Sales Tax 180 SchoolBooks User Guide Appendix A Batch Numbers SchoolBooks maintains batch numbers for all journals Because journals are source documents they are assigned batch numbers for tracking purposes There are 3 parts to each Journal batch number 1 Each journal has a 2 character designation which appears on all journals of that type The following shows the Journal Batch characters which pertain to each group of transactions Deposit Journal DP Adjustment Journal Cash Transfer Journal Multi Line Transfer Journal 2 Each journal has a second 2 character designation for the period number For example if June is the last period of your fiscal year and is designated as Period 12 the first Manual Check Journal in June would be designated MC12 001 3 The third component of the batch number indicates how many of these journals have been printed for this month If this is the third Manual Check Journal printed in June the batch number would be designated MC 12 003 4 SchoolBooks is smart enough to separate transactions from different months onto separate journals with separate batch numbers and it can do this even with transactions from different months all entered at the same time This enables you to file all your October r
41. Transfers Cash Transfer Ent 135 205 SchoolBooks User Guide Cash Transfer Journal And Update 136 Category Code MOI eee ie Renee ae eed 46 Category Codes How to Use hem 69 LISTING iia cas 46 A N 69 Show in GL Maintenance cccccconccnnnccncnncnnncs 18 Category Detail Report n nnnnnnennnneneennnennenni 154 Category std aca 158 Category Mamtenance 46 RU le En Te EE 11 Change User ita em eter 11 Chart Or ENEE 158 Check Forms ne ene 186 Print Sample Check 187 Check Requisition Report eee 165 Checks di A 168 Ee EE 173 Purge Vendor Check History 72 Void Original Check 177 Void Previous Check 177 Ae 182 Computer Checks Computer Check Edit Report 125 165 Computer Check Form occcoccocccccnccccco 66 186 Computer Check Journal And Update 127 Computer Check Printing 125 Computer Check SelectiON oo om 124 Computer Form Styles 0nnnnnnaannnenaeannnnanni 184 Consolidated Reports cccccccessseeeeeeeeeeees 75 Create a NEW school 26 Current Balance 35 D Daily Data Backup 7 Dale edu EE E 16 Dates Fiscal Year Dates ccccssseeessseeeeeseeseeeees 17 Last Closed Period Date 17 Deleting receipts A 85 E Encumbered Balance occccconcccccconcnccconcnncnno 35 Encumbrance Hepnort s nnsneennnsennnesnnnenennnnne 155 Entering
42. Where is it Go to the Reports Menu Financial Reports and choose Mini Profit and Loss Using the Screen 161 SchoolBooks User Guide Mini Profit and Loss Play School High School Test Selection Starting Ending Transaction Date i lo7 01 2009 _ 09 02 2009 GL Print Group jen 22222222 Y Print accounts with zero balance ri Print in detail r Remember Settings a View Print Cancel D Transaction Date If you want to limit the date range for this report enter a starting and ending transaction date The system will print balances for accounts that include all transactions within the selected date range Otherwise to see all transactions leave the ALL box checked GL Print Group If you want to print this report for ALL defined GL Print Groups leave the ALL box checked SchoolBooks will print a Mini P amp L Statement for each Print Group you have If you only want to see the report for a limited range of data enter the starting and ending GL Print Group codes Print accounts with zero balance Check this checkbox to include accounts with zero balance Leave the checkbox cleared to only show accounts with non zero balance Print in detail Check this checkbox to print all the transaction detail like on an Account Analysis Detail Report Leave the checkbox cleared to see one line per GL Account like on an Account Analysis Summary Report The system default is for Summary Remember S
43. Xerox them D of T IRS Style Printer type Parts ss Form 1099 MISC regular form Multiple parts Form 1099 MISC One part only Form 1099 INT interest payments Dot Matrix Multiple parts Form 1099 One part only The Form1099s for Laser printers are available from Office Supply stores 184 SchoolBooks User Guide Appendix D Entering Opening Balances BEGINNING OF FISCAL YEAR If you are starting SchoolBooks at the beginning of the fiscal year or are starting later but intend to enter all your information for this fiscal year into SchoolBooks follow these suggested hints 1 2 6 7 8 You should have a printed copy of your previous system Trial Balance at 6 30 or some other reports that lists all the account balances at 6 30 Go to the Management Menu System Maintenance System Startup Beginning Balances We assume you have already entered your chart of accounts in GL Account Maintenance Enter the Beginning Balance Date This should usually be the last day of the previous period NOT first day of the next month For example use 6 30 NOT 7 1 for your startup date Your GL Accounts will be displayed down the left side of the screen Enter debit balances as positive and credit balances as negative with a minus sign SchoolBooks will display a running total at the bottom of the screen When you have entered all your balances the total should be zero If it isn t zero you are out of balance You can p
44. allow you to print one receipt with an unlimited number of detail lines The detailed information will first print on the receipt stub and then continue to print on blank paper Receipts Printed on Plain Paper If you are using Extended Stubs for Receipts and printing your Receipts on blank paper you will want to check this box otherwise SchoolBooks will prompt you to take your receipt forms out of the printer before printing the Extended Stub information 22 SchoolBooks User Guide School Settings Defaults Tab What does it do This tab contains options for Purchase Order shipping Default Bank Codes and other settings for this school If you choose to use the Adjustment Wizard you ll enter the default GL Accounts here as well Where is it Go to the Management Menu Customize and choose Defaults PO Ship To Address _ _ Default Bank Codes Use Default Ship To Address Deposits Ship To Mary Phillips Checks Address 1 123 Elm Street Web Store Clearing State School Type High School wi Zip Use Sub Acets Phone 858 123 4567 Ext Take Type from Segment Use Payment Types in Deposits and Receipts Overdraw GL Account Prompting Prompt When Overdrawing Account Don t Prompt for Expense Accounts Check For Overdraw Accounts by Groups Use Default Ship To Address If you want to enter a default ship to address to be printed on your Purchase Orders check the box and enter the address here This can be chang
45. an Account Analysis Report Summary for all accounts from July 1st through June 30th You might also print a Detail version but it would probably be VERY long 4 Print an Encumbrance Report from June ist to June 30th and distribute to teachers club advisors staff 5 Print a Trial Balance and Balance Sheet at June 30th 6 Do a Month End Close for June 30th 7 Make a final backup and save it someplace Don t reuse this backup Date it and label it SB Prior to Year End Save this disk 8 SAVE PRIOR YEAR DATA If you want to save detail in an OLD school now is the time to do it See instructions in Chapter 3 9 Doa Year End Close 10 Do another backup Date it and label it SB After Year End Save this disk 11 Print another Trial Balance as of July 1st Save this report 140 SchoolBooks User Guide Month End Processing What does it do This program ends all processing and transaction data entry for a specific month When you run month end processing SchoolBooks does the following Removes any Tracks closeout data in the TREXPORT file which has already been imported 2 Removes purchase order records which have been completely received from the open purchase order file Purchase order history transactions are not removed 3 Removes Temporary Vendors with no open records from the Vendor Maintenance file Data is still saved in check history files Removes paid invoices from the Open Invoice file Data on paid in
46. and ask for Form Sales Detailed Instructions in Appendix E See Appendix E for detailed instructions on how to format your purchase order Printing Purchase Orders Printing from the Purchase Order Entry screen When you enter a new PO to be printed it has a temporary number like NEW0004 and click Accept the program will allow you to print the purchase order right then and there SchoolBooks will prompt you for the next PO number and then print the purchase order You may also reprint an open purchase order from this screen but only if the Allow reprint PO option is checked in School Settings To print a new PO When you click on Accept at the bottom of the PO Entry screen SchoolBooks will present you with the Next Purchase Order window see sample below If you want to print the PO now place your purchase order form in the printer verify that the PO number on the form matches the number displayed on the screen and do it SchoolBooks will ask you if the purchase orders printed correctly Next Purchase Order Please click Ok if this is the correct number for the next PO or enter the correct number here Number of Coples to Print Zo Click OK if this is the correct Next PO number or change it to the correct number and then click OK PO Printing 1 Did the purchase order print correctly SchoolBooks will ask you if the purchase orders printed correctly If you select Yes
47. and Loss Banking Reports The Banking Reports menu includes reports that have to do with money coming into SchoolBooks Bank Deposit History Report Receipt History Report Receipt Sales Tax Report Bank Listing Check Lookup Vendor Reports The Vendor Reports menu includes reports that have to do with money paid out of SchoolBooks Also included on this menu is Check Lookup which enables the user to quickly access detailed information about a specific check Open Invoice Report Computer Check Edit Report Check Requisition Report Vendor Check History Report Cash Disbursement Report Vendor Listing Vendor Analysis Report 150 SchoolBooks User Guide e Check Lookup Purchase Order Reports The Purchase Order Reports menu includes reports that have to do with purchase orders e Open PO Report e PO History Report e PO Approval Report e PO Check Cross Reference Report Consolidated Reports The Consolidated Reports menu includes reports that have to do with consolidated data from multiple schools and school groups in your district e School Group Maintenance e My Consolidated Reports e Bank Rec Status Report Previewing Reports and Exporting Data What does it do All reports in SchoolBooks are generated and displayed using Adobe Acrobat You can then print the report or export the data in a variety of formats When the report is displayed on the screen you will see a tool status bar at the top of the screen e Use the P
48. and choose Transfer History Report Using the Screen Transfer History Report Play School High School Test Selection Starting Ending Date 07 01 2009 09 02 2009 Include In Report Regular Transfers Cash Transfers Multi Line Transfers Remember Settings View Print cancel LS Date Enter the beginning date and the ending date that you want to print on your report Include in Report You can choose which types of transfers to include in this report Check the boxes for Regular Transfers Cash Transfers and Multi Line Transfers as required 157 SchoolBooks User Guide Chart of Accounts What does it do This report shows a listing of all the accounts you have entered in G L Account Maintenance You can choose the sort order for the report You may select from a range of Account Numbers or a range of Account Descriptions You can choose to print just the basic account information or detailed information for each account The report shows Account Number Account Description and other information about the account Where is it Go to the Reports Menu GL Reports Other and choose Chart of Accounts Using the Screen Chart of Accounts Play School High School Test Sort By Print Detail Suppress Inactive Accounts Selection All Starting Account Number Po RE lzzzz 22 2z aor WR Ce Remember Settings Sort By You can choose to sort the Chart of Accounts by Account Number Account Description GL Print
49. area above so you can edit it Backorder Button If you enter one or more invoices for less than the total amount ordered on this line SchoolBooks will backorder the quantity or the amount You can use the Backorder Button at the bottom of the screen to edit this amount if necessary for both item and amount type detail lines For example if you originally ordered 10 widgets and have invoiced 4 of them you will show a backorder quantity of 6 widgets But maybe the coach tells you he is canceling the rest of the order and he doesn t want those remaining 6 widgets That s when you would highlight the line use the PO button to edit the backorder quantity amount field and change the quantity amount field Using the backorder button has no effect on an invoice It only adjusts the amount that is still open on the purchase order If the PO has NOT been completely received but is complete nonetheless you should change the backorder quantity to zero Note Using the Backorder button here ALSO changes the Backorder quantity in the Purchase Order So you can do it here and save yourself from having to go back to PO Entry 61 SchoolBooks User Guide Loading Invoices from Existing Purchase Orders If you entered a PO on the Invoice Header Screen SchoolBooks prompts you to select which PO line items to copy to the current invoice Click the items that are included on this invoice or click Select ALL to select all the items on this purchase order Note
50. arrow to do a lookup into your Item Maintenance file in Tracks and order items from Tracks Be careful Although you can lookup items in Tracks there is no validation on this field That means you can enter anything you want without the program stopping you If you enter CANDYB as an item the program sees that as very different from CANDYBAR Purpose Enter the purpose or description for this expense The purpose entered for each line item will be updated to the general ledger when a check for this item is ultimately paid Note f you enter several line items on a Purchase Order each with its own purpose these items will be pulled into Invoice Entry when you receive an invoice for the things you ordered When you print a check the purpose on the TOP LINE ITEM prints on the check stub as a description for the invoice If you selected a Tracks Item Number in the previous field SchoolBooks will display the Item Description from Tracks in the Purpose field This field is enabled for Auto Complete For more information about how the Auto Complete feature works please see Using Auto Complete in the Getting Started section Hint This IS the description that will stay with this entry forever on your books be descriptive Used creatively this one field can save you endless hours of answering questions like What was that 500 00 for don t remember authorizing anything like that Authorized by Enter the name or initials of the individua
51. can choose Cancel to select a different GL Account These warnings about 54 SchoolBooks User Guide overdrawn conditions will only pop up if you have checked the option to Prompt when overdrawing account on the Accounting Tab in School Settings Overdrawn Line options OK Click OK to accept and save this line Undo Click Undo to leave this line without saving changes Insert Click Insert to insert a blank line above the currently selected line Delete Click Delete to delete the currently selected highlighted line Detail lines displayed below SchoolBooks calculates and displays the extended amount for each detail line You may not edit these fields When you have completed one detail line the system automatically moves to the Line Type field for the next detail line You may either enter another line or press Enter to have the program move to the Accept button Comment Lines Choosing Line Type Comment Enter a comment line you have 30 characters Use comment lines to print text on your purchase orders Comments like Thanks for rushing this order give your purchase orders a personal touch Line Detail Display at bottom of screen Purpose BO GL Account Amount Tax Freight Yearbook Cover Consultation O D 3560 40 00 150 00 Line The line number Status The status of this line O is for Open indicating it hasn t been received yet R is for Received indicatin
52. changes to that PO the history file knows both the original entries and the changes If you receive Invoices against that PO the history file knows about all the receipts So you can print original PO information at any time as well as revisions and receipt history Where is it Go to the Reports Menu Purchase Order Reports and choose PO History Report Using the Screen PO History Report Play School High School Sort by PO Number hd Selection All Starting Vendor Number Si PO Number eee Print PO Detail Sort by You can choose to sort this report by Vendor Number or by PO Number Vendor Number Enter a Starting and Ending Vendor Number for this report or leave the box checked for ALL vendors Date Enter a Starting and Ending PO Date for this report or leave the box checked for ALL dates PO Number Enter a Starting and Ending PO Number for this report or leave the box checked for ALL purchase orders within the Vendor and Date range Print PO Detail You can print this report in summary or detail The summary version will give you a list of purchase orders with just the header information like the PO Number Date Vendor Name etc one line per PO The detail version will give you all the permutations of what happened on the purchase order the original detail lines with quantities ordered and received every change to the PO all the invoices that have been applied to the purchase order etc Check the box if you w
53. fly if you want The system will display the Vendor information from the Vendor file Date Enter the date for this purchase order 99 SchoolBooks User Guide Amount SchoolBooks displays the total amount of the purchase order calculated by adding up all the detail lines for the things you are ordering This field is display only You may not edit this field Hint When you first begin using SchoolBooks you ll want to enter any existing purchase orders which are still open now Once you have entered your existing purchase orders you ll be able to print an Open Purchase Order Report to see all your outstanding purchase orders You ll also be able to print an Encumbrance Report or view an Account Snapshot to see the encumbrances against various accounts Information about Purchase Order forms can be found in Appendix L which discusses forms setup options We re going to make the distinction here between computer purchase orders and manual purchase orders This distinction is exactly like the difference between computer checks checks printed by the computer and manual checks checks typewritten or handwritten and entered after the fact into the computer We enter these two different types of purchase orders in slightly different ways How to enter information for a new computer purchase order not yet printed Purchase Order Click New Document or press lt Alt X gt for the next temporary PO number SchoolBooks will assi
54. gt Select All File Daily Data Backup xl xl xI xl x xI xl x xl Backup Manager Change User School lt 1 77 m LI lt 1 7 lt 1 71 lt 1 7 lt 1 7 lt 1 7 a lt 1 77 Exit III x x x x x x x x x Maintenance x x x x x x Vendor Maintenance x x x lt 1 lt 1 lt I lt 1 a a x x x Bank Account Maintenance xl xl x x xl xl GL Account Maintenance Print Group Maintenance xl Category Maintenance xI x lt lt l lt 1 lt 1 lt I Sub Account Maintenance K x XI lt I a a a a lt I x x lt x lt lt 1 lt l Sir lt a lt I lt lt 1 lt I Sub Account Listing Report x x x xl xl mimi mi m 18 18 18 1 x lt 1 lt x Vendor Drilldown Details xl x xl xl xl xl xl xl xl Purchase Order Entry xl XI lt lt I lt lt 1 lt 1 a xI xl xI xl Print Purchase Orders x lt x lt 1 lt l x x lt 1 lt l ii a Invoice Entry PO Selection Screen K lt 1 7 lt 1 71 lt 1 71 lt 1 71 lt 1 71 lt 1 71 Il x lt 1 7 Manual Void Check Entry mi mj mi m 181 lt 1 al Computer Checks xl xl xI xI xl xl xl xl xl lt On the above screen you can see
55. have already set up your cash account in Bank Account Maintenance If you have several Bank Accounts in Bank Account Maintenance you must first select the correct Bank Code for the Reconciliation that you are about to do If you have a single bank account SchoolBooks will default to the A Bank Code This Bank Reconciliation Wizard will guide you through the necessary steps to ensure that the bank reconciliation process completes in the least amount of time with the least chance for error Note You may exit and re start this process at any time without losing the work that you have done so far should the need arise to do so To begin please select the bank code for the current bank statement and press Next For Multi School Reconciliation the bank code must be the same for all schools Bank Code A si Bank G L Account Number 1000 00 00 Account Description Pick up your bank statement Enter the Beginning Opening and Ending Closing Balances from your bank statement as shown below Enter the bank statement Closing Statement Date Click Next 143 SchoolBooks User Guide Please enter the starting and ending balance from the current month s bank statement and the statement s ending date It is important that you enter these number correctly otherwise you could end up with a non zero variance or an out of balance condition and you will not be able to complete the bank reconciliation Bank Code G L Account Number 100
56. have entered all your balances the total should be zero If it isn t zero you are out of balance You can print a Trial Balance Report found on the Reports Menu Financial Reports to see where you have made a mistake Warning If you are out of balance NOW at the beginning you will be out of balance forever Now is the time to be in balance Don t begin processing transactions in SchoolBooks until you know you are in balance After entering your opening balances print an Account Analysis Summary Report Trial Balance and a Balance Sheet to make sure everything looks OK Now enter all your outstanding checks at 11 30 2009 in Opening Bank Checks Next enter any deposits in transit at 11 30 2009 in Opening Bank Deposits Now you are ready to enter your first transactions for December 1st How to determine your beginning cash account balance If you don t have a formal set of books and aren t sure how to figure out your actual cash balance you can follow these steps to determine how much money you actually have in the bank 1 2 3 4 Write down your bank statement ending balance as of your start date this should be an end of the month type date like 6 30 09 or like 5 31 2010 Subtract all your outstanding checks checks that haven t cleared the bank yet Add any deposits in transit deposits that you made last month but didn t show on the statement yet The answer is your starting cash balance 185 SchoolBooks User Gui
57. have not yet been paid 29 SchoolBooks User Guide Beginning Balances What does it do This screen allows you to enter opening balances for all your accounts when you begin using SchoolBooks You should prepare a trial balance for a specific month end date from your old system and enter your beginning balances into SchoolBooks all at one time Note You must enter your GL accounts in Account Maintenance BEFORE they will be accessible here for entry of opening balances Where is it Go to Management System Maintenance System Startup and choose Beginning Balances Using the Screen SchoolBooks will display all the accounts in GL Account Maintenance in numerical order Click on an account to select it Beginning Balances Play School Hig Beginning Balance Date 96 30 09 Acct No 1000 00 00 1005 00 00 1100 00 00 1200 00 00 1300 00 00 1301 00 00 1302 00 00 1303 00 00 1500 00 00 1600 00 00 2000 00 00 2001 00 00 DH CHL Description Cash Chkg Sunshine Bank Cash Savings West Bank Petty Cash CD Sunshine Bank Web Store Clearing Bank Web Store Remittance Clearing Web Store Fees Web Store Prepay Student Store Inventory Accounts Receivable AP Tests PSAT Tests Dekret Clearing j Total of all Accounts Should equal HM zero Cxcscarduacaada Pres Cash Account Cash Account Cash Account Cash Account Cash Account Other Current Asset Trust Account Liability Cu
58. import SchoolBooks will display the default Bank Code Deposit Date Enter the deposit date for this import This will usually be the same date as the Tracks Closeout Header Data These fields are for display only They may not be edited Date This is the Tracks Closeout date Sequence Each time you closeout in Tracks the system assigns the next sequence number to the import records That way the system can tell that all the sequence 5 detail lines go together Name SchoolBooks displays Deposit Total Amount This is the amount Tracks thinks should be posted to cash for this closeout Status This field will be blank if the closeout data from Tracks has not yet been imported into Bank Deposit Entry It will display Imported if it has already been imported 96 SchoolBooks User Guide Detail Data These fields are for display only They may not be edited except for Summary Detail options SchoolBooks displays each individual line transaction for all sales made in Tracks You can specify in GL Account Maintenance for each account whether you prefer a normal setting of Summary or Detail for this account You would want sales of individual yearbooks to students to remain as S You would want receipts for fund raisers like candy sales and car washes to be posted in detail so they probably should be set to default to D or changed to D Summary Detail S means post in summary D means post in detail The system will check
59. in GL Account Maintenance to see the default posting for this account For accounts with no default SchoolBooks defaults to S To toggle an item from Summary to Detail or from Detail to Summary simply highlight the item and double click on it Or highlight several items holding down the lt CNTL gt key on your keyboard and click the Summary Detail button to toggle them as shown in the example screen above If you mark a receipt item with a D SchoolBooks will pull the actual receipt into the Check Ref field in Bank Deposit Entry and show the Name of the person who gave you the money and the Purpose If you leave a receipt item marked with an S SchoolBooks will display MISC in the Check Ref field in Bank Deposit Entry the Name and Purpose will say SchoolBooks Receipting Account The GL Account number for this line item Transactions listed on this detail screen can be sorted in a variety of ways by clicking on the column header If you want to sort by GL Account number click on the Acct column header on the screen This way you Can see all the items that are going to the same account Receipt The Tracks receipt number Name The name of the person organization from whom you received money Purpose The description from the Item description field in Tracks Amount The amount of the item sale Import Click Import when you are ready to import to Bank Deposit Entry Do not import until you have marked all the line
60. is the same for both types of lines So here s the deal you enter either one or the other quantity or amount not both In both cases though when you pull up an existing purchase order you can see the original quantity or amount ordered what has been received and how much is backordered Quantity Amount Enter the quantity or amount ordered For an item line if you are purchasing 10 trophies at 3 50 each you would enter 10 in this field For an amount line if you are purchasing 10 trophies at 3 50 each you would enter 35 00 in this field Received SchoolBooks displays the quantity amount you have received to date This is the amount you have entered through Invoice Entry Backorder SchoolBooks displays the quantity amount you have not yet received Unit Cost Enter the item or unit cost for this item If you are purchasing 10 trophies at 3 50 each you would enter 3 50 in this field If this is an amount line this field will be inactive Sales tax on this line f you have entered a default sales tax rate in School Settings that rate will be displayed here The sample below shows a rate of 7 75 SchoolBooks will use that rate to calculate sales tax on the taxable items you purchase You can do three different things with sales tax No sales tax for the line Calculated sales tax for the line or Override sales tax for the line You can have SchoolBooks calculate the tax or you can enter the tax yourself override Taxab
61. load an existing transaction backwards to save you from doing the data entry The program does NOT keep track of which transactions you have reversed This is not like voiding a check The program will not stop you from reversing the same transaction umpteen times so you will need to pay attention to what you are doing Printing Multiple Receipts If you would like to save your receipts and then print them all at once you can do so by using Print Receipts Receipt Journal And Update What does it do This journal displays the detail for all receipts that have been entered or printed but have not yet been transferred to Bank Deposit Entry The journal is sorted by receipt number and shows all the information from each receipt including date purpose check received from and all the line detail information When you update the Receipt Journal the system automatically combines all your receipts into a bank deposit Note YOU SHOULD ONLY UPDATE THIS JOURNAL WHEN YOU ARE READY TO MAKE A BANK DEPOSIT Where is it This is the only Journal that does NOT prompt you to print when you close the Receipt Entry screen by clicking the X in the upper right corner Why Because we assume that you like many users who print receipts in SchoolBooks may print many many receipts during the day and that you will be going in and out of Receipt Entry many times a day So we don t prompt you every time you leave the screen Instead there are two ways to access t
62. lookup purchase orders for this Vendor This is not a required field because often you make payments for which there is no purchase order To access Multi Vendor Purchase Orders click on the MV button Memo You can enter a 30 character memo to be printed on the face of the check when this invoice is paid If you pay multiple invoices on one check the program will give you the opportunity to combine the memos from various invoices and edit them in Computer Check Entry This line will also print on the Computer Check Edit Report Separate Check Click this box if you want to print a separate check for this invoice That is even if there are other invoices for this Vendor in the system SchoolBooks will still print a separate check for this invoice If left blank SchoolBooks will include this invoice on the same check with other invoices for this Vendor Email If the Vendor has a default email address it will be displayed here If you want to send an email to the Vendor click the Send button SchoolBooks will launch your email program automatically loading the Vendor s email address and populating the subject line with this invoice number Invoice Entry Detail Section What does it do The amount of the invoice you entered on the header screen is displayed at the top of the detail screen As you add detail lines the system displays the amount remaining to be disbursed 111 SchoolBooks User Guide Using the Screen Invoice Entry
63. number order If you want to find a specific transaction you can sort detail lines on the lower portion of the screen by any of the columns in ascending or descending order Simply click on the column header to sort by that field How Do You Use Category Codes Assume you want to keep track of all the equipment you purchase during the year regardless of the GL Account number You could set up a Category Code called EQUIP When you enter an Invoice or a Manual Check for some piece of equipment simply add the EQUIP Category Code to each appropriate line item Later you will be able to print a Category Report for the EQUIP Category Code only This will show you all the equipment purchased across all GL Accounts Category Report The Category Detail Report shows ONLY those transactions with one of the selected Category Codes Furthermore it is the only report that allows the Category Code selection option This Report is simply a version of the Account Analysis Detail Report showing Income Expense Transfers but without the ending balances for the accounts There are no Beginning Balances shown on this report either See Category Detail Report for more information IMPORTANT If you are going to want to select on a RANGE of Category Codes you will need to set them up to facilitate that in the first place 69 SchoolBooks User Guide Save Prior Year Data What does it do This utility allows you to copy the data from your curre
64. orders can be printed on blank paper your school letterhead or pre printed purchase order forms Be aware that many school auditors require some sort of pre printed control number on purchase orders to facilitate tracking Before you make a decision about forms it is a good idea to check with your district office or school auditor so you are in compliance Where is it Go to the Management Menu System Maintenance Forms and choose Purchase Order Form For information about ordering pre designed PO forms with your school name and logo from Blue Bear call our office at 800 954 2583 and ask for Form Sales Detailed Instructions in Appendix E See Appendix E for detailed instructions on how to format your purchase order 1099 Form See Appendix N for complete instructions about 1099 Reporting including 1099 forms 66 SchoolBooks User Guide Chapter 3 Special Functions The Special Functions Menu contains items you will only use periodically and some you will use rarely if at all Restore from Backup This option allows you to restore data from a prior backup file Modify Categories This option allows you to edit the Category Code on existing transactions Save Prior Year Data This option allows you to save your prior year data in a new school which you can access later before doing your year end processing Purge Vendor Check History This option allows you to remove old check history data from your system Purge Receipt History
65. print accounts with a 20 in the 2nd segment of the account See Appendix for more details about how to use this feature Summarize Level Enter the account mask for summarizing this report If you have a short account number you probably will not use this field If you want to Summarize or roll up your accounts to the 1st segment enter 2 in the first segment of your account mask Now SchoolBooks will group all transactions by the first 4 characters of the GL Account number See Appendix for more details about how to use this feature Only Accounts with Activity Check the checkbox to only include accounts with current activity in the selected date range Leave the box blank to select all accounts in the account range regardless of whether they have activity or not Page Break on Account Check this option to print each account on a separate page 155 SchoolBooks User Guide Print Budget Amounts Check this option to print budgets and variance amounts on the report Add Signature Line Check this box to print a signature line at the bottom of the report Printing a signature line gives you a convenience place for someone to sign that he she has approved the report Remember Settings Check this box to have SchoolBooks remember the settings for the next time you run this report Clear the checkbox if you do not want the program to remember these settings 156 SchoolBooks User Guide GL Reports Other Adjustment Histo
66. profit or loss from the Income and Expense accounts zeroes out those accounts and posts that net amount to the Due to Student Body account 2 All detailed transactions in the General Ledger for the current year are cleared SchoolBooks changes all Ending balances for the current year into Opening Balances for the next year 3 SchoolBooks changes the beginning and ending fiscal dates in School Data to the next year If you use ONLY Trust Accounts this is what happens during year end processing 1 All detailed transactions in the General Ledger for the current year are cleared SchoolBooks changes all Ending balances for the current year into Opening Balances for the next year 2 SchoolBooks changes the beginning and ending fiscal dates in School Data to the next year Where is it Year End is located on the Period End Menu Using the Screen i You must close all Months before performing Year End Processing The program checks to make sure all months are closed before doing Year End Processing SchoolBooks prompts Are you sure you want to continue with Year End Processing If you click Yes you ll see the following screen The program will check to make sure you have done bank reconciliations for your cash accounts If you have not done bank reconciliations SchoolBooks will warn you sternly but will allow you to proceed This is because you may have some cash accounts like certificates of deposit that you do not r
67. rest of the order and he doesn t want those remaining 6 widgets That s when you would highlight the line use the PO button to edit the backorder quantity amount field and change the quantity amount field Using the backorder button has no effect on an invoice It only adjusts the amount that is still open on the purchase order How to enter information for a new purchase order not yet printed Purchase Order Click New Document for the next temporary PO The system will assign a temporary number which will be used until the real purchase order is printed and a real purchase order number is assigned The Print PO Box will be checked by default when you enter this type of record How to edit an existing purchase order Purchase Order Click the drop down arrow or press lt F2 gt to view open purchase orders and to select a purchase order to edit Purchase Order Entry Detail Section 101 SchoolBooks User Guide What does it do You will use this screen to enter the actual items or services you are ordering on this purchase order You can also enter Comment lines to print on your PO Information entered here will be automatically loaded on the invoice check history and eventually find its way to your general ledger and your financial reports The whole concept here is to enter data one time and have it flow through the system saving you data entry time and increasing accuracy Using the Screen Purchase Order Entry Play School
68. screen SchoolBooks will prompt you Do you want to print the Computer Check Journal The default is Yes If you do not want to print the journal at this time click No The same screen will also appear after you have printed one instant check 2 When you click on the Printer button on the lower right side of the Computer Check Entry screen SchoolBooks assumes you want to print the Computer Check Journal 3 You can print the Computer Check Journal from the Journals Menu too When you have printed the Computer Check Journal SchoolBooks will ask you Did the Computer Check Journal print OK and is the data correct This is your opportunity to check your work actually look at the Journal to make sure it is correct The default here is Yes so you can either click on the Yes button or press lt Enter gt to proceed SchoolBooks i Did the Computer Check Journal print OF and is the data correct SchoolBooks then displays the Update window with the prompt Do you want to update the Computer Check Journal with a default of No If you press lt Enter gt the program will return to the menu You must select the Yes either by moving to the Yes to have SchoolBooks update these entries This protects you from accidentally hitting the lt Enter gt key and having the program perform an update without your approval This also means that SchoolBooks NEVER does an update without you SchoolBo
69. sodas you are going to purchase Enter Comment if you want a place to enter a comment text either for your own internal use or to actually print on the purchase order Note You can choose to default the Line Type to either Item or Amount on the Accounting Tab in School Settings Item Number If you chose Amount in the previous field this field will disappear If you chose Item in the previous field you can enter the Item number here Enter the item number for this detail line This may be the vendor s part number or a style number For example if the vendor s style number for trophies is 12 747 you could enter that number here This is an optional field If you have told SchoolBooks where your Tracks data is located you can use the drop arrow to do a lookup into your Item Maintenance file in Tracks and order items from Tracks Be careful Although you can lookup items in Tracks there is no validation on this field That means you can enter anything you want without the program stopping you If you enter CANDYB as an item the program sees that as very different from CANDYBAR Purpose Enter the purpose or description for this expense The purpose entered for each line item will be updated to the general ledger when a check for this item is ultimately paid Notes e Ifyou enter several line items on a Purchase Order each with its own purpose these items will be pulled into Invoice Entry when you receive an invoice for the thin
70. starting and ending check date to limit the scope of the report or accept the default of ALL dates Bank Codes Select a starting and ending Bank Code or accept the default of ALL dates Remember Settings Check this box to have SchoolBooks remember the settings for the next time you run this report Clear the checkbox if you do not want the program to remember these settings Vendor Listing What does it do The Vendor Listing gives you a list of your vendors in detail or in summary You can sort and select by Vendor Number or Vendor Name Where is it Go to the Reports Menu Vendor Reports and choose Vendor Listing Using the Screen Sort By Vendor Number Print Detail Selection Starting Ending Vendor Number 2 2222222222 k Wendor Name ga i o R Remember Settings J aview Print AcCancel D Sort By Choose Vendor Number or Vendor Name If you choose Vendor Number SchoolBooks allows you to select all Vendors or only a specified range If you choose Vendor Name the selection criteria switches to Vendor Name Print Detail If you leave the checkbox cleared you ll get a simple report showing Vendor Number and Vendor Name If you check the box you ll get the detailed version of the report showing demographic data 1099 data and CYTD FYTD purchase totals too Selection If you want to print a list of all your Vendors leave the All boxes checked and click on View Print
71. structure as follows In the example below all the athletic accounts have a 10 in the middle segment while in the last segment 20 is used for girls sports and 10 is used for boys sports Description Volleyball Boys Volleyball Girls Soccer Boys Soccer Girls Baseball Boys Softball Girl So income for Girls Volleyball would go to account 2251 50 20 In this example if you only want this report to consider accounts which involve girls sports you would mask or fill in the digits for the accounts you WANT to see Because you want the report to print marks and 20 This will cause SchoolBooks to search through all the accounts and FILTER only those that have a 20 in the last segment The following example shows how to enter this selection criteria for a Statement of Revenue report Statement of Revenue Play School High School Period End Date 09 30 09 Filter 7777 27 20 Summarize Level 7 ER Print accounts with zero balance Use GL Print Groups H mber Setti SE E anemia Sa ewan const 2 Using Masking for Summarize Level This field tells SchoolBooks to summarize data or roll up accounts together for presentation at a higher level Using the example above suppose we want to see one total for each sport one line for volleyball one line for basketball etc Because we ve numbered our accounts so that both the volleyball accounts begin with 2210 and the soccer ac
72. that we have many roles A check in the box means that the role has access to that menu option To change who has access to what use these rules Assign all Check or uncheck this box to assign rights for all Users to all items A wien D Detten Items to all items for this user Rights rights for all users DAN Single Items jassign or restrict access for that User Code to a particular menu item Rights of Access Users have all the rights of their Group PLUS any rights they have as an individual D FA Hint t is generally a good idea to restrict access to the System Security function once you have set up security Only the system administrator should have access to User Code Maintenance and Role Security Maintenance Otherwise people could easily see other people s passwords and possibly do unsavory things Locking yourself out If by chance you lock yourself out of the program by mistake you can login as MASTER 64 SchoolBooks User Guide School Security Maintenance What does it do Use this screen to give Users on your system access to the schools you use in SchoolBooks This screen works like Role Security Maintenance works for permissions A check mark indicates the User can access the school a blank indicates no access Where is it Go to Management and select System Maintenance System Security and School Security Maintenance You can check the individual check box for each User or you can do the follow
73. the following message i Do you want to perform Month End Y Processing for 07 31 097 20 SchoolBooks User Guide School Settings Other Settings Tab What does it do This tab contains options for managing passwords and backups as well as check printing and receipt printing options If you choose to use the Adjustment Wizard you ll enter the default GL Accounts here as well Where is it Go to the Management Menu Customize and choose Other Settings user to change their password every day s Check Printing Options Backup Manager Print Checks in Voucher Number Order Use Extended Stubs for Checks e e Receipt Printing Options Print on Check Stub Single line per invoice Use Extended Stubs for Receipts Receipts Printed on Plain Paper Adjustment Wizard Settings Use Wizard for Adjustments Default GL Accounts Interest Income 4300 40 00 en Interest Earned Bank Charges 5450 00 00 ey Bank Charges ey Ret Check Clearing 1600 00 00 eN Accounts Receivable Ret Check Fees 5450 00 00 kat Ret Check Handling Bank Charge Amount 15 00 Bank Charges Password Manager With Password Manager you can choose how you want SchoolBooks to handle the E changing of user passwords Your choices are Don t Prompt Prompt and Force the user to change his her Don t Prompt v password every XX days Don t Prompt Check Printing Options Print Checks in Voucher Number Order Check this box to print your checks in
74. the important part and answer Yes to update the journal You can always Preview or Print the journal No update from Preview If you Preview you will NOT be asked if you want to update because SchoolBooks requires that you 127 SchoolBooks User Guide physically print a journal prior to update This ensures that you have a chance to review your work prior to updating and provides you with a hard copy of the transactions for your permanent audit trail Even if you Preview and then choose to actually print the journal from the Preview window SchoolBooks doesn t know that you ve printed the journal So in an effort to protect you the program will require you to choose the Journal again this time selecting the Print button before it will prompt you to update Keep your updated Journals It is important that you KEEP all your updated journals stored in a logical manner to make it easy for later reference and auditing You can keep all the journals and reports for one month in the same folder or notebook For example you might keep all the May work in a folder called May 2005 Or you can store journals by type For example you could have a folder called Computer Check Journals and all the journals for the whole year would be kept there Where is it You can print the Computer Check Journal from three places 1 When you click on the Close Screen X in the upper right corner of the Computer Check Selection window to exit the
75. the mask with question marks Now SchoolBooks will only print accounts with a 20 in the 2nd segment of the account See Appendix for more details about how to use this feature Summarize Level Enter the account mask for summarizing this report If you have a short account number you probably will not use this field If you want to summarize or roll up your accounts to the 1st segment enter in the first segment of your account mask Now SchoolBooks will group all transactions by the first 4 characters of the GL Account number See Appendix for more details about how to use this feature Only accounts with activity Click the checkbox to only include accounts with current activity in the selected date range Leave the box blank to select all accounts in the account range regardless of whether they have activity or not Use GL Print Groups Check this checkbox to use GL Print Groups for this report Show Encumbered Balance Click the checkbox to show the encumbered amount open invoices and open purchase orders and encumbered balance for each account This version of the report will print in landscape format Include PTD Check this box to split the report into period to date and year to date sections Add Signature Line Check this box to print a signature line at the bottom of the report Printing a signature line gives you a convenience place for someone to sign that he she has approved the report Remember Settings Check
76. the number of transactions in your system Most users turn on the Recalc Balances on Startup option on the School Settings tab to have SchoolBooks do this automatically when you open the program Using the Screen You ll see this message on the screen S Recalc ulating Recalculating account balances Then this message when the program has completed the calculation A NW A Lf Recalculation finished successfully aw Ok Key Repair Utility File Repair Utility and File Analysis and Repair WARNING This screen should only be used with the approval of and supervision by a Blue Bear Technical Support analyst What does it do These screens allow Blue Bear Technical Support to run special utility programs to repair damaged keys in SchoolBooks files Do not use these features unless instructed to do so by someone from Blue Bear These programs will be seldom if ever need to be used and then probably directly by Blue Bear using Blue Bear Connect Where is it Go to Management Special Functions Utilities and choose the appropriate utility 79 SchoolBooks User Guide Admin Console What does it do Admin Console lets you see who else is on the system and what they are doing The program displays all open sessions including the ones you started yourself This is especially useful for multi user systems Where is it Go to Management Special Functions Utilities Admin Console Using the Screen Admin Cons
77. the program will assign the permanent number to this purchase order If you select No the program will display the Reprint Options screen below 105 SchoolBooks User Guide Purchase Order Reprint Options Choose this option to start over All your POs are still there No PO information has been written to the files Use this option if you forgot to put your POs in the printer Choose this option if NONE of the POs printed correctly and you want to Wold them and then reprint POs If you use Pre Numbered POs the program will void all the POs and allow you to reprint new POs starting with a new PO number Use this option if the POs are ruined you loaded POs wrong or they printed upside down or out of sequence Choose this option If only SOME of the POs printed correctly Enter the number of the first PO that printed incorrectly The program will process the POs up to that number normally and leave the other POs as is so you can reprint them If you are using Pre Numbered POs the program will create void POs starting at the number you enter below First PO that printed incorrectly Zo es If the PO really did print correctly and you want to return to the previous screen click the Back button If you want to start over printing this PO choose the first option and click the Proceed button If you want to void the PO you just printed and then reprint using a new PO number choose the second option and click the Proc
78. this agreement any such representation will not bind Blue Bear Software TRADEMARKS All brand names and product names used in this manual are trade names service marks trademarks or registered trademarks of their respective owners Windows is a registered trademark of Microsoft Corporation Novell is a registered trademark of Novell Inc Pentium is a registered trademark of Intel Corporation SchoolBooks Tracks and Blue Bear Software are trademarks of Blue Bear Corporation ji SchoolBooks User Guide Table of Contents Chapter 1 Getting Started EE 1 FOW TO Get latte AP an E a a Aaa 2 Where And How Do You Find It 2 LOOKUS renia a E o dd dd 2 SA eat E EE E FE I E AE aan tenet a AEE ance tenes AE TEE Te 4 Tae E ele WEE 4 RK ewe REI ee 5 Three Step Update Process nn0annnenneennneonennnnesranrnersrnrrresrnrrrrostnrrrrsnnrtrrnstntrtotnttrenrartrro strt ErnrnrErro rn nErrn rn rereonn nennen 6 DAY Data BACKUP DEE 7 Back p MANAGED EE 8 Using Auto Com plete cccccccsessccccceeesececccaeeeceeecseeeceeecseaeeeeeeseaaeeeeeeeeaeeeeeseeaeeeeesseaueceeesseaeeeeessaagecessssaageeesssaaeeeeessaas 9 Change User enee EE 11 A O 12 SCNOOIDOOKS HElD EE 12 Kee EE 12 DIVES BEAR e EE 12 A A A A aan 12 REENEN eee eee er eer 12 cc 13 About Blue Ee eeler 13 Chapter 2 Initial S tUD eri 14 Syst m Vu In E Le En En EE 15 SCHOOF GLUING EE 15 SCHOO Setinas School Data TaD xp cc2ce cen ccsnvcre te
79. this box to have SchoolBooks remember the settings for the next time you run this report Clear the checkbox if you do not want the program to remember these settings Account Analysis Report Detail What does it do The Account Analysis Detail Report shows detailed transactions for a range of accounts for a range of dates You may filter your selection to see only specified accounts or tell SchoolBooks to summarize roll up account balances Where is it Go to the Reports Menu GL Analysis Reports and choose Analysis Report Detail Using the Screen Analysis Report Detail Play School High School Selection All Starting ei ara ASA Y Date Range 07 01 09 12 31 09 Only Accounts With Activity Add Signature Line Use GL Print Groups Page Break on Account Page Break on Print Groups H nbe Setti d d emenber Sting renen zeegt LI Account Number The default selection is for all accounts If you want to limit the selection to a certain range of accounts enter the Starting and Ending Account number here Date Range The default selection is for all dates If you want to limit the selection to a certain date range enter the Starting and Ending dates here Filter If you want to filter your selection enter the appropriate account segment value here For example assume all your Girls Athletic accounts have a 20 in the 2nd segment of your account number and you want to see only these accounts You would enter a 153 Sch
80. voucher number order rather than Vendor number order Some users prefer to print checks in the order they enter their invoices SchoolBooks assigns a voucher number internally to each invoice as you enter it When you select this option the program will print computer checks in order by voucher number Leave the box cleared if you want to print checks in Vendor number order Use Extended Stubs for Checks This option concerns how to handle the situation when you have too many invoices to git on the check stub for one check You can either print the invoice detail on several checks voiding all except the last one or print the invoice detail on a separate piece of paper called an Extended Stub after all the checks have printed Check this box to print on Extended Stubs Leave the box cleared if you want to print invoice detail on multiple checks Print on Check Stub You can choose the format for printing information on check stubs here e Single line per invoice Choose this option to have only the first detail line s purpose and account number for each invoice will print on the stub For the remainder of the detail lines only the account s and amount breakdown s are displayed This saves some space but does not have the complete purpose information for an invoice if you have more than one line on an invoice e All lines GL on side Choose this option to have each detail line for every invoice print on the check stub including the invoice num
81. when you select a line item in an existing purchase order Backorder button If you enter one or more invoices for less than the total amount ordered on this line SchoolBooks will backorder the quantity or the amount You can use the Backorder Button at the bottom of the screen to edit this amount if necessary For example if you originally ordered 10 widgets and have invoiced 4 of them you will show a backorder qty of 6 widgets But maybe the coach tells you he is canceling the rest of the order and he doesn t want those remaining 6 widgets That s when you would highlight the line use the PO button to edit the backorder quantity amount field and change the quantity amount field Using the backorder button has no effect on an invoice It only adjusts the amount that is still open on the purchase order Purchase Order Forms Purchase Order Forms You can design your purchase order form to your own formatting requirements SchoolBooks purchase orders can be printed on blank paper your school letterhead or pre printed purchase order forms Be aware that many school auditors require some sort of pre printed control number on purchase orders to facilitate tracking Before you make a decision about forms it is a good idea to check with your district office or school auditor so you are in compliance 104 SchoolBooks User Guide Blue Bear Forms For information about pre designed PO forms with your school name and logo call our office at 800 954 2583
82. whether it is a Purpose for an Adjustment or a Manual Check If it s in the Purpose field in ACCTHIST it s going to end up in the Auto Complete file For more information about utilizing Auto Complete see Using Auto Complete in Chapter 1 28 SchoolBooks User Guide Entering Startup Data Unless you are a brand new school just starting up your books for the very first time you probably have existing account balances and you will need to enter these into SchoolBooks as your opening balances That means you have to tell SchoolBooks about your existing GL balances which you will get from your current system whether it is manual or computerized You ll also need to enter any outstanding checks and deposits in transit that have not cleared the bank as of your start date Optionally you can also enter outstanding purchase orders and invoices e Beginning Balances Use this screen to enter your opening GL account balances Always use the last day of a month e Opening Bank Checks Use this screen to enter any outstanding checks checks that had not yet cleared the bank as of your start date e Opening Bank Deposits Use this screen to enter any deposits in transit deposits that were not yet posted to your last bank statement as of your start date e Purchase Order Entry Use this screen to enter any outstanding purchase orders e Invoice Entry Use this screen to enter any outstanding invoices that have been received but
83. you ve moved them around and want to put them back where they were originally e General Utilities These features are reserved for use by Blue Bear Technical Support staff Key Repair Utility File Repair Utility File Analysis and Repair Run a Program 67 SchoolBooks User Guide Restore From Backup What does it do This utility allows you to restore data from a backup file Let s be very clear about how this works You can only restore everything from a backup not individual portions that may have gone awry If you come back to work on Friday only to discover that the temp who was helping out on Tuesday has printed 35 purchase orders with the wrong numbers the wrong accounts and the wrong data and you want to undo the whole thing you have to restore from the Monday backup and also lose all the checks she printed on Wednesday which miracle of miracles were actually correct So what you need to do is this Go ahead and restore from Monday Then enter those checks as manual checks It could be worse Each time you Restore from Backup the program keeps track of the date time and user code in Backup Manager Where is it Go to Management Special Functions and choose Restore from backup SchoolBooks will first display this Warning Screen reminding you that if you wipe out all your data because you didn t pay attention and copied over your good data with old trashy data and you want help trying to get back to square one it is
84. you can obtain them from Blue Bear Technical Support If you are connected to the Internet type them into the appropriate boxes and click on the Register Over The Internet button If you are not connected to the Internet call or email Blue Bear Technical Support and we will email the registration numbers to you You can cut and paste them or type them into the box from the email and click on Register Manually Blue Bear Website Use this option to go directly to our Blue Bear website You can access this site for Technical Tips information about upcoming events user feedback and other exciting items You must be connected to the Internet in order to use this feature Blue Bear Connect Use this option to go directly to the sign on screen for Blue Bear Connect This robust Blue Bear support tool works over the Internet to allow us to control your computer directly and serve you better We use Blue Bear Connect for support online training and installations You must be connected to the Internet in order to use this feature Release Notes This feature allows you to view information about the changes we have made in the software as new versions are released The 12 SchoolBooks User Guide information is listed in reverse chronological order so the newest changes appear at the top Get Updates This feature allows you to use an automatic update feature which will retrieve and install updates to your software automatically over the I
85. 0 SchoolBooks User Guide _ Budget Report Play School High School Test Period End Date Filter Summarize Level Print accounts with Use GL Print Groups Remember Settings Period End Date Enter the period end date for this Budget Report The system will print balances for accounts that include all transactions up to and including this date on the report Filter If you want to select only specific accounts for this report in other words filter out accounts you don t want to see enter the masking characters here Enter any part of your GL Account as a filter and use as a wildcard character in the rest of the mask In the example above in PlaySchool all the dance accounts have a 75 in the middle segment so this report will only print accounts that have a 75 in the middle segment as in the sample below This would include accounts like 4120 75 03 for Homecoming Dance Income If you have short account numbers like 340 you probably will not use this field See Appendix for more details about how to use this feature Description HOMECOMING DANCE INCOME HOMECOMING DANCE EXPENSE BACKWARDS DANCE INCOME BACKWARDS DANCE EXPENSE PROM INCOME PROM EXPENSE Summarize Level Enter the account mask for summarizing this report by entering the characters as shown above The example above shows how to summarize the report by the first four characters of the GL Account number
86. 0 00 00 Account Description sunshine Bank Checking Beginning Balance 15 000 12 Ending Balance 20569 44 Statement Date 07 31709 Last Date Reconciled 06 30 09 Last Period Closed 06 30 09 SchoolBooks displays a screen so you can clear all the items on your bank statement 144 SchoolBooks User Guide Bank Reconciliation Play School High School Please enter cleared items from the bank statement and press Next to complete the process Opening Bal 15 000 12 Ending Bal 29 072 23 07 30 06 Deposits In Transit Opening Bank Balance 15 000 12 Outstanding Checks Cleared Deposits Outstanding Adjustments Cleared Checks Charges Calculated Book Balance Cleared Adjustments Actual Book Balance Calculated Bank Balance Variance Ref Na Description mount Interest Earned July 12 57 Jack s Snack Shop 900 00 Jack s Snack Shop 500 00 State Board of Equalization 251 45 Green Photography Company 125 00 Harper Office Products 62 62 Mary Smith 12 14 Athletic Supplies For All 50 00 BANK DEPOSIT 3 000 00 BANKE DEPOSTT 3 600 00 BANKE DEPOSTT a al 25 BANK DEPOSIT 99 00 BANK DEPOSIT o 00 00 BANKE DEPOSIT 102 50 A H H H m H M1 H E D D B o o How the screen works You can clear items by clicking the Clear Unclear button or by double clicking on the line to clear or unclear b Sorting items on the screen You can sort or group items by Date by Type M Manual Checks C Computer Check
87. 00 0 00 j ES goes aa 100 SchoolBooks User Guide How to enter information for a new purchase order Vendor Name and Address SchoolBooks displays the Vendor name and address from the Vendor Maintenance file You cannot make changes here If you want to change information about this Vendor go to Vendor Maintenance Terms Enter the payment terms for this PO if applicable You can print this field on the PO if you wish This is an optional field Other optional fields on this screen are indicated in the descriptions below Ship Via Enter the shipping information for this PO if applicable This field can also be printed on the PO Optional Auth By You can enter the name of the person authorizing the purchase order If you have selected a Default Authorized By Value on the School Data tab of School Settings SchoolBooks will automatically populate this field but you can still change it here if needed The name or initials you enter here will be automatically loaded onto each line item for this PO You will however be able to override the auto entry on the Detail Tab This field is enabled for Auto Complete For more information about how the Auto Complete feature works please see Using Auto Complete in the Getting Started section Print PO Check this box if you want to print this purchase order This box will be blank by default for manual purchase orders that is POs where you enter the PO number In that case Schoo
88. 00 Petty Cash 200 00 200 00 1200 00 00 CD Sunshine Bank 20 000 00 20 000 00 1300 00 00 Web Store Clearing Bank 300 00 580 00 Total Cash Accounts 63 444 01 1 065 56 0 00 67 657 48 151 SchoolBooks User Guide GL Analysis Reports Account Snapshot Report What does it do The Account Snapshot Report is a quick abbreviated version of the Encumbrance Report that only prints for ONE ACCOUNT AT A TIME You can use the Account Snapshot Report when the Soccer Coach calls and wants to know how much is in his account FAST This report shows all the current detail posting for the selected account plus the encumbrances open invoices and open purchase orders against this account Where is it Go to the Reports Menu GL Analysis Reports and choose Account Snapshot Report Using the Screen Account Snapshot Report Play School High School Account 2215 10 10 eN Soccer Boys Selection All Starting Ending Transaction Date 07 01 09 12 31 09 Remember Settings Account Enter the Account Number of the account or click on the drop down arrow or press lt F2 gt to lookup an account The system will display the account description Transaction Date Leave the All checkbox checked to see all transactions for this account To see transactions for a specified date range enter the Starting and Ending dates Remember Settings Check this box to have SchoolBooks remember the settings for the next time you run this report Clea
89. 3666 09 22 2008 1 230 00 YO YO YOYO Name 456 07 17 2008 5 444 00 CLARA Clara amp Company Trophies 99 08 18 2009 50 00 GREEN Green Photography 4583 08 26 2009 50 00 JACK Jack s Snack Shop 8574 09 29 2008 75 12 Hold You can highlight an invoice above and click this button to place an invoice on Hold or remove an existing Hold You will see an H appear to the left of an invoice that has been placed on Hold You may also place an invoice on Hold by double clicking on it Form Click here to go to the Check Form editing window Setup Click here to change your printer settings Memo Highlight one of the invoices for this vendor The program will display the memos for all the invoices being paid in this check run and allow you to edit them into one 60 character memo Below is an example of two invoices from Athletic Supplies for All each with a different memo When you highlight one of the invoices and click the Memo button you can then modify the one memo that will print on the one check you are cutting for them From invoice one Memo Basketballs From invoice two Memo Baseballs amp mitts 124 SchoolBooks User Guide S Current Memo lines from the invoices Current Invoice Memos Basketballs B aseballs amp mitts Memo to be printed on the check Basketballs Baseballs amp mitts Warning Be sure you add the Memo field to your check form Go to Management System Maintenance Forms and choose Computer Ch
90. 4 4103 331 24 e Summary By GL Account This report prints the total balances for each account across all schools So each line contains the data for all the schools Consolidated Repart CONSOLIDATED REPORT SUMMARIZED BY GL ACCOUNT Date Range Through 4118 2005 Account Range ALL ACCOUNT AND DESCRIPTION BEG BALANCE INCOME EXPENSE TRANSFERS BALANCE Cash Accounts 1000 00 00 Cash Chkg Sunshine Bank 95 000 48 279 701 80 15 756 04 4 390 54 303 105 25 1006 00 00 Cash Savings West Bank 14 085 80 0 00 0 00 4 139 04 9 845 96 1100 00 00 Petty Cash 300 00 300 00 1200 00 00 CO Sunshine Bank 90 000 00 S S 90 000 00 Total Cash Accounts Othe Accounts 1500 00 00 Student Store Inwentory 3 532 36 i d 3532 36 2405 00 00 Sales Tax Payable 46 005 80 1 005 80 45 000 00 2210 10 40 volleyball Boys 6 350 32 0 00 6 350 32 2210 10 20 Yolleyball Girls 10 261 40 2 172 40 E 10 089 00 2215 10 10 Soccer Boys 7 380 92 20 000 00 3 300 00 24 080 92 2216 10 20 Soccer Girls 9 476 48 0 00 0 00 9 476 42 2220 10 10 Baseball Boys 9 426 08 2 000 00 43 12 11 382 06 76 SchoolBooks User Guide e Detail By Account School This report prints the detail for each school for each GL Account Consolidated Report CONSOLIDATED REPORT BY ACCOUNT DETAIL BY SCHOOL Date Range Through 4 18 2008 Account Range ALL ACCOUNT AND DESCRIPTION BEG BALANCE INC OME EXPENSE TRANSFERS BALANCE Cash Accounts 1000 00 00 Cas
91. 6 SchoolBooks User Guide Open Purchase Order Report What does it do This report prints a report showing all open purchase orders The report may be sorted by Vendor Number Purchase Order or Date Needed You may select on any range of Dates Vendors or Purchase Order s Where is it Go to the Reports Menu Purchase Order Reports and choose Open PO Report Using the Screen Open PO Report 7 Play School High School Test Sort By Selection Vendor Number PO Number Date Needed 07 01 2009 09 01 2009 Remember Settings Sort By Choose the sort order for this report by clicking on Date Needed Vendor Code or Purchase Order Vendor Number Enter a Starting and Ending Vendor Number for this report or leave the box checked for ALL vendors PO Number Enter a Starting and Ending PO Number for this report or leave the box checked for ALL purchase orders within the Vendor and Date range Date Needed Enter a Starting and Ending Date Needed for this report or leave the box checked for ALL dates needed Remember Settings Check this box to have SchoolBooks remember the settings for the next time you run this report Clear the checkbox if you do not want the program to remember these settings 107 SchoolBooks User Guide Purchase Order History Report What is it SchoolBooks keeps track of Purchase Order History When you enter a new PO the data is saved to the Open PO file and also to a PO History file If you make
92. Account 44 LOIS co ida 11 EQOKUDS otros 2 M Maintenance Files aii a 14 206 SchoolBooks User Guide BANK ACCOUNTS unr a 43 EU e Un EE 33 A 26 o een 38 Manual Void Check Ent 119 Manual Void Check Journal And Update 122 Master Audit Hepnort 73 Menu Secundaria 64 Mini Profit and LOSS EE 161 Modify Categories 69 Month End Automatic Report Hrmtmg 20 Checklist 147 Month End Processing oaannnnennenaennnnennne 141 Processing Tasks nnsnsennenennnenenernenrenene 147 SUIS ON sir ra 140 Move Money Between Accounts 175 Between Cash Accounts cccoooccccccccnncccnncnnnns 175 Multi Line Transfer Entry ooccccccooonccncccnnooc 137 Multi Line Transfers Journal and Update ooccccccccooccnncccccnncnncnnnno 138 Hevereimg 138 Multi School Bank Reconciliation 18 N NSF GHOCKS dee Eet ee 173 198 O Open Invoices ASIA iia 29 Open Invoice Report oocccccccncoocccncccc 115 165 Open Purchase Order Report 107 169 Opening Balances 185 Opening Bank Checks nnnnnneannnennennnneneennnne 31 Opening Bank Deposits cooooooccccccccccncnccnnncnns 32 Leg BalanCe wit ele hes ae 178 P P ayment KE 40 Period End Procedures sseseeeeeeeeeees 140 Petty Cash RECODO EE 176 A a tedanaicadc 177 SA er ee anes en eee ee eee 176 Posting in Summary or Detail 97 Preview Reports to Export Data
93. BDATA PLAYSCHL the location of the data for SchoolBooks data for PLAYSCHL substitute your school code for PLAYSCHL b If you are using a floppy diskette to transport data to SchoolBooks the location should be A c Ifyou are using a shared network drive to transport the data the location should be appropriate for your installation like perhaps FAAPPSIEXPORTI 7 Next Export Sequence The system will display the next sequence number it should be 1 Every time you do a Closeout Tracks writes those detail records out to the TREXPORT file and it puts a sequence number on all those records so it will Know that they belong together 8 Clear file before exporting Periodically if you want to clear out the TREXPORT file you can check this option If this checkbox is checked Tracks will clear out the TREXPORT file before it writes out the new Closeout data for today Leave the checkbox clear if you do NOT want to clear the file Note SchoolBooks will clear the TREXPORT file during Period End Processing This option is used for clearing the file in between times SH T School Settings Work Screen Clogeout 1 Closeout 2 Other Settings UDFs ntegration Automatic Export to Accounting Accounting Version SBW 5 0 or Higher Path for Esport C PROGRAM FILES BLUEBEARSSBDATAMZPLAY S Nest Export Sequence 26 Clear file before exporting Step Two This is optional 1 Goto Item Maintenance 2 For each item you
94. Backorder Unit Cost ae Rate Freight O S mc Amount scoff cof cof oc comm ree ee rn In this example we have clicked the Taxable box once and now see a green check This tells SchoolBooks to calculate the sales tax amount using the sales tax percentage found in School Settings Either accept the rate displayed or enter a new rate SchoolBooks calculates the sales tax here based on a line total of 100 Original Prev Rec Received Backorder Unit Cost Taxable Rate Freight oy IA MO caro alo a amount cof oo ooo oo Lego gaundo tains gavel In this example we have clicked the Taxable box twice and now see a green box This tells SchoolBooks that you will enter the tax amount yourself Use this feature when you want to enter a specific sales tax amount Freight Enter the amount of freight which pertains to this detail line This amount will be charged to the account number specified for this detail line OK Click on OK to save this line and enter another line SchoolBooks can display Overdrawn warnings if you have checked the option to Prompt when overdrawing account on the Accounting Tab in School Settings Before SchoolBooks saves the line the program checks to make sure there is enough money in the GL account you have chosen If the account is short the program displays n Overdrawn message You can click on Proceed to go ahead and accept the line or you can choose Cancel to select a different GL
95. CCO2 003 3205 tic Supplies For All Replacement Soccer 350 00 1 405 23 Netting 04 2509 CC02 003 3206 Clara amp Company Trophies Trophies for Soccer 152 25 1 342 08 Banquet Dawra CCO3 005 3290 Clara amp Company Trophies Trophies for Soccer 4 50 1 248 48 Banquet cco03 005 3301 Western Athletic Supply inc Soccer Balls Standard 250 00 00848 DPOS018 115 Carol Milligan 525 Car Wash fundraiser 602 00 1 500 48 DP03018 115 Marvin Blumburg 528 Donation 1 000 00 2 600 48 37 SchoolBooks User Guide Vendor Maintenance What does it do SchoolBooks allows you to set up Vendor records for both permanent and temporary vendors to automate your payable process Vendors can be people or businesses or other schools You can write purchase orders to vendors receive invoices from vendors and write checks to vendors SchoolBooks maintains purchase order and check history detail for Vendors so you can print reports and 1099s at the end of the year Where is it Go to the Maintenance Menu and choose Vendor Maintenance Yendor Maintenance Play School High School Vendor Number BOBSYR CA Name Bob s Yearbook Productions FIELDS Vendor Number To enter a new Vendor enter a Vendor Number of up to 10 characters Ideally your Vendor Number should not include spaces or punctuation marks To lookup an existing Vendor click the lookup button to search or press lt F2 gt Hint Most users assign alohanumeric Vendor Numbers to their vendo
96. Closeout which is the same amount as on the SchoolBooks bank deposit For example your Closeout may show 3500 00 but you may actually count 3505 00 In this instance we recommend that you enter a new detail line charged to the account Cash Over Short for the extra 5 00 and change the deposit amount to 3505 00 Remember the Deposit Amount on the Bank Deposit header screen should be the actual amount on your deposit ticket Reversing Bank Deposits The Bank Deposit Entry screen has a Reversal Button at the bottom of the screen MADE This button only becomes active AFTER you have clicked New Document to enter a new bank deposit and AFTER you have entered a date When you click the Reversal Button SchoolBooks will display a Lookup for all the bank deposits that have been updated so you can pick the one that you want to reverse SchoolBooks will load the transaction with all the signs reversed In other words if you want to reverse a 500 deposit the program will create a new entry for 500 The deposit amount of 500 will be negative and all the detail lines that made up that deposit will also be negative You may NOT edit a transaction loaded from using the Reversal Button If you want something slightly different you will have to enter 93 SchoolBooks User Guide it manually SchoolBooks does not keep track of which transactions you have reversed The sole purpose of having this Reversal Button is to load an existing transacti
97. Comment lines will not be loaded on the invoice even if you select them here Click OK when your selection is complete SchoolBooks will load all the detail lines from the purchase order into the Invoice Entry Detail screen where you may edit each line item to correct quantity cost or other information as necessary 62 SchoolBooks User Guide System Security User Maintenance What does it do SchoolBooks allows you to set up users who can use the system each with an individual password You will assign each user to a role so that you can either give or deny access to SchoolBooks menu options in Role Security Maintenance When you launch SchoolBooks for the first time the security system is turned off there are no users set up The system does not prompt you for a User Code until you go into User Maintenance and set up one or more users Where is it Go to the Management Menu and select System Maintenance System Security and then User Maintenance Using the Screen User Maintenance Play School High School User Name CAROLE A Email csmith myschool k12 ca us User Description Carole Smith eOlReset Password Confirm Password EEN Role SUPER Al Super User Default School ZPLAY 4 Play School High School User Code Enter the User Code for this user or group User and Group Codes are school specific Supervisor Codes are system specific Email Enter the email address for this user Name Enter the name of this user Pas
98. Company 74 00 Encumbered Balance eee Rees eee z On the screen above you can see that the current balance in the account is 2 600 48 but after you take into account the outstanding invoice and purchase orders there is an encumbered balance of only 150 48 Printer Icon The printer button launches the Account Analysis Account Analysis Detail Report Play School High School Detail Report selection screen pre populated with this GL Account and a default date range You can simply click View Print to display the report Selection All Starting Ending Account Number J 2215 10 10 LA 2215 10 10 LA Date Range ITT 07 01 09 11 23 09 Filter Summarize Level ACCOUNT ANALYSIS REPORT DETAIL Date Range 07 01 09 to 11 23 09 Acct Range 2215 10 10 Only Accounts With Activity Add Signature Line Use GL Print Groups T Page Break on Account Page Break on Print Groups Remember Settings View Print Acancei LS Date Sourne Ret Desorption Purpose Beg Bal Income Expense Transfers Balance Other Accounts Account 2215 10 10 Soccer Boys Advisor Tim Wells Beginning Balance 1 845 33 oe 01109 MToD2 001 101 Jack White Fall Sports Disbursement 250 00 2 095 23 08 11 09 COO2 002 3291 Jack Niedal Officials for 125 00 1 870 23 08 11 08 CC02 002 3282 Jack Strong Officials for Soccer 125 00 1 845 23 08 25 09
99. Computer Check or Manual Check for 100 Enter the From Bank and the To Bank Enter a Purpose for the transfer Set up Petty Cash Fund and your initials for Authorized by 4 Print the check if it is a computer check 5 Now print the Cash Transfer Journal and update That s all You re done 6 SchoolBooks will update both accounts in the general ledger and post both the check and the deposit to the Bank Reconciliation files How to redeposit Petty Cash In SchoolBooks at the end of the school year you can use Cash Transfer Entry to transfer money from your Petty Cash Fund back into your checking account Refer to the Help Section on Cash Transfer Entry for more information about how to use this feature and accomplish your goal in one step Go to Cash Transfer Entry Enter the date and amount to be re deposited This should be the amount of the petty cash fund AFTER you ve reimbursed it to it s full glory In the example about setting up a petty cash fund it would be 100 The point here is that you need to reimburse the Petty Cash Fund to its true amount before putting it back in the bank Enter the Petty Cash Account as the FROM account Enter the Checking Account as the TO account That s it You re done N a 176 SchoolBooks User Guide How to replenish Petty Cash Use a Petty Cash Request form to keep track of each petty cash disbursement you make Ideally each person who gets petty cash from you would
100. ED OMS EE 157 AQJUSIMENTIA STO REDON EE 157 Transternistor REDONDO line rela NAAA RE OO heidi tHe E A NA 157 EELER 158 GE PAN GrOUD LISUNO WEE 158 CACO Oly Tee DEE 158 Financial ee EE 159 RN Ee 159 BNC Me EE 159 SET 160 A O 160 MANE ONC ele AE OS Scaricare EE 161 BONN RCD aa lis cr E oia eri ial 163 Banik DepOsit PISTON REDO EE 163 Reeg Te ie tacon 163 V SchoolBooks User Guide FAS CEIDE Sale SAX ROON sangema 164 Banesto ER 164 EIERE en 165 Open INVOICE Re DOM teases eect sores es dl ae ik ese ee 165 Computer CHECK Edi ASA ee 165 CHECK FREQUISTIION EE 165 Vendor CG Rec RISON RED A ee 166 Ee MR ellene nl EE 167 oo ISU NC sages was EE 167 Vendor AMAS ODOM tassios cc iS 168 NECK LO O nena 168 HEEN 169 Oper Purchase Order REDON sms a ca 169 Purchase Order FAISON REDON miaa a ia 169 Purchase OrderApprov als Repo EE 170 Chapter 10 How TO Guide aiii 171 o Y EE 172 How to correct checks written for the wrong amounmt 173 How to enter an NSF check 173 How to enter bank charges cccccccccsssseceeecseseceeceeeaeeeeeeeeaaeeeeeeeeaueeeeeesaaeeeeesseaseceeessaaseeeeesaaaeeeessseaeeeeessaaseeeesssaeeeees 174 How to enter interest on bank accounmte 174 How to move money between accoumts 175 How to move money between Cash accounts oocccccccccnccnncccnnnncnnnnnnnnncnnnnnnnnncnnnnnnnnrrnnnnnnnnrnnnnnnnnnrnnnnnnnnnrnnrnnnnnnrnnennnnanens 175 How to set up a Petty Cash Fund 176 HOW t FECEDOSIDIPEUY Cad ias 176 P
101. ES io 124 Computer Check EE ii iaa 125 Computer Check PONING setas 125 Desidhina YOU FE Neck F ONM oasis 125 PIPE Computer CCK Seca o A A neat we a ia eee 126 Computer Check Journal And Update css rada 127 Chapter 7 Transfers 8 Adjustments coooncconncccnnnncocnnccnnanconancnnnnnronannnnnnnronanrnnnnnronancnnanananas 129 EIERE EE 130 PROVUSUMEMIS EE 131 Reversing AdU MEM S E 131 AdiustmentJournal And WDC ale ernro id alos 131 Adjustment TE ele ICD EE 132 Beete REN Illas 133 A E 133 TransterJoumaland Update asis 134 E DN Ke E in e EE 135 Cash Transfer Journal And Update n00annneneennnnnnennnnennrnnnrnsnnrnrensnnrnresrnrrrensrnrrresrnnrrennntnrrsanrrrensnntrrrnnnrerenennereee nne 136 Multi Line Transfer Entre 137 UW el IR Mt Ee LR et EE 138 Multi EInG Journalland Update ni ia 138 Transie ATOV RODO aenar a a iaa 139 Chapter 8 Period End Processing s ccceesseesseseeeeeeseeeeeseeeeeeseeseenseeeeeseeseenseesonseeseeeseeses 140 MOMITENGFrOCESSIAO OTTEN 141 Bank FRO eeler UE Let iste A A 143 Moni End PIOGESSING TASKS E 147 Vulle EAC Me EH 147 YO a MENA LOCOS os 148 t099 eler BEE 148 Val ENG hOCCS SING BEEN 148 KREE le Kee TEE 149 CRapter9 REDO E 150 Previewing Reports and Exporting Data cai iia 151 CSE AAV e EE 152 Account Shapshor REDON EE 152 ACCOUNT Analysis Report SUMMA ds 152 Account Analysis Report Dear aaa 153 Category Detail REDON EE 154 ENCUMbRance Reporoa alli 155 Gk R
102. EW PURCHASE ORDER Manual PO If this is a manual PO enter the purchase order number A manual PO is one that is NOT going to be printed in SchoolBooks ltwas created outside the system and you are now going to tell SchoolBooks that it exists The PO Number field is 9 characters and may be alphanumeric SchoolBooks will check for duplicates and will stop you from entering a duplicate PO number P Phase Order Tye Computer PO If you want SchoolBooks to print out a new PO click the New Document button SchoolBooks will assign a new temporary number just while you enter all the information for this PO When you actually print your purchase orders SchoolBooks will prompt you to enter the next sequential PO number and that number will be Den permanent Button TO LOOKUP AN EXISTING PURCHASE ORDER Press lt F2 gt or click the magnifying glass button to open the lookup window The lookup window displays all OPEN purchase orders You can sort by Vendor number or PO number Vendor Number Enter the Vendor Code for the selected Vendor click the drop arrow or press lt F2 gt to select from your existing Vendors You can even enter a new Vendor Code on the fly if you want The system will display the Vendor information from the Vendor file Date Enter the date for this purchase order Amount SchoolBooks displays the total amount of the purchase order calculated by adding up all the detail lines for the things you are ordering This fi
103. Group or Account Type Print Detail If you leave the checkbox cleared SchoolBooks will print the Summary report showing your Account Number Description Account Type Detail Summary flag Advisor and Print Group If you check the checkbox SchoolBooks will print the Detail report showing your Account Number Description Advisor User defined fields 1 and 2 and the Income and Expense Budgets for each account Suppress Inactive Accounts Check this box to suppress GL Accounts that are flagged as inactive or leave the box cleared to see all GL Accounts Account Number If you want to print a list of all your accounts leave the All boxes checked and click View Print If you do not want to see all your Accounts but only a specified range of Accounts enter a starting and an ending Account Number or Description Remember Settings Check this box to have SchoolBooks remember the settings for the next time you run this report Clear the checkbox if you do not want the program to remember these settings GL Print Group Listing What does it do This report shows a listing of all the GL print groups you have entered in GL Print Group Maintenance Where is it Go to the Reports Menu GL Reports Other and choose GL Print Group Listing Category Listing What does it do This report shows a listing of all the categories you have entered in Category Maintenance Where is it Go to the Reports Menu GL Reports Other and choose C
104. High School Test PO Number 4051 QE Date 07 07 2009 Amount 10 00 Vendor Number GREEN EN Green Photography Company Purchase Order Type Standard bal Auth By Jack White Print PO Separate Chk Email Deet ne Original Received Backorder Unit Cost Taxable me emm T Purpose d BO GL Account Amount Tax ES A ALEX Testing 5450 00 00 a Accept Af Delete aA Line Type Enter Amount if this is a flat amount and not a number of individual items Enter Item if you want to enter an Item Number and track quantity ordered and quantity received If you think you re going to spend about 10 000 this year with the soda company use Amount rather than trying to guess how many sodas you are going to purchase Enter Comment if you want a place to enter a comment text either for your own internal use or to actually print on the purchase order Note You can choose to default the Line Type to either Item or Amount on the Accounting Tab in School Settings Item Number If you chose Amount in the previous field this field will disappear If you chose Item in the previous field you can enter the Item number here Enter the item number for this detail line This may be the vendor s part number or a style number For example if the vendor s style number for trophies is 12 747 you could enter that number here This is an optional field If you have told SchoolBooks where your Tracks data is located you can use the drop
105. Line Type field for the next detail line You may either enter another line or press Enter to have the program move to the Accept button Comment Lines Choosing Line Type Comment Enter a comment line you have 30 characters Use comment lines to print text on your purchase orders Comments like Thanks for rushing this order give your purchase orders a personal touch Line Detail Display at bottom of screen Line Stat Type ltem Uu Oty Uu Cost Amount Tas Freight Total Purpose Ord Rec DU D Account Category LI HA UU HO UU UI UU HH HL d DAN e KK Film for Dance 7205 40 00 Line The line number Status The status of this line O is for Open indicating it hasn t been received yet R is for Received indicating that the line has been partially or completely received Type The line type either Item Amount or Comment Quantities Ordered Received Backordered This is obvious as are the rest of these fields SchoolBooks will calculate and display the extended amount for this detail line over on the far right In our trophies example the amount displayed is 150 00 You may not edit these fields They are for display only If you want to edit a specific line click on it and SchoolBooks will load it into the area above so you can edit it Hint You do have the option to adjust the amount that has been backordered See the note below on the Backorder button in the lower left of the screen
106. Manager What would you like to do Last Backup of Data for ZPLAY Date 04 19 05 Time 18 34 File Mame CADOCUMENTS AND SETTINGSSCAS User Code MASTER Would you like to backup your data now Your last backup was made over 7 days ago We strongly recommend that you perform a backup now to protect your data Would you like to backup your data now Backup Manager What would you like to do Last Backup of Data for ZPLAY 04 05 05 Date Time 12 59 File Name C _DATA MASTER DATA FOR CD User Code MASTER You have not made a backup in over 30 days It is strongly recommended that you backup your data now to avoid loss of data in case of a system failure Before you can choose no you must type in CHOOSE TO RISK LOSING MY DATA Would you like to backup your data now 8 SchoolBooks User Guide Using Auto Complete How does it work Some fields in SchoolBooks have Auto Complete functionality This feature saves you data entry time because the program remembers what you ve entered into this field in the past and allows you to auto complete the field with a value you ve typed before For example let s assume you ve entered Mary Smith as an advisor in GL Account Maintenance on one account But Mary Smith is actually the advisor for many accounts The auto complete feature will remember her name and automatically fill the field as you begin typing When you enter Mary Smith as the Adviso
107. OW TO e PIES MEEI GAS WEE 177 How to void a check Entered previously ccccccssseccccccesseeeeeceeeeecececeeeeeeeecaeaeceeeeuaaeeeeeessaaeeeessaaaeeeeessaaseeeessaageeeess 177 HOW t void a Check Never Written WEE 177 Chapter 11 ee EEN Le e de WEE 178 Ent 1S Our Or BalanCe sia o Ee e 178 HEES ee Ee 178 Bank Reconciliation Challenges miii ie aos ete eee etude lagen eels eae enw ageless 179 Gnapler 1 2 ADDEndICO Seva 180 APpendix A Batch ll EE 181 Appena B A 182 Appendix C Sch olBooks Computer FO E 184 Appendix D Entering Opening Balances 185 Appendix E Customizing Your FOrMS cccccsseecceceeseeecseeeeecneeeeeseeseeesseeeeesaeeeeeseaueeessedeeessageeeeseeeeesseseeesseneeeenaneees 186 PP E 186 A 188 PROC CMOS St tin 190 APpenaber Bank Reconcillaton ee EE 193 Appendix G Multi School Bank Reconciliation Instruchons 197 AppenO d CR Reeg e WEEN 198 Appendix Account Masking Summarizing occcccccccncccnncnnnnncnnncnnnnncnnnnonnnncnnononnnnrnnnnnnnnrrnnnnnnnnrnnnnnnnnnrnnnnnnnnnrnnnnnnnas 199 Appendix J How SchoolBooks Assigns Transaction Numbers occcooncnncccnccnnoconcnncnnnnonconancnnonnncnnnnnnrnnconnnnnonanencnnnneos 200 Appendix Ke Setup Tracks leen 201 Appendix Es Sales Tax OM RECEIDIS era sio nEn n 204 O GE 205 yi l SchoolBooks User Guide Chapter 1 Getting Started Welcome to SchoolBooks Student Activity Fund Accounting Software We think you will find that SchoolBooks is easy to learn and use
108. PO Report Play School High School Test Sort By PO Number M4 Selection Starting Ending Vendor Number M a 2222222227 ON E B zzz Y Date Needed 07 01 2009 09 02 2009 Remember Settings isa View Print Cancel 2 Sort By Choose the sort order for this report by clicking on Date Needed Vendor Code or Purchase Order number Vendor Number Enter a Starting and Ending Vendor Number for this report or leave the box checked for ALL vendors PO Number Enter a Starting and Ending PO Number for this report or leave the box checked for ALL purchase orders within the Vendor and Date range Date Needed Enter a Starting and Ending Date Needed for this report or leave the box checked for ALL dates needed Remember Settings Check this box to have SchoolBooks remember the settings for the next time you run this report Clear the checkbox if you do not want the program to remember these settings Purchase Order History Report What is it SchoolBooks keeps track of Purchase Order History When you enter a new PO the data is saved to the Open PO file and also to a PO History file If you make changes to that PO the history file knows both the original entries and the changes you have made If you receive Invoices against that PO the history file knows about all the receipts too So you can print original PO information at any time as well as revisions and receipt history Where is it Go to the R
109. account for this line 60 SchoolBooks User Guide Overdrawn This line will overdraw account 1500 00 00 by 914 08 Don t show this prompt again Line Options OK Click OK to accept and save this line Undo Click Undo to leave this line without saving changes Insert Click Insert to insert a blank line above the currently selected line Delete Click Delete to delete the currently selected highlighted line Detail lines displayed below SchoolBooks calculates and displays the extended amount for each detail line You may not edit these fields When you have completed one detail line the program automatically moves to the Line Type field for the next detail line You may either enter another line or press lt Enter gt to have the program move to the Accept button to complete this invoice Line Detail Display at bottom of screen Unable to replicate Line Type bem Ubu City Uu Cost Amount Tax Freight Purpose Ord Rec DU GL Account Category Line The line number Type The line type is either Item or Amount Quantities Ordered Received Backordered This is obvious as are the rest of these fields SchoolBooks will calculate and display the extended amount for this detail line over on the far right In our trophies example the amount displayed is 150 00 You may not edit these fields They are for display only If you want to edit a specific line click on it and SchoolBooks will load it into the
110. al auditors from the district office come out periodically to check things Once you understand the various reports you can get from SchoolBooks you will probably evolve your own set of Things to do at Month End What follows here is a suggested list from Blue Bear 1 Reconcile your Bank Statement When you get your bank statement go to Bank Reconciliation on the Period End Menu and make sure you balance This is not an optional thing this is a must do thing Once you are in balance we recommend that you staple these 3 things together Your bank statement your Bank Reconciliation Report a copy of an Account Analysis Detail Report for this Cash Account for the current month like 5 1 05 to 5 31 05 2 Print financial reports for you When you begin using SchoolBooks we recommend you print all the reports just so you can see what is available Then if you decide you really don t need certain reports don t print them next month At minimum you will probably select a few key reports and print those each month The Financial Reports and Account Analysis Reports Menus are a great place to look 3 Print Encumbrance Reports for other people We have always recommended that you give each club advisor or teacher or person responsible for an account a copy of the Encumbrance Report for his or her accounts SchoolBooks allows you to page break this report by GL Account so it is easy to hand each person a detailed report of actual transacti
111. ally populate the Ending Date field with the last possible date you can use You may change this date to make it earlier if you like F purge Receipt History Play School High School enzel Purge receipts dated on or before Enter a date and press 3 Proceed to do the deed SchoolBooks will automatically populate the Date field with the last possible date you can use You may change this date to make it earlier if you like Hint the program is going to check your fiscal ending date when checking the validity of your selection here Only receipts prior to this fiscal year can be purged Enter a date prior to 07 01 2009 Purge Receipts Dated On Or Before 06 30 2009 72 SchoolBooks User Guide Master Audit Report What does it do Every entry that is updated in SchoolBooks is marked with a date time stamp when the update actually happened as well as the User Code of the person doing the update The Master Audit Report allows you to view transactions by User by transaction date or by GL Account number Where is it Go to the Management Menu Special Functions and choose Master Audit Report Using the Screen Master Audit Report Play School High School Test Sort By Date Undated W Selection All Starting E Le ES AX Remember Settings Sort By You can sort by Date this is the date the transaction was actually updated NOT the date of the transaction account number or by User Code A
112. ample you might keep all the May work in a folder called May 2005 Or you can store journals by type For example you could have a folder called Bank Deposit Journals and all the journals for the whole year would be kept there Where is it You can print the Bank Deposit Journal from three places 1 When you click on the Close Screen X in the upper right corner of the Bank Deposit Entry window to exit the screen SchoolBooks will prompt you Do you want to print the Bank Deposit Journal The default is Yes If you do not want to print the journal at this time click No 2 When you click on the Printer button on the lower right side of the Bank Deposit Entry screen SchoolBooks assumes you want to print the Bank Deposit Journal 3 You can print the Bank Deposit Journal from the Journals Menu too Using the Screen Bank Deposit Journal Play School High School Test When you have printed the Bank Deposit Journal SchoolBooks will ask you Did the Bank Deposit Journal print OK and is the data correct This is your opportunity to check your work actually look at the Journal to make sure it is correct The default here is Yes so you can either click on the Yes button or press lt Enter gt to proceed SchoolBooks i Did the Bank Deposit Journal print OK and A is the data correct SchoolBooks then displays the Update window with the prompt Do you want to update the Ban
113. and deposits normally 2 When you print a Bank Reconciliation Report you will see the School Code as entered above to the right of each entry 3 When you are finished SchoolBooks writes all CLEARED records back out to the correct data files for each school in the correct folders And life marches on If you have any questions about this please call Blue Bear Support 197 SchoolBooks User Guide Appendix H Tracking NSF Checks Every once in a while unless you live somewhere over the rainbow a check you have deposited gets returned from the bank How should you handle a bounced or NSF check in SchoolBooks This section will present several options for how to enter these transactions We ll have two sets of options the first assumes you do NOT have the Blue Bear Tracks program the second assumes you DO have Tracks YOU DO NOT HAVE TRACKS Scenario Sam brought in 30 00 for a candy fundraiser on October 15th On October 20th the check is returned by the bank together with a 3 00 NSF fee How do you record the transaction in SchoolBooks Option 1 1 Use Bank Deposit Entry for the check Enter a negative 30 00 deposit charged to the candy fundraiser account Be sure to type something like NSF Ck 456 in the Purpose field 2 Use Adjustment Entry for the NSF fee Enter a negative 3 00 adjustment with Sam s name and NSF Fee Ck 456 in the Purpose field Charge this to your Bank Charges account The Adjustment Type
114. ank Codes Vendor Number Check Amount Check Date Print Detail Print for 1099 Vendors only ae SES A a Bank Codes If you want to see data for all Bank Codes leave the All box checked If you only wish to see data for a particular Bank Code or range of Banks enter a Starting and Ending Bank Codes Vendor Number If you want to see data for all Vendors leave the All box checked If you only wish to see data for a particular Vendor or range of Vendors enter a Starting and Ending Vendor Number Check Amount If you want to see all checks leave the All box checked If you only wish to see checks with amounts that fall between a certain amount range enter the amounts here For example if you enter 5000 as the Starting Amount and leave the Ending Amount as is you will get a report showing all checks written over 5000 Check Date If you want to see all checks regardless of date leave the All box checked If you only wish to see checks written during a specified date range enter the Starting and Ending dates here Print Detail Check this checkbox to print all the transaction detail like on an Account Analysis Detail Report Leave the checkbox cleared to see one line per GL Account like on an Account Analysis Summary Report The system default is for Summary Sort by If you select Print Detail you can choose to sort by Vendor number Check number Check date or GL Account Print for 1099 Vendor
115. ant the detail version Remember Settings Check this box to have SchoolBooks remember the settings for the next time you run this report Clear the checkbox if you do not want the program to remember these settings 108 SchoolBooks User Guide Purchase Order Approval Report What is it The PO Approval Report prints purchase order detail on a report with space for approval signatures Perhaps student council needs to approve all your purchase orders Or maybe the principal needs to sign off on all purchases This report presumes that you enter a group of purchase orders and then print a report that shows how much will be spent for each GL Account and the encumbered balance in each of those accounts You can select data for this report by entering a range of purchase order numbers dates or both SchoolBooks will also print an approval signature line at the bottom of the report Where is it Go to the Reports Menu Purchase Order Reports and choose PO Approval Report Using the Screen PO Approval Report Play School High School Test Selection All Starting Ending PO Number TR PO Date 07 01 2009 09 01 2009 Remember Settings PO Number Enter a Starting and Ending PO Number for this report or leave the box checked for All purchase orders within the Date range Date Select a date range for this report SchoolBooks will gather all the PO detail lines for purchase orders dated within this date range Remember Settings Check t
116. are indicated in the descriptions below Ship Via Enter the shipping information for this PO if applicable This field can also be printed on the PO Optional Auth By You can enter the name of the person authorizing the purchase order If you have selected a Default Authorized By Value on the School Data tab of School Settings SchoolBooks will automatically populate this field but you can still change it here if needed The name or initials you enter here will be automatically loaded onto each line item for this PO You will be however able to override the auto entry on the Detail Tab This field is enabled for Auto Complete For more information about how the Auto Complete feature works please see Using Auto Complete in the Getting Started section Req Number Enter a PO Requisition number if you have one Optional Date Required Enter the date you need these items This may be printed on the PO Optional Cancel Date Enter the date after which the Vendor should consider this PO null and void Optional Separate Chk Check this box if you want a separate check for this PO regardless of whether there are other invoices for this Vendor at time of payment Leave the box cleared if you will pay this bill on the same check with others to this Vendor 51 SchoolBooks User Guide Print PO Check this box if you want to print this purchase order This box will be blank by default for manual purchase orders that is POs where
117. ategory Listing 158 SchoolBooks User Guide Financial Reports Trial Balance What does it do This report prints a list of all accounts showing debit and credit balances for each Note This is the only place in SchoolBooks where you will see the terms debit and credit Where is it Go to the Reports Menu Financial Reports and choose Trial Balance Using the Screen IL Trial Balance Play School High School Test Period End Date 09 02 200 Print accounts with zero balance Use GL Print Groups Remember Settings Period End Date Enter the period end date for this Trial Balance report SchoolBooks will print a single balance that includes all transactions up to and including this date on the report for each account in your Chart of Accounts Print accounts with zero balance Check this checkbox to print accounts that have zero balances Leave the box blank to suppress printing of accounts with zero balances Use GL Print Groups Check this checkbox to use GL Print Groups for this report Remember Settings Check this box to have SchoolBooks remember the settings for the next time you run this report Clear the checkbox if you do not want the program to remember these settings Balance Sheet What does it do You can print a balance sheet showing your assets liabilities including trust accounts and student body accounts and amount due to student body for any selected date You can choose to print summary total
118. ax and the freight will all be charged to the same account Category Enter a Category Code for this transaction if applicable Freight shipping Enter the amount due for shipping if any for this line item Click OK to save and exit this line If you have turned on Prompt when overdrawing account on the Accounting Tab in School Settings SchoolBooks will check to make sure that the GL Account you have selected has enough money available to cover this amount You may see a message like the one shown below At this point you can choose to Proceed and accept the line or Cancel to enter a different GL Account SchoolBooks warns you but doesn t prevent you from overdrawing an account Overdrawn This Line will overdraw account 5105 40 00 by 1 150 00 Show this prompt again l wf OK ACancel Line Options OK Click OK to accept and save this line Undo Click Undo to leave this line without saving changes Insert Click Insert to insert a blank line above the currently selected line Delete Click Delete to delete the currently selected highlighted line Out of balance If you attempt to leave the screen when the detail line total does not equal the amount of the Manual Check on the Header screen you will see a non zero amount displayed in the Balance field and the program will warn you WARNING This check is out of balance Click Accept to save and exit this entry You will need to go ba
119. ays the Update window with the prompt Do you want to update the Manual Void Check Journal with a default of No If you press lt Enter gt the program will return to the menu You must select the Yes either by moving to the Yes to have SchoolBooks update these entries This protects you from accidentally hitting the lt Enter gt key and having the program perform an update without your approval This also means that SchoolBooks NEVER does an update without you _ SchoolBooks i Do you want to update the 3 Manual Void Check Journal 123 SchoolBooks User Guide Computer Check Selection What does it do The Computer Check Selection screen allows you to view all the open invoices in SchoolBooks You can place invoices on hold and see any invoices that may be out of balance You can choose to print a single check or a batch of checks Where is it Go to the Entry Menu and choose Computer Checks Using the Screen Computer Checks Play School High School Test Rank code A a Invoices on hold are marked with an H a Y Out of balance invoices are marked with an Xx GL Bank Account 1000 00 00 Invoices already being paid are marked with a C Only those invoices not marked with an H X or C GL Account Description Sunshine Bank Checking will generate computer checks Invoice No Invoice Date Amount BOBSYR Bob s Yearbook Productions 4567UY 08 28 2009 500 00 WINTER Winter Sports Equipment
120. ber date PO number if applicable purpose amount and GL Account This will print the GL Account number on the side of each purpose for each line of the invoice e All lines GL below Choose this option to have each detail line for every invoice print on the check stub including the invoice number date PO number if applicable purpose amount and GL Account This will print both the GL Account number and the description of the account below the purpose You will probably have to choose this option if your GL Accounts have multiple digits so that they will not fit on the side Use Wizard for Adjustments Checking this box enables the Adjustment Wizard For more information about using the Adjustment Wizard see Adjustment Entry 21 SchoolBooks User Guide Default GL Accounts Enter the default accounts that you want to use for each common type of adjustment These include Interest Income Bank Charges Returned Check Clearing and Returned Check Fees Accounts Ret Check Handing Bank Charge Amount If your bank charges you for NSF checks enter the amount of the bank charge for each Returned Check If your bank does not charge you leave this field blank Backup Manager You can choose to have SchoolBooks to warn you when you close SchoolBooks without making a backup by choosing Always Warn The options here are Always Warn and Never Warn Receipt Printing Options Use Extended Stubs for Receipts Checking this box will
121. ber wewooo12 Interest Amount GL Account Number 4300 40 00 EN Interest Earned Purpose Interest income on savings Authorized By Jack white Category Code O N o SOS ng LS ies Jun caret a2 Date Enter the date of the adjustment Amount Enter the amount of the adjustment If the adjustment is going to INCREASE the balance in your cash account the amount should be positive If the adjustment is going to DECREASE the balance in your cash account the amount should be negative See the chart below for further clarification GL Account Number Enter the account number of the fund account to be affected SchoolBooks will default to the account that is entered in School Settings 130 SchoolBooks User Guide Purpose Enter the purpose or description for this adjustment Why are you making this adjustment The reason you enter here will show as a detail item in your general ledger This is a required field Authorized by Enter the name of the person or organization who authorized this adjustment If you have selected a Default Authorized By Value on the School Data tab of School Settings SchoolBooks will automatically populate this field but you can still change it here if needed This is a required field Category Code If you want to attach a Category Code to this transaction enter the Category Code or choose a Category Code from the lookup window The Category Code will be saved with both accounts of the adjustment entry
122. ber Settings Check this box to have SchoolBooks remember the settings for the next time you run this report Clear the checkbox if you do not want the program to remember these settings Check Lookup What does it do You can enter or lookup a check number here and then view detailed information as seen below you can see the invoice date invoice number PO number Purpose GL Account and Total Amount Where is it Go to the Reports Menu Banking Reports and choose Check Lookup Using the Screen Please enter a Check No Check No 11 LA Bank Code A Amt 50 00 Check Date 97 29 2009 Void Date Vendor No BOBSYR Vendor Name Bob s Yearbook Productions Cleared Date Inv Date Inv No PO No Purpose Amount 2001 00 00 PSAT Tests Check No You can either type the check number or lookup an existing check by either pressing lt F2 gt or clicking on the lookup button to open the lookup window Display Fields These fields are read only and cannot be modified here 168 SchoolBooks User Guide Purchase Order Reports Open Purchase Order Report What does it do This option generates a report showing all open purchase orders The report may be sorted by Vendor Number Purchase Order or Date Needed You may select on any range of Dates Vendors or Purchase Order numbers Where is it Go to the Reports Menu Purchase Order Reports and choose Open PO Report Using the Screen Open
123. can indicate whether you want to import sales of this item in Summary or in Detail Simply make a choice on the Additional Tab for each item If you choose detail you will still have the option to override this when you do an actual import 201 SchoolBooks User Guide T Item Maintenance Play School High School C Item No YR BK LA Description YEARBOOK 1 Main 2 Levels 3 Additional User Defined Fields User Defined Date Type 1098 T Item TI Export Information to SchoolBooks by Summary ze Now the next time you do a Closeout Tracks will create data you can import into SchoolBooks Setup the Import in SchoolBooks St One Use Tracks Data Go to Management Menu Tracks Item Folder C APPS BlueBear Server Trdata Zplay Go to Customize School Settings Tracks Import Folder C APPS BlueBear Server Trdata zZplay 3 On the School Data Tab in the field for Tracks Import Folder enter the path to the folder location where Tracks is exporting its data Though this folder can be anywhere we suggest you use the folder where the SchoolBooks school data is located We do this so SchoolBooks will know where to look to find the file that Tracks created You can click on the browse button marked with a picture of a folder to navigate to the folder It doesn t really matter where the data goes it just has to be the same as the location set up in Tracks in the previous section Note that the entry Tracks Data Folder
124. category ML FIELDS Bank Select the Bank Code for the deposit you are about to make You can either type in the code or press lt F2 gt to lookup valid Bank Codes Dep No To enter a new deposit click New Document for the next new deposit number or click the lookup button or press lt F2 gt for a list of deposits which have not yet been updated If you imported a deposit from Tracks you may select it from the list You may not assign your own deposit number even if you enter a deposit number SchoolBooks assigns sequential deposit numbers when you print a journal See Appendix J for more information about how SchoolBooks assigns transaction numbers Dep Date Enter the date of this deposit Amount Enter the total amount of this deposit This amount should agree with the total shown on your physical deposit ticket Balance As you begin to enter the detail amounts for this deposit SchoolBooks will display the amount that has not yet been distributed This is a calculated field that is display only You cannot edit it 90 SchoolBooks User Guide Bank Deposit Entry What does it do Use Bank Deposit Entry to enter information about the bank deposits that you make to your bank accounts as defined in Bank Account Maintenance The deposit amount will be posted to the selected bank account and the Bank Reconciliation file and detail amounts will be posted to the GL accounts indicated SchoolBooks assigns temporary numbers to your bank
125. ccount Number Select a Starting and Ending Account Number or leave the box checked for ALL accounts User Code Select a Starting and Ending User Code or leave the box checked for ALL users Date Updated Select a Starting and Ending posting date or leave the box checked for ALL 73 SchoolBooks User Guide Audit Selection Report What does it do The Audit Selection Report makes it easy for your auditors to choose a sub set of data from your SchoolBooks program to audit specific transactio They can enter a percentage for each type of transaction they wish to examine and the program will randomly select ns for audit They can choose to print a list of missing checks missing receipts and missing purchase orders They can even print a comparison between this year s data and the prior year Note It is intended that you generate data for this report and print it one time at the beginning of the audit Because the program is picking random transactions you can almost be guaranteed that the program would produce different data the next time you run it So once you print it that s it Where is it Go to the Management Menu Special Functions and choose Audit Selection Report Using the Screen 7 Step 1 Gather Data Selection Date All Starting Ending IT 01 01 2009 08 21 2009 Gather Last Selected Date Range 12 31 2099 Bank Deposits Manual Checks Computer Checks Adjustments Tran
126. ce It only adjusts the amount that is still open on the purchase order 55 SchoolBooks User Guide Purchase Order Entry Address Tab What does it do If you want to indicate a specific Ship To address and phone number you can enter that information here This information can be printed on your purchase order If your pre printed PO form already specifies shipping instructions to the vendor you can leave this screen blank Using the Screen Purchase Order Entry Play School High School Test PO Number 1001 AE Date 07 05 2008 Amount 150 00 Vendor Number BOBSYR eN Bob s Yearbook Productions Purchase Order Type Standard wi Shipping Information Ship To Address 1 Address 1 123 Elm Street Address 2 Il ddrese 2 Y Giver city City Phone 858123456 Reg Number Ship Via Date Required PO Cata Cancel Date ES goes LSZ 56 SchoolBooks User Guide Invoice Entry What does it do Enter all invoices check requests and other bills you want to pay with a SchoolBooks check into Invoice Entry You may either automatically load information from an existing purchase order or enter invoices that have no purchase order Use the Invoice header screen to enter new invoices or look up invoices already in the system To enter a new invoice enter a Vendor Code and continue If you want to access an existing invoice already in the system click on the Invoice lookup arrow You can either enter invoices 1 in small g
127. ceipt Memos Memo 1 x Memo 2 Signature Memo 3 Memo 4 y Y oK AcCancel La UDF1 User defined field 1 Enter a label to be used for a field on the GL Account Maintenance screen You can enter data in this field that will be saved for an individual account In the example above and in PlaySchool we have chosen to add fields for Club President and Club Secretary These fields will print on the Chart of Accounts if you select the Print Detail option If you convert data from SchoolBooks 4 the conversion routine will populate this field with the data from your SchoolBooks 4 UDF field UDF2 User defined field 2 Enter a label to be used for a field on the GL Account Maintenance screen This works just like UDF1 just another place to store data Purchase Order Memos Data entered here can be printed on the PO form You will enter the actual data you want to print here Then you can tell SchoolBooks where to print these fields on the form by going to System Maintenance Forms Purchase Orders For information about formatting this form see Appendix E or Help on PO Header Form Receipt Memos Data entered here can be printed on the Receipt form You will enter the actual data you want to print here Then you can tell SchoolBooks where to print these fields on the form by going to System Maintenance Forms Receipts For information about formatting this form see Appendix E or Help on Rece
128. cipal Signature Title 25 SchoolBooks User Guide Maintenance Files School Maintenance What does it do SchoolBooks allows you to set up a new school from scratch or convert data from a prior version of SchoolBooks This program walks you through the process of setting up a new school Where is it Go to the Management Menu System Maintenance and choose School Maintenance Note SchoolBooks comes with sample data already set up for a school called PlaySchool Before you can enter information for YOUR school you must go to School Maintenance and set up a new school Using the Screen School Maintenance Play School High School Test teen E Name School Code To select an existing school enter the School Code Or use the lookup button and select your school from the Lookup window To create a new school type in a School Code like ABCHS for ABC High School Then enter the School Name Update Data Path Click proceed to build the database for this school Invalid directory i The specified directory does not exist Y you want to create it Change Schools After updating files SchoolBooks will now ask you if you want to change to your new school right now Press lt Enter gt or click on Yes to change i Do you want to ch schools ange to the School CM1 now 26 SchoolBooks User Guide Buttons On The School Maintenance Screen Ok Click OK to save this school OK and Rebuild Da
129. ck later to correct the entry and make it balance The system will not update an out of balance entry Click Cancel to do further editing of the detail lines Click Delete to delete this entry from the Manual Void Check Entry file Manual Void Check Journal And Update What does it do Manual Void Check transactions entered into Manual Void Check Entry will remain there until you print a Manual Void Check Journal check it the important part and answer Yes to update the journal You can always Preview or Print the journal No update from Preview If you Preview you will NOT be asked if you want to update because SchoolBooks requires that you physically print a journal prior to update This ensures that you have a chance to review your work prior to updating and provides you with a hard copy of the transactions for your permanent audit trail Even if you Preview and then choose to actually print the journal from the Preview window SchoolBooks doesn t know that you ve printed the journal So in an effort to protect you the program will 122 SchoolBooks User Guide require you to choose the Journal again this time selecting the Print button before it will prompt you to update Keep your updated Journals It is important that you KEEP all your updated journals stored in a logical manner to make it easy for later reference and auditing You can keep all the journals and reports for one month in the same folder or notebook For e
130. closely associated with this screen You can also access Help by pressing lt F1 gt at any time Using Help You can access SchoolBooks Help files from several places In general the Help files give you the same information as the User Guide If you access help from the Bank Deposit Entry screen SchoolBooks will present you with help on the purpose of the screen a description of each field on the screen and helpful hints about how to use the screen You can access the help files in any of these ways e On the desktop choose the Help Menu You can search for any topic you need E3 e Click the yellow button in the bottom right corner of each screen to find help on that specific screen or topic e Press the lt F1 gt key to access help at any time SchoolBooks will load the appropriate help files Table fo Contents Tab This tab displays the various sections in an organized fashion You can see an overview of how chapters are laid out and simply click on the topic you want Index Tab This tab shows all the indexed items in alphabetical order Simply begin typing the topic or item you want to find and it will be displayed on the right side of the screen Search Tab This tab allows you to type in any word or phrase and the program will display all the places it can find those words in the files Type Void Check to find all the instances where void checks are mentioned Favorites Tab This tab allows you to save your fav
131. conciliation screen should also show a zero variance with your actual book balance If a variance is displayed please call Blue Bear at once BUT WAIT ONLY call us if you have a variance but ARE INBALANCE WITH THE BANK Get in balance with the bank first then deal with the variance Sometimes a variance is caused because you are not yet in balance with the bank Balance your bank statement first Then deal with any variance c Click Next to print the Bank Reconciliation Report i A The Wizard is ready to print the Bank Reconciliation Report Enter the Report Title Play School High School Press Proceed to print the report 10 Bank Reconciliation Report You can print a Bank Reconciliation Report at any time to get a printout of your status This is especially helpful when you are not quite in balance and need to work from a paper rather than the screen to figure out where the problem is When you are finally in balance you should print a final copy of the Bank Reconciliation Report and attach it to your actual bank statement It is also a good idea to print a copy of an Account Analysis Detail Report for the Cash account and attach it too Now you have your bank statement bank reconciliation and the detail in your general ledger account all in one place YOU KNOW YOU ARE IN BALANCE AND YOU CAN PROVE IT a After you print the report SchoolBooks will ask if it printed correctly If you select no you can print it again or go back to
132. count Taxable Cost 4250 40 12 A Grade Limits Last Cost STUDENT STORE INCO O Department ss Prompt Qty Grouping Quantity Limit o Save History TT Reorder Level o o Checks OK with No Cust m Normal Stock O Print extra receipt with no price Qty On Hand 349 Include in Physical Count Category Ss QJ Mi cae n ZPLAY 06 13 05 117 SchoolBooks User Guide Chapter 6 Check Processing This chapter explains how you can use SchoolBooks to pay bills by writing checks You can enter manual checks for checks written outside the system You can void checks that have been written previously You can print computer checks And you can print reports showing all the checks you will print today or printed last month Manual Void Check Entry This section covers information about how to enter a manual check and how to void checks Computer Check Edit Report Print this report to see all the checks SchoolBooks will print when you say Print Checks Computer Check Printing This section explains how SchoolBooks decided which checks to print how to print checks and how to print and update the Computer Check Journal Note You can print computer checks to pay your bills using SchoolBooks The system allows you to print a single check for a single invoice only or to print a whole batch of checks at once The most efficient way to use SchoolBooks for bill paying is to enter invoices into Invoice Entry as you
133. count Type by simply choosing a different one Other Settings Include in Consolidations School Type High School Use Sub Accts Take Type from Segment vw Use Payment Types in Deposits and Receipts For segment 03 we have another set of values as shown below S Sub Account Maintenance Play School High School 03 04 E Segment Number 03 y 9999 99 99 Validate this Segment Load segment description inGL Value 10 Description Boys l we A OK sol los Det Value Description Type 00 General 20 Girls Printing the Sub Account Listing Report Printer button The printer button on the Sub Account Maintenance screen launches the Sub Account Listing Report The Sub Account Listing shows you a list of all your sub accounts This report can only be launched from this screen 49 SchoolBooks User Guide Purchase Order Entry What does it do Use Purchase Order Entry to enter existing purchase orders or to enter information for the printing of new purchase orders You can either enter information after the fact about purchase orders that you have typed or printed yourself using another system Manual Purchase Orders or you can let SchoolBooks print your purchase orders for you Computer Purchase Orders Where is it Go to the Entry Menu and choose Purchase Order Entry Purchase Order Entry Play School High School Test so number EL ae moe FIELDS PO Number TO ENTER A N
134. count number using the lookup The system will display the account description Purpose Enter the reason for this transfer Be as specific as possible this is your detailed history Amount Enter the amount to be transferred to or from this account If the account balance will be increased by this amount enter the amount as a positive number If the account balance will be decreased by this amount enter the amount as a negative number Category Enter a Category Code for this transaction if applicable Line Options OK Click OK to accept and save this line Undo Click Undo to leave this line without saving changes Insert Click Insert to insert a blank line above the currently selected line 137 SchoolBooks User Guide Delete Click Delete to delete the currently selected highlighted line See also Multi Line Journal and Update and Transfer History Report Reversing Multi Line Transfers The Multi Line Transfer Entry screen has a Reversal Button at the bottom of the screen PONEN This button only becomes active AFTER you have clicked New Document to enter a new transfer and AFTER you have entered a date When you click the Reversal Button SchoolBooks will display a lookup for all of the transfers that have been updated so you can pick the transfers that you want to reverse SchoolBooks will load the transaction with all the signs reversed In other words all of the lines that were positive on th
135. counts begin with 2215 we can tell SchoolBooks to summarize a report to that level This tells SchoolBooks to roll up the totals for each of the accounts and print one summary total 199 SchoolBooks User Guide Appendix J How SchoolBooks Assigns Transaction Numbers Why use temporary transaction numbers When you begin a new transaction in SchoolBooks and press the New Document key the program assigns a temporary number like NEW0004 to the transaction Then when you actually print the journal the program assigns the next sequential permanent number to the transaction and that becomes the number that stays with the transaction forever Why does it do that Why not simply just assign the permanent number in the first place The problem with deletions The answer is that in the olden days we used to do just that If you were entering bank deposits the program would get the next sequential deposit number and that would be that But the program allows you to enter a deposit and then delete the entry before it is updated So someone would enter Deposit 4 and 5 Then they d find a problem with 5 and instead of fixing it they d simply delete it and re enter the information as Deposit 6 They print the Bank Deposit Journal with 4 and 6 on it and update it That s fine and the data was correct The next deposit entered would be 7 because the counter on the Bank Deposit Journal keeps track of the next number to be assigned Th
136. d a report e A journal is part of the data entry process that goes like this Entry Journal Update Journals display all the data residing in a data entry file waiting to be updated e Reports in SchoolBooks simply display data that has already been updated There are no updates involved with reports So itis always safe to run a report It is safe to give people access to reports because they can t accidentally update any data or post anything Reports can be run from the Reports Menu or from various screens throughout SchoolBooks Each report is launched with a selection screen that allows you to customize the report to your specifications All reports are first previewed to the screen and then may be printed or exported The following is a map of where to find specific reports on the Reports Menu GL Analysis Reports The GL Analysis Reports Menu is home to the analysis reports e Account Snapshot Account Analysis Summary Account Analysis Detail Category Detail Report Encumbrance Report GL Reports Other The GL Reports Other Menu has history reports and maintenance file listings e Adjustment History Report Transfer History Report Chart of Accounts GL Print Group Listing Category Listing Financial Reports Financial Reports include standard business type reports like the Trial Balance Balance Sheet and Statement of Revenue Trial Balance Balance Sheet Statement of Revenue Budget Report Mini Profit
137. d through Opening Bank Checks when you first began using SchoolBooks you must make an Adjustment Enter the check amount as a positive amount you re increasing the amount of cash For more information see the section in Chapter 10 XXX SchoolBooks allows you to void a check that was written three months ago with a Void Date of today For example let s suppose you wrote a check for 100 00 on Sept 15 Now here we are in November and you discover the check was lost in the mail You have already balanced your bank statement for September and October showing this check as outstanding SchoolBooks voids the check as of today Nov 10th by creating a negative entry for this check If you print the Cash Disbursements Report from 9 1 to 9 30 you d see the 100 00 check listed If you print the Cash Disbursements Report from 11 1 to 11 30 you d see the check listed as 100 00 and the voided amount too with the proper void date SchoolBooks handles void checks through Computer Check Printing How checks damaged during check printing are voided 1 After SchoolBooks prints checks the system prompts you Did all checks print correctly If you answer Yes the system assumes that all the checks printed correctly and will allow you to update them to the General Ledger after you print the Journal and answer Yes to update Check Printing i Did the checks print correctly 2 Ifyou answer No the system assumes that something hap
138. d your Bank Deposit Journal with the bad deposit you will need to create a negative Bank Deposit Entry to reverse the bad deposit 203 SchoolBooks User Guide Appendix L Sales Tax on Receipts Background If you print receipts in SchoolBooks you have the option of adding sales tax to the receipt When we added the receipting and sales tax features to SchoolBooks we wanted to keep it simple And we did The users who requested the additional functionality wanted to back into the sales tax figure and that s the way we implemented sales tax How it works SchoolBooks calculates sales tax in a special way The sales tax on each receipt is calculated so that the total amount of the receipt INCLUDES the sales tax at the desired sales tax rate For example Our users told us We want to sell something for 100 and we want the program to figure out how much of that is tax So that s how it works It may seem like the tax is not calculating correctly but it actually is The amount to enter as the amount sold in SchoolBooks is the TOTAL amount of the sale including tax Remember that SchoolBooks is going to back into the tax not calculate the tax based on the price of the item s sold Let s consider this example Total sale is 50 00 with a sales tax rate of 6 8 Item 46 82 Tax 6 8 3 18 Total 50 00 You might have thought the tax wasn t calculated correctly if you calculate 50 00 times the tax rate of 6 8
139. date from Preview If you Preview you will NOT be asked if you want to update because SchoolBooks requires that you physically print a journal prior to update This ensures that you have a chance to review your work prior to updating and provides you with a hard copy of the transactions for your permanent audit trail Even if you Preview and then choose to actually print the journal from the Preview window SchoolBooks doesn t know that you ve printed the journal So in an effort to protect you the program will require you to choose the Journal again this time selecting the Print button before it will prompt you to update Keep your updated Journals It is important that you KEEP all your updated journals stored in a logical manner to make it easy for later reference and auditing You can keep all the journals and reports for one month in the same folder or notebook For example you might keep all the May work in a folder called May 2005 Or you can store journals by type For example you could have a folder called Cash Transfer Journals and all the journals for the whole year would be kept there Where is it You can print the Cash Transfer Journal from three places 1 When you click on the Close Screen X in the upper right corner of the Cash Transfer window to exit the screen SchoolBooks will prompt you Do you want to print the Cash Transfer Journal The default is Yes If you do not want to print the journal at this
140. de Appendix E Customizing Your Forms This section contains information about how to customize SchoolBooks forms for your school This section tells you how to design forms for the following 1 Computer Checks 2 Purchase Order 3 Receipts Note AU data fields are displayed in red on the form maintenance screens while all text fields are in black Computer Checks Where is it Check formatting is located on the Computer Check Selection window Choose Computer Checks from the Entry Menu and locate the Form button on the bottom of the screen You can also access the same function from Management System Maintenance Forms Form Manager Play School High School Test Sm _K Form Check Type Stub Check Stub Stub Height 3 50 Left Margin Select Data or Text Check Height 3 50 Top Margin Load Template Form Height 10 50 ONE HUNDRED amp 99 100 DOLLARS Addr Block a Print Sample Check Top iz Left x Delete Field w Accept Acance LS Where to get check forms You can use most standard check forms that have a blank stub with SchoolBooks You can use checks you already have or order checks from Blue Bear Blue Bear can provide checks with your school logo in a variety of colors For information and a complete package of Blue Bear forms call your Account Manager at Active and ask to order forms Select Basic Check Format Choose from the Check Types in the drop box SchoolBooks will display a graphic of the form You will
141. delete the currently selected highlighted line Printing Receipts In the sample below we have entered a new receipt to be printed by clicking the New Document button Schoolbooks has assigned a temporary receipt nNumber New00004 and the Print Receipt flag is checked After we have entered all the detail lines for this receipt and we are ready to print it we click Accept at the bottom of the screen Next SchoolBooks will display the Print Receipt screen with the next receipt number displayed If you are using pre printed forms be sure to verify that the receipt number displayed is correct When we click OK the program will print the receipt Print Receipts Please insert receipt forms into the forms printer and verify the next receipt number w Ok A Cancel Play School High School Receipt 528 123 Elm Street Date 05 01 10 Name Mary Smith San Diego CA 92020 1244 Check 4577 Phone 858 123 4567 Fax 858 123 7890 Account Account Description Purpose Amount 5210 40 00 Backwards Dance Expense New decorations 50 00 Xx Signature Now Schoolbooks will ask if the receipt printed correctly i Did the Receiptis print correctly If we answer Yes SchoolBooks will assign the permanent receipt number to this entry and protect the transaction so that it cannot be changed What happens if we have a printer problem or forgot to put the receipt form into the printer In t
142. deposits as you enter them Then when you print a journal SchoolBooks assigns permanent numbers in sequential order Where is it Go to the Entry Menu and choose Bank Deposit Entry Note If you have written receipts SchoolBooks will display this message and automatically create a bank deposit if you wish Deposit Receipts There are receipts currently in Receipt 4 Entry Would you like to make them into a new deposit Using the Screen Bank Deposit Entry Play School High School i Zell Bank la EN Dep No NEV 00079 RE Dep Date 07 02 08 Amount 150 00 Payments 150 00 Balance 0 00 Payment Type Summary Deposit Account 1000 00 00 Cash 50 00 Account Desc Cash Chkg Sunshine Bank Checks 100 00 Bank Account 1254 4657 102 Credit Cards 0 00 Bank Acct Desc Sunshine Bank Checking Total 150 00 Difference 0 00 Rec d From Tom Smith Purpose Donation Ref 1146 e Income Expense Amount 70 00 GL Acct 2220 10 10 la Baseball Boys Category MI Ok aundo Pains ga Del Line Name Purpose GL Account Amount Student Body Yearbook Sales 4105 40 00 He gt la 2 reversa Y Accept Acance 0stete ia 2 91 SchoolBooks User Guide Bank Deposit Entry Detail Tab What does it do
143. designed to be printed on 8 5 x 11 paper in a standard report printer Note Be aware that many school auditors require some sort of pre printed control number on purchase orders to facilitate tracking Before you make a decision about forms it is a good idea to check with your district office or school auditor to make sure you are in compliance with your school s requirements Where is it Go to the Management Menu System Maintenance Forms and choose Purchase Order Where to get Purchase Order forms With SchoolBooks you can use most standard Purchase Order forms that have a large blank section where the detail lines are printed You can also use plain paper or order Purchase Orders from Blue Bear Blue Bear can provide Purchase Orders with your school logo in a variety of colors For information and a complete package of Blue Bear forms call your Account Manager and ask to order forms There are three parts to a computer Purchase Order Header section Detail section and Footer section You can move between the sections by clicking on the Header Detail and Footer buttons at the top of the screen 1 The Header section has the data like Customer Name Purchase Order Date and Purchase Order number 2 The Detail section has the data for each individual line item like Item number Item description and GL Account number 3 The Footer section has information like the total of the PO Using the Screen HEADER SECTION We ll use
144. ding Bank Code Include You can choose for the report to print both Income and Expense Adjustments Income Adjustments only or Expense Adjustments only Remember Settings Check this box to have SchoolBooks remember the settings for the next time you run this report Clear the checkbox if you do not want the program to remember these settings 132 SchoolBooks User Guide Transfer Entry What does it do Use Transfer Entry to move amounts of money from one trust account to another These transfers do not affect cash accounts Transfers should be between two NON CASH accounts For example use transfer to move 60 from Class of 2003 to Class of 2005 to reflect a gift for the class park bench Where is it Go to the Entry Menu and choose Transfer Entry Using the Screen Transfer Entry Play School High School Test From GL Account No To GL Account No Purpose Authorized by Category uee f gt Jar Transfer number Click New Document for the next new transfer number SchoolBooks will provide the next transfer number Or click the down arrow or press lt F2 gt to lookup existing transfers which have not yet been updated Date Enter the date of the transfer Amount Enter the amount to be transferred This may be either positive or negative From Account Enter the account number of the account to be transferred from or do a lookup to select an account The program will display the account description
145. do each using the month end date 1 Use Bank Reconciliation to balance your bank statements Attach a copy of the Bank Rec Report AND an Account Analysis Detail Report for this month to each bank statement Print an Account Analysis Report Detail for the month This shows all your activity for the month Print an Account Analysis Report Summary for all accounts Print an Encumbrance Report and distribute to teachers club advisors staff Print a Trial Balance and Balance Sheet using the month end date Print a Cash Disbursement Report for the month Do a Month End Close e o gt oe 2 Se Note You will still have the ability to run all of the above reports after closing the month The detail files are not cleared until a Year End process is performed At the end of the fiscal year Every year you must first make sure all your months are closed Then after you have printed all your reports for the year you can close the year Note that 1099s are printed annually but always in January for the preceding calendar year so you don t have to worry about 1099 printing at Year End SchoolBooks keeps track of 1099 information even though you close the fiscal year after June Our recommendations for minimum year end processing Use Bank Reconciliation to balance your bank statements at June 30th 2 Print an Account Analysis Report Detail for each cash account and attach to bank statement and Bank Reconciliation Report at June 30th 3 Print
146. dor number on all open invoices and open purchase orders Using the Screen Renumber Merge Play School High School Test This utility copies data from the Current record to the New record in the Maintenance file This will change the Account or Vendor number globally for this school Existing transaction descriptions will NOT be changed and will be marked with an asterisk to indicate that a change has been made new vendor bi cana lata e Merge You can use this utility to merge two existing Vendors together Enter the old Vendor number in the Current Vendor field Then enter in the new Vendor number in the New Vendor field In this case it is necessary to set up this Vendor in Vendor 80 SchoolBooks User Guide Maintenance first The program will do the following 1 Change the Vendor number on all existing check transactions in all history files 2 Change the Vendor number on all open invoices and open purchase orders 3 SchoolBooks combines all the Vendor transactions into the After Vendor number but keeps all the Current Vendor maintenance information Transaction Type Choose either Vendor or GL Account If you choose Vendor the fields at the bottom of the screen will be Vendor fields If you choose GL Account the fields at the bottom of the screen will be GL Account fields Current Vendor Enter the existing Vendor number you want to change New Vendor Enter the new Vendor number you want to change t
147. ds to restrict access to the software If you have users set up in User Code Maintenance SchoolBooks will require that you login with a User Code when you start the program If you want to change users while SchoolBooks is running you must log in as a different user Where is it Go to File and choose Change User School 11 SchoolBooks User Guide Using the Screen Each user must login with a valid User ID and password In addition SchoolBooks checks to ensure that this user has the rights to be in THIS school School Code GEASTES es Default School User ID Ren Password a Login The User Code of the current user is always displayed on the bottom of the SchoolBooks window beside the School Code In the example below you can see that carol is the current user on the system and that she is using the ZPLAY school PLAY Play School High School cm carol martin Help Menu The Help Menu has a number of other interesting features besides help They are listed below Schoolbooks Help Select this option to go directly to the top level menu of the Blue Bear Help system Of course Blue Bear software has context sensitive help so you can click on a Help button from most screens or press lt F1 gt at any time for help on using the software Register Software Use this screen to register and activate your software Your Customer and serial numbers will be on your invoice or other document sent by Blue Bear or
148. due is negative 38 00 and we are going to do a split tender We will back out the check AND we will charge him for the 2 00 NSF fee a Inthe amount field enter negative 40 00 and choose payment type is 5 for Check Enter the check number of the check that bounced b Inthe second amount field Tracks will display positive 2 00 Choose payment type 6 for Charge to Account Print the receipt 6 Doacloseout Os aN Case 2 Assume the student will make the check good want to keep him on the yearbook list but also want to charge him for both the bounced check AND the NSF check fee want to show him owing only the 42 00 combined total of check plus NSF fee 1 Sell him an NSFCKFEE for 2 00 and an NSFCK for 40 00 Edit the Item description for the NSFCK to show the Check number Press F9 to complete the sale The total amount due is 42 00 Choose payment type 6 for Charge to Account You re done Have positive thoughts that he ll make the check good and pay the fee ont oh 198 SchoolBooks User Guide Appendix I Account Masking amp Summarizing This section explains how you can design your chart of accounts to give you the reports you want It explains how SchoolBooks can separate and combine various parts of your GL Account number to display your data in different ways If your account numbers are assigned in a random way and there is not enough consistency to use these masking and summarizing features you mi
149. e Tax Liab Acct 2105 00 00 Use Auto Complete Make this School Read Only Miscellaneous Allow Temp Vendors aaa a als E lt Require Entry of Date in Receipt Journal k oK Cancel La Federal Tax ID Enter the Federal Tax ID number for this school This number is used when printing 1099 s School ID Enter a 3 character code for this school This code is used to identify data from this school during data consolidations It is also used during the 1099 printing process and the multi school Bank Rec This is not a required field Fiscal Year Begin Date Enter the beginning date of your fiscal year Usually this will be July 1st Fiscal Year End Date Enter the ending date of your fiscal year Usually this will be June 30th Last Closed Date SchoolBooks displays the date of the last closed period month This field is automatically updated when you close a month Month Offset If your fiscal year begins on 7 1 and you think of July as period month 1 leave this at OO This feature was added to the system because some schools start their fiscal years on 7 1 but think of the months using the calendar In other words July is month 7 If you think of July as month 7 enter 06 in this field SchoolBooks will then refer to July as month 7 when assigning batch numbers to journals Sales Tax Rate SchoolBooks will use this rate for calculating sales tax on purchase orde
150. e Enter the date for this transaction Transfer Mode Enter 1 if this is a manual check Enter 2 if this is a transfer that does not involve a check Enter 3 if you want to void a previously written Cash Transfer check Amount Enter the amount for the Cash Transfer Check No If you selected either option 1 or 3 SchoolBooks will prompt you to enter a check number From Bank Code Enter the Bank Code of the bank you are transferring money from To Bank Code Enter the Bank Code of the bank you are transferring money to If there is a check involved in the Cash Transfer then the To Bank must have a vendor associated with it as shown in the screen shot above Purpose Enter the reason for this transfer Authorized by Enter the name or initials of the person authorizing this transaction If you have selected a Default Authorized By Value on the School Data tab of School Settings SchoolBooks will automatically populate this field but you can still change it here if needed Reference Number If this is an Option 2 transaction that doesn t involve a check you can enter a reference number here 135 SchoolBooks User Guide Cash Transfer Journal And Update What does it do Cash Transfer transactions entered into Cash Transfer Entry will remain there until you print a Cash Transfer Journal check it the important part and answer Yes to update the journal You can always Preview or Print the journal No up
151. e Usually everything will tie out to the penny But if it doesn t this is your chance to correct any errors that may have come over from Tracks For example if your actual deposit is more or less than the amount you should have change the amount of the deposit to reflect what you actually deposited and create a detail line to Cash Over Short for the difference If you have questions about this please call Blue Bear 4 Remember you want the deposit amount to equal the amount shown on your actual deposit ticket Step Four 1 Print Bank Deposit Journal and update as usual Note and Warning You can import a closeout a second time if you didn t like the way it came in the first time For example if you 202 SchoolBooks User Guide forgot to mark a line to be posted in detail and you want to start over and import the whole deposit again SchoolBooks will allow you to import a Closeout that has already been imported an entry that has Imported in the status field BUT YOU HAVE TO BE SMART ENOUGH TO REMEMBER TO DELETE THE FIRST DEPOSIT YOU IMPORTED The system is NOT smart enough to know that you re doing the same thing over again You must DELETE that first attempt That means that if you havent already updated your Bank Deposit Journal with the bad deposit you can simply delete the entry If you need a reminder about how to delete bank deposit entries check the Bank Deposit Entry section of this manual If you HAVE already update
152. e Manual Void Check Entry Manual oid Check Entry Play School High School Bank Code A ka Check No 13552 y Date 06 12 08 Vendor No BOBSYR KA Bob s Yearbook Productions Address 1 7866 Overland Drive Address 2 City Culver City Ica Zip 90230 1544 mg 5248 Rss Inv Date l Auth By Sales Tax 0 000 GL Acct 3560 40 00 Freight Category pan Line 1 Invoice No Purpose GL Account Category Amount Accept L cancel delete a 2 FIELDS Bank Code Enter the Bank Code for this check You can lookup valid codes by pressing lt F2 gt or clicking on the lookup button to view valid Bank Codes The Bank Code must be set up first in Bank Account Maintenance 119 SchoolBooks User Guide Vendor Number Enter the Vendor for this check You can either type in the number or lookup a valid vendor by pressing lt F2 gt or clicking the lookup button If you enter a Vendor Code that SchoolBooks can t find in the Vendor Maintenance file the program will ask you if you want to add a new Vendor on the fly The default is No because the program will simply assume that you might have entered the Vendor number incorrectly If you want to add this Vendor as a new Vendor click Yes and enter the Vendor information Check Number Enter the number of the check Sch
153. e auditors question But the problem was that an auditor looking at the Bank Deposit History Report said What happened to Deposit 5 The fact that Deposit 5 was missing raised questions and concerns for many users So our users asked us to force the program to make the numbers always be sequential with no chance of having missing transaction numbers Making SchoolBooks easier to audit That s when we changed the program to assign temporary holding numbers to transactions when you enter them Then when SchoolBooks prints the Journal the program assigns the permanent numbers during the process with no user intervention allowed and uses those same permanent numbers during the update This ensures the integrity of the audit trail because the system does not allow the user to assign or change or delete transaction numbers the program does it all Permanent transaction numbers If you converted data from SchoolBooks 4 the program will pick up with the numbering for each type of transaction exactly where it left off in SchoolBooks 4 In other words if the last deposit you made in SchoolBooks 4 was numbered 407 then the next number in SchoolBooks 5 will be 408 If you are just starting to use SchoolBooks 5 the program will start with the number 101 for each type of transaction Keeping this in mind if you enter Opening Bank Deposits under System Startup you can use the numbers 1 2 3 etc without ever running into real nu
154. e descriptive Used creatively this one field can save you endless hours of answering questions like What was that 500 00 for don t remember authorizing anything like that Authorized By Enter the name or initials of the individual group who authorized this expenditure If you entered something in Authorized by on the Header tab that data will be displayed here You can type over that name if you wish This is NOT a required 59 SchoolBooks User Guide field for each line item on an invoice This field is enabled for Auto Complete For more information about how the Auto Complete feature works please go to Using Auto Complete in the Getting Started section GL Account Number Enter the account number for this expenditure or lookup the account number using lt F2 gt or the lookup button to select from a lookup list SchoolBooks will display the account description Category Enter a Category code if any for this item How much of it are you going to order f this is an Item line SchoolBooks will prompt you to enter a quantity received and a unit cost If this is an Account line you will be prompted to enter only an amount received Sales tax functionality is the same for both types of lines You enter either one or the other quantity or amount not both Quantity Amount Enter the quantity or amount received For an item line if you are purchasing 10 trophies at 3 50 each you would enter 10 in this field For an amount l
155. e original transfer will now be negative and all the lines that were negative will be positive You may NOT edit a transaction loaded from using the Reversal Button If you want something slightly different you will have to enter it manually SchoolBooks does not keep track of which transactions you have reversed The sole purpose of having this Reversal Button is to load an existing transaction backwards to save you from doing the data entry The program does NOT keep track of which transactions you have reversed This is not like voiding a check The program will not stop you from reversing the same transaction more than one times so you will need to pay attention to what you are doing Multi Line Journal and Update What does it do Multi Line Transfer transactions entered into Multi Line Transfer Entry will remain there until you print a Multi Line Transfer Journal check it the important part and answer Yes to update the journal You can always Preview or Print the journal No update from Preview If you Preview you will NOT be asked if you want to update because SchoolBooks requires that you physically print a journal prior to update This ensures that you have a chance to review your work prior to updating and provides you with a hard copy of the transactions for your permanent audit trail Even if you Preview and then choose to actually print the journal from the Preview window SchoolBooks doesn t know that you ve printed the jo
156. e total amount of Cash Checks and Credit Cards making up a deposit or a receipt See Bank Deposit Entry or Receipt Entry for more information about using this functionality Prompt When Overdrawing Account If you want SchoolBooks to warn you when you are about to overdraw an account check this box SchoolBooks will check the balance in each GL Account in PO Entry Invoice Entry and Manual Check Entry as each detail line is entered If there is insufficient money in the account to cover the expense SchoolBooks will display a warning You will be able to override the warning and proceed but at least you are warned Don t Prompt for Expense Accounts If you do want to prompt when overdrawing an account above you can choose to NOT prompt on Expense type accounts Because expense accounts usually have a negative balance this saves you from having SchoolBooks constantly prompt you about something you know anyway Check for Overdraw Accounts by Groups Check this box if you want SchoolBooks to warn you based on the encumbered balance for a group of accounts rather than a single GL Account SchoolBooks will check the balances of the accounts in the group for each GL Account in PO Entry Invoice Entry and Manual Check Entry as each detail line is entered If there is insufficient money in the group of accounts to cover the expense SchoolBooks will display a warning You will be able to override the warning and proceed but at least you are warned
157. eck Form In the option Select data or text choose the Memo field and position it on your check It s at the very bottom of the list Print Click here to begin printing checks Instant Click here to print a single check for the highlighted invoice above SchoolBooks will prompt you to enter the check number Cancel Click here to exit the screen without saving changes Help Click here for Help Computer Check Edit Report What does it do This report prints a list of every check which will be generated when you tell SchoolBooks to print Computer Checks Print this report BEFORE you start to print checks to make sure you ll be printing checks for only those invoices you REALLY want to pay This is a good report to print and have someone SIGN authorizing payment of these items You may print or preview this report Where is it Go to the Reports Menu Vendor Reports and choose Computer Check Edit Report XXXXX Using the Screen Computer Check Edit Report Play School High School caview Print Cancel 2 There is no selection available for this report It prints all the checks that it thinks you want to print Computer Check Printing Designing Your Check Form Click the Check Form button to design your check form Or go to Management System Maintenance Forms and choose Check Form For more information about how to configure your check stock see Appendix E You can test the format by printing a practice ch
158. eck in PlaySchool or another test school 125 SchoolBooks User Guide Printing Computer Checks What does it do SchoolBooks prints computer checks assigning check numbers as it prints them Checks are printed using today s date the date on your computer Please see Appendix B for detailed information about voiding checks damaged during the check printing process Load the checks into the printer SchoolBooks displays what it thinks is your next check number but you should always look at your checks and make sure before printing You can change the number of the first check if it is different Warning Make sure the checks are facing the right way in the printer and that the next check number is REALLY the next one to go into the printer Some printers feed from the top some from the bottom To begin printing checks click the Print button If you only want to print a check for one invoice click the Instant Check button SchoolBooks will begin printing checks in sequence assigning check numbers SchoolBooks gives you the opportunity to void checks that may have been eaten by the printer or printed incorrectly Print Computer Checks Please insert computer check forms into the forms printer and indicate the starting check number Starting Check Number 3371 You will be asked to enter the Starting Check Number If you check the box that reads Print Forms Alignment Banner on the first SchoolBooks will print an alignme
159. econcile It is recommended that you make a backup at this point Select yes on the screen below to go directly to Daily Data Backup SchoolBooks will prompt you to make a copy of your soon to be prior year data The program will default the name of this file to something like ZABHS0405 The Z is so the School Code will sort at the bottom of your schools list The ABHS is your regular school code The 0405 is the year that just ended You can override this name if you choose Once you ve checked everything you ll be prompted one last time to proceed The actual year end closing procedure is actually very fast Very quickly you ll see the following message Congratulations 148 SchoolBooks User Guide Year End Checklist e Do the Bank Reconciliation for June e Print and update all data entry in progress e Import all of your deposits from Tracks if applicable e Print Financial Reports be sure to run a Trial Balance as of June 30th Save this document e Print Account Analysis Reports e Do a backup and label it SBW Prior to Year End Save this disk e Save prior year data see instruction sheet SBW_107 Save Prior Year Data at Year End e Perform the Year End Process e Do another backup and label it SBW After Year End Save this disk e Print another Trial Balance as of July 1st Save this document Note Once a Year End is done you will not be able to run any of the detail reports for the prior year
160. ection What does it do Once you have entered the Header information for a check you must enter detail lines to tell SchoolBooks what the check was for You can enter new invoices right from this screen or pay invoices that are already in the system If you load invoices already in SchoolBooks the program will pull all the data from the invoice onto the check detail line On this Detail Tab you will enter a detail line for each item paid on this check As you enter the information the program displays a one line summary of each line on the lower part of the screen Using the Screen Manual oid Check Entry Play School High School Bank Code la B Check No 11234787 eN Date 110 0109 Amount 200 00 Vendor No ATHLET a Athletic Supplies For All Balance Address 1 13546 Harper 4venue City State Postal Code 07325 Country Inv izesan fA PO Purpose Food for officer lunch Amount 75 00 Inv Date 06 06 10 Auth By Jack white Sales Tax 7 ooo D GL Acct 2220 10 10 Baseball Boys Freight Line Invoice Mo Purpose GL Account Category Amount Decorations for dance 5210 40 00 Costumes for play 2310 30 00 Te Monee Jala Invoice number Enter up to 20 characters alphanumeric as an invoice number for this line entry or click on the down arrow to view invoices for this Vendor The system allows you to pay either invoices you have already entered or new ones you enter at this time Invoice Number is a required field Schoo
161. ed as needed for individual POs on the Address Tab of Purchase Order Entry Category Codes are Required Check this box if you want to require each transaction have a category code If this box is checked SchoolBooks will not allow Purchase Orders Invoices Manual Checks Receipts Bank Deposits Adjustments Transfers and Multi Line Transfers to be accepted without a category code If you also use Tracks you should also check this option in Tracks School Settings on the Integration Tab so your Bank Deposits in SchoolBooks always have the correct categories See How To Use Category Codes for more information Default Bank Codes Enter the default Bank Codes for this school The program defaults to A but if you have set up other Bank Codes in Bank Code Maintenance you can choose the default Bank Code here You have the ability to distinguish between a default bank code for deposits checks and Web Store Clearing SchoolBooks will default to the appropriate Bank Code on all screens that require a Bank Code like Bank Deposit Entry and Manual Void Check Entry Include in Consolidations Check this box if you want to include this school reports that will consolidate data for multiple schools Leave the box cleared if you do not want to include this school in consolidated reports Note When you want to produce consolidate reports make sure that ZPLAY the demo data school is not checked School Type Choose the type of school The pro
162. ed for this Bank Code Amount Enter the amount of the check Date Enter the date of the check Be sure to use the actual date of the check not today s date Vendor name Enter the name of the company or person who received this check Note This name is NOT validated in the Vendor file and the amount entered here is NOT picked up in the 1099 file Printer Icon The Printer button will print the Opening Check Report For more information and helpful hints about entering your beginning balances see Appendix D 31 SchoolBooks User Guide Opening Bank Deposits What does it do This screen allows you to enter deposits which are in transit at the time you first began using SchoolBooks You will enter these deposits so the system will know about them for the purposes of doing the Bank Reconciliation You don t enter them through the Bank Deposit Entry section of the program because the amounts are already included in your opening balance figures Where is it Go to Management System Maintenance System Startup and choose Opening Bank Deposits Using the Screen This screen allows you to enter deposits which are outstanding at the time you first began using SchoolBooks Opening Bank Deposits Play School High School Bank Code Si Deposit Number Ln a Amount 250 00 Date 05 14 09 Deposit Description Grad Night ticket sales KIN Caer ss JJ Bank Code Enter the Bank Code for this deposit Deposit No Enter a number fo
163. eed button The third option works just like voiding checks and is explained on the screen above If you want to void some of the purchase orders you printed choose this option and click the Proceed button When can you reprint an existing PO You can reprint an existing purchase order if the following things are true 1 The PO is still open That means you can pull it up and view it in Purchase Order Entry If it s already closed you can t reprint it 2 You originally printed the purchase order in SchoolBooks That means you didn t enter it as a manual purchase order 3 In your School Settings options Accounting Tab the Allow Reprint Purchase Orders checkbox is checked How to reprint a PO 1 Bring the PO to the screen in Purchase Order Entry 2 Check the Print PO box 3 Click the Accept button 4 SchoolBooks will prompt you to enter the next PO number as above Printing from the Entry Menu If you haven t printed each purchase order as you entered it you can print a whole batch at one time by going to Print Purchase Orders on the Entry Menu SchoolBooks will print purchase orders for all entries that still have temporary numbers like NEW0004 assigned to them Where is it Go to the Entry Menu and choose Print Purchase Orders Purchase Order Entry Print Purchase Orders Invoice Entry Manual Void Check Entry Computer Checks Receipt Entry Print Receipts Import From Tracks 10
164. eed to enter any ruined checks into Manual Void Check Entry First check that printed incorrectly Po Choose the first option to start all over Select the second option of NONE if the checks did not print correctly Checks may not have printed correctly for several reasons among them 1 You forgot to put the checks in the printer 2 You put the checks in the printer upside down 3 You entered the wrong starting check number 4 The printer ate your checks An aside How is it that printers always seem to know when there are actually checks in the printer as opposed to blank paper you don t care about They do know of course Select the third option if only SOME of the checks printed correctly If you enter the number of the first check that was printed incorrectly the program will process the checks up to that number and leave the other invoices as they were Note See Appendix B for detailed information about voiding checks In this section we will assume that all checks printed correctly so we ll answer Yes and see the following message 1 Please remove the checks from the printer aw Ok SchoolBooks displays a warning telling you to remove your checks from the printer Next you will print the Computer Check Journal Computer Check Journal And Update What does it do Computer Check transactions entered into Computer Check Entry will remain there until you print a Computer Check Journal check it
165. eennnennennenenne 18 Three Step Update Hrocess 6 Tracks Import from Tracks occcccccccccoccncconnno 96 201 Interface with SchoolBooks 16 201 NSF Checke uk 198 Path to Closeout Import 16 Path to Tracks Data 16 Receipt Number 97 Transaction Numbers nnnsnnannnennennnneseennnne 200 IANS IE r ENY EE 133 Transfer History Report ceee 139 157 Transfer Journal and Update 134 EC E 129 Cash Transfer Entry cccccceesseeeeeeeeees 135 Multi Line Transfer Entry ccccseeeeeee 137 FLOVEISING a as 133 EEN 133 Transfer History Report ccceeccce 139 Tial Balance ees es 159 TROUBDIESNOOLING iia 178 U A ee cette ee eee 19 Be Beie Un WEEN 11 User Group Mammtenance 63 Using Auto Complete 000000nnnno00000aanneennaan 9 V Varnan EE 195 Vendor Analysis Hepnort 43 168 Vendor Check History Report o 166 Vendor LISUNO rasa 167 Vendor Maintenance 38 Vendor Reports ccccccccccccccssseseeeseeeeeeeeeeeeas 165 Vendors 1099 Information 40 POON AA 39 Assiging Vendor Number 38 For Bank Accounts c0occccccoccnnccnoncncnnnnconcnnanonoos 44 Inactive VentorS occccoccccccccncconnnccannconanoconon 40 Payment Terme 40 Purge Check HISO usa wee a 72 WwW Recalculate Account Balances 79 Renumber Merge Utility 80 Where And How Do You Find It
166. eld is display only You may not edit this field Hint When you first begin using SchoolBooks you ll want to enter any existing purchase orders which are still open now Once you have entered your existing purchase orders you ll be able to print an Open Purchase Order Report to see all your outstanding purchase orders You ll also be able to print an Encumbrance Report or view an Account Snapshot to see the encumbrances against various accounts Information about Purchase Order forms can be found in Appendix L which discusses forms setup options We are going to make the distinction here between computer purchase orders and manual purchase orders This distinction is exactly like the difference between computer checks checks printed by the computer and manual checks checks typewritten or handwritten and entered after the fact into the computer We enter these two different types of purchase orders in slightly different ways How to enter information for a new computer purchase order not yet printed Purchase Order Click New Document or press lt Alt X gt for the next temporary PO number SchoolBooks will assign a temporary number which will be used until the actual purchase order is printed and a real purchase order number is assigned The Print PO option will be checked by default when you enter this type of purchase order because the program knows you haven t printed it yet How to enter information for a manual purchase order The assumpt
167. elds Using the Screen 42 SchoolBooks User Guide vendor Maintenance Play School High School Test Vendor Number BOBSYR Name Bob s Yearbook Productions Type PO Date Auth By Orig Amt Current Amt 07 05 2008 Hilda Weston 150 00 D0 07 15 2008 Hilda Weston 16 000 00 16 950 00 af Accept Af Delete Lua 2 By simply double clicking on the purchase order you are able to see the details as seen in the example below Purchase Order Details Play School High School Test Vendor BOBSYR Bob s Yearbook Productions Po No 1001 Date 07 05 2008 Une No Purpose GL Account GL Description Total 1 Yearbook Cover 3560 40 00 Yearbook Trust Printing The Vendor Analysis Report Printer button The printer button on the Vendor Maintenance screen launches the Vendor Analysis Report The Vendor Analysis Report gives you an instant printout for this vendor together with detail about open POs open invoices and check history Where is it Go to the Reports Menu Vendor Reports and choose Vendor Analysis Report Bank Account Maintenance What does it do After you set up GL Accounts for all your accounts including cash accounts you will need to tell SchoolBooks which of those accounts are connected to an actual bank account You must assign a Bank Code to a cash account before you can enter checks deposits or adjustments for that account Bank Account Maintenance is where you will add new Bank Account Codes or edit
168. emember these settings 95 SchoolBooks User Guide Import From Tracks What does it do This program can import daily sales transactions directly into SchoolBooks from Tracks without your having to re enter them You are not required to use this feature if you want you can enter all your deposits by hand into Bank Deposit Entry This program merely provides a shortcut It imports Tracks transactions sorted by Closeout allows you to summarize them by account number and moves them to the Bank Deposit file just as if you had typed them in yourself Where is it Go to the Entry Menu and choose Import from Tracks Hint f you have Tracks you must set up Tracks to send transactions to SchoolBooks See information in Appendix K about how to set up both SchoolBooks and Tracks Using the Screen SchoolBooks displays all the records imported from Tracks These records are sorted in date order and show the date and total amount of cash for each Closeout report in Tracks Import From Tracks Play School High School Test Deposit Date 09 01 09 Bank lw Y Amount Deposit Total Imported Deposit Total 3 Imported Deposit Total Imported Deposit Total Imported Deposit Total 00 Imported Deposit Total Imported Deposit Total Imported Deposit Total Imported Purpose Amount Verify the line s above select Summary Detail as desired and click Import to complete the process laa a ney Bank Code Choose the correct Bank Code for this
169. en allows you to enter and or change the format of your checks either continuous feed checks or laser checks You can choose the type of check like Check Stub Stub or Stub Check Stub And you can format your check face using drag and drop to place fields where you want them You cannot design the format of the check stub this format is controlled by the program and may not be changed Where is it Go to the Management Menu System Maintenance Forms and choose Check Form Detailed Instructions in Appendix E See Appendix E for detailed instructions on how to format your check Receipt Form What does it do SchoolBooks prints two copies of the receipt per page one for the customer and one for you to keep You can print receipts on plain 8 Y x 11 paper or pre printed forms This screen allows you to enter and or change the format of your receipts either continuous feed receipts or laser receipts You can format the Header and Detail sections of the receipt SchoolBooks allows you to load a template for plain paper pre printed form import from another school or import the format from an external file Where is it Go to the Management Menu System Maintenance Forms and choose Receipt Form Detailed Instructions in Appendix E See Appendix E for detailed instructions on how to format your receipt Purchase Order Form What does it do You can design your purchase order form to your own formatting requirements SchoolBooks purchase
170. enance Change User School What does it do Of course SchoolBooks allows you to do accounting for multiple schools There is a school called PlaySchool ZPLAY that comes with your software already loaded when you install SchoolBooks You can use PlaySchool as a place to try things out practice making transactions train new people print sample reports all sorts of useful things When working in SchoolBooks you can change schools at any time You can use the same screen to login as a different user Where is it Go to File and choose Change User School Change School 1 SchoolBooks will display a window with all the schools found in School Maintenance 2 Select the school you want by either double clicking on it or highlighting the school and click Select Note You must first set up a new school in School Maintenance on the Management System Maintenance menu before you can access the school here You can use the lookup button to display a list of valid schools in your system SE School Code School Name School Code GNORTHHS G North High School Default School GWESTES G West Elementary School UD Play School High School User ID RTODD Mackenzie Bennewith School North County High SChool password sd Scots SC District SC School One SCTWI SC SChool Two aw Login T District v GEASTES Schools 6 15 of 19 Change User What does it do SchoolBooks allows you to set up user codes and passwor
171. enu Vendor Reports and choose Open Invoice Report Using the Screen Open Invoice Report Play School High School Test Selection All Starting Ending Vendor Number lzzzzzz2222zzd Print Detail Remember Settings Vendor Number If you want to print an Open Invoice Report for all Vendors leave the All box checked and click on Print or Preview If you do not want to see all your Vendors but only a specified range of Vendors you can enter a starting and an ending Vendor Number Print in detail Check this checkbox to print all the transaction detail like on an Account Analysis Detail Report Leave the checkbox cleared to see one line per GL Account like on an Account Analysis Summary Report The system default is for Summary Remember Settings Check this box to have SchoolBooks remember the settings for the next time you run this report Clear the checkbox if you do not want the program to remember these settings 115 SchoolBooks User Guide ltems Received Journal What does it do Items ordered on purchase orders are considered received when they are invoiced through Invoice Entry When you enter an invoice against an existing purchase order SchoolBooks keeps track of the quantity received and prints this data on the ltems Received Journal This journal prints detailed information about items received and the cost of these items If you are integrated with Tracks updating this journal will increase the
172. ep track of 2 years ago 1 year ago etc You can call it anything you want like using the fiscal year end instead Proceed Click Proceed to have SchoolBooks make the copy Cancel Click Cancel to return to the menu How to Complete the Process After the process is complete go to School Maintenance on the Management System Maintenance menu and find your new school Change the name of ZPLAY01 to PlaySchool HS 2003 2004 or something like that so you know that it s your old data not your current data You can even make it easier to distinguish your current school from a prior school by using a different desktop color for each school For example you can have your current school have a WHITE desktop while your prior year school has a RED desktop You can set the color of your desktop by using Desktop Button Maintenance or follow the steps below 1 Click the Reorganize Button on the lower right side of your SchoolBooks desktop 70 SchoolBooks User Guide Desktop Background Maintenance Blue Orange Red Purple Green 2 Click Proceed to accept the Add or Delete Buttons option E Manage Buttons Select the desired management option and then click Proceed Add Delete Buttons This will take you to the Desktop Button Maintenance screen Move Buttons This will allow you to rearrange the Buttons on your Desktop O Reset Positions This will reset your Butto
173. eports Menu Purchase Order Reports and choose PO History Report Using the Screen PO History Report Play School High School Test Sort by PO Number ho Selection All Starting Ending Vendor Number po lzzzzzzzzzz A Date 07 01 2009 09 02 2009 PO Number ra Print PO Detail Remember Settings Sort by You can choose to sort this report by Vendor Number or by PO Number Vendor Number Enter a Starting and Ending Vendor Number for this report or leave the box checked for ALL vendors 169 SchoolBooks User Guide Date Enter a Starting and Ending PO Date for this report or leave the box checked for ALL dates PO Number Enter a Starting and Ending PO Number for this report or leave the box checked for ALL purchase orders within the Vendor and Date range Print PO Detail You can print this report in summary or detail The summary version will give you a list of purchase orders with just the header information like the PO Number Date Vendor Name etc one line per PO The detail version will give you all the permutations of what happened on the purchase order the original detail lines with quantities ordered and received every change to the PO all the invoices that have been applied to the purchase order etc Check the box if you want the detail version Remember Settings Check this box to have SchoolBooks remember the settings for the next time you run this report Clear the checkbox if you do not want the program t
174. eports together It also allows Districts to isolate transactions for specific months when posting to District systems 181 SchoolBooks User Guide Appendix B Void Checks SchoolBooks handles three kinds of void checks through Manual Void Check Entry 1 Void a check that has never been written You want to void a check that had coffee spilled on it or that was unusable for some other reason You enter it into Manual Void Check Entry so you will have a complete record of every SINGLE check even void checks This check will be entered with a zero amount and use the date you voided it as the check date For more information see the section in Chapter 10 2 Void a check that was previously written When you enter a check into Manual Void Check Entry the system checks to see whether it can find the check number in the SchoolBooks check history file If it finds the check number as a previously written check the system assumes that you want to void the check SchoolBooks prompts you Check has been recorded Do you want to reverse it Yes No The system remembers the amount of the check and the G L account distributions for this check The system will display the header and detail records for this check all with negative values If you want to reverse this check click on Yes that it s correct For more information see the section in Chapter 10 3 Void a check that was entered as outstanding When you want to void a check that was entere
175. er and before you even notice three checks are torn 103 104 105 The system printed two checks 101 102 correctly before the problem happened When the system prompts Did the checks print okay Answer No Then choose Option 3 The number of the first check that printed incorrectly is 103 Then click Proceed The next three checks are ruined The system will then void checks 103 to 105 When you re start the check printing process the starting check number will be 106 Scenario 2 You enter the starting check number as 101 and begin printing checks SchoolBooks prints checks for 101 through 105 but oh dear you forgot to put the check into the printer In this case when the system prompts Did the checks print okay answer No and choose Option 1 to start all over again A word to the wise NEVER LEAVE CHECKS PRINTING UNATTENDED ALWAYS STAY NEAR YOUR PRINTER WHEN PRINTING CHECKS OR ANY FORMS In our experience if a printer is going to eat anything it will probably eat a check 183 SchoolBooks User Guide Appendix C SchoolBooks Computer Forms SchoolBooks makes use of standard computer forms You can order these forms through Blue Bear or have them printed using another forms supplier Blue Bear sample forms are shipped with SchoolBooks software and product numbers are provided below You can call your Account Manager for a quote Computer Checks You can use the SchoolBooks computer check form editor
176. er the amount of the transfer Enter the account number the money is coming from Enter the account number the money iS going to Enter the From and To Bank Codes SchoolBooks will display the bank account information Enter the purpose of the transfer be detailed Enter the person who authorized this transfer 175 SchoolBooks User Guide _Cash Transfer Entry Play School High School P Fos mi Transfer Number NryDooos e E Date 09 30 09 Transfer Mode Amount 500 00 Check No From Bank Bank Code la B Sunshine Bank Checking From GL Account 1000 00 00 Cash Chkg Sunshine Bank To Bank Bank Code LA West Bank Savings Account To GL Account 1005 00 00 Cash Savings West Bank Wendor WESTBK West Bank Purpose Transfer to savings Authorized by Jack White Ref No 8954 Tacen geen Jak How to set up a Petty Cash Fund Decide on an amount like 100 Use a Petty Cash Request form to keep track of each petty cash disbursement you make Ideally each person who gets petty cash from you would sign the form a little IOU verifying that they received money from you Let s assume you want to use the following accounts and you want to set up a petty cash fund of 100 00 Let s assume you write a check to yourself to set up the account Account Number 1000 Petty Cash Account 1050 Cash Checking Account 1 Set up both accounts in GL Account Maintenance 2 Goto Cash Transfer Entry 3 You can choose
177. erdrawn warnings if you have checked the option to Prompt when overdrawing account on the Accounting Tab in School Settings Before SchoolBooks saves the line the program checks to make sure there is enough money in the GL account you have chosen If the account is short the program displays n Overdrawn message You can click on Proceed to go ahead and accept the line or you can choose Cancel to select a different GL account for this line Overdrawn This line will overdraw account 2220 10 20 by 395 15 Show this prompt again Z bros Line Options OK Click OK to accept and save this line Undo Click Undo to leave this line without saving changes 113 SchoolBooks User Guide Insert Click Insert to insert a blank line above the currently selected line Delete Click Delete to delete the currently selected highlighted line Detail lines displayed below SchoolBooks calculates and displays the extended amount for each detail line You may not edit these fields When you have completed one detail line the program automatically moves to the Line Type field for the next detail line You may either enter another line or press lt Enter gt to have the program move to the Accept button to complete this invoice Line Detail Display at bottom of screen Line Type berm Ubu Oty hy Cost Amount Tas Freight Total Purpose Ord Rec BO D Account Category Line The line number Type
178. erything See Appendix for more details about how to use this feature Summarize Level Enter the account mask for summarizing this report by entering the characters as shown above The example on page 9 16 shows how to summarize the report by the first four characters of the GL Account number If you have a short account number you probably will not use this field Just press Enter to accept the default of everything See Appendix for more details about how to use this feature Print Accounts with zero balance Check this checkbox to see all accounts regardless of the balance Leave the box cleared to see only GL Accounts with a non zero balance Use GL Print Groups If you have defined GL Print Groups and want to include sorting and subtotals by Print Group check this checkbox Leave the box cleared to print all accounts in their natural order with totals only for Income and Expense Remember Settings Check this box to have SchoolBooks remember the settings for the next time you run this report Clear the checkbox if you do not want the program to remember these settings Budget Report What does it do The Budget Report displays your revenue and expense accounts with budget and variance amounts through a selected date The format is a typical Profit and Loss Statement but with the addition of budget amounts Where is it Go to the Reports Menu Financial Reports and choose Budget Report Using the Screen 16
179. es against each detail line and will NOT be removed during period end processing e A Multi Vendor PO is a purchase order that can be used by several vendors For example you might issue a PO to OFFICIALS because you dont know exactly which guys are going to be acting as referees for the Boys Basketball game By using the Vendor OFFICIALS to encumber the account you ll be able to record a future expenditure Then when Ted Joe and Sam all work the game and need to be paid you can point all those check requests at the same PO Backorder button If you enter one or more invoices for less than the total amount ordered on this line SchoolBooks will backorder the quantity or the amount You can use the Backorder Button at the bottom of the screen to edit this amount if necessary For example if you originally ordered 10 widgets and have invoiced 4 of them you will show a backorder qty of 6 widgets But maybe the coach tells you he is canceling the rest of the order and he doesn t want those remaining 6 widgets That s when you would highlight the line use the PO button to edit the backorder quantity amount field and change the quantity amount field Using the backorder button has no effect on an invoice It only adjusts the amount that is still open on the purchase order How to enter information for a new purchase order not yet printed Purchase Order Click New Document for the next temporary PO The system will assign a temporar
180. ettings Check this box to have SchoolBooks remember the settings for the next time you run this report Clear the checkbox if you do not want the program to remember these settings 162 SchoolBooks User Guide Banking Reports Bank Deposit History Report What does it do The Bank Deposit History Report prints a list of all bank deposits between two dates for selected Bank Codes Where is it Go to the Reports Menu Banking Reports and choose Bank Deposit History Report Using the Screen Bank Deposit History Report Play School High School Test Selection l Starting Ending Date 07 01 2009 09 02 2009 Bank Codes rr y z Q Remember Settings Date The report selection screen defaults to All dates where the 12 31 99 is 12 31 2099 If you want a specific date range enter a starting date and an ending date Bank Code The report selection defaults to All Bank Codes If you only want to view bank deposit history for specific Bank Codes enter a starting Bank Code and ending Bank Code Remember Settings Check this box to have SchoolBooks remember the settings for the next time you run this report Clear the checkbox if you do not want the program to remember these settings Receipt History Report What does it do The Receipt History Report shows you receipt history detail for all receipts within a selected date range Where is it Go to the Reports Menu Banking Reports and choose Receipt History Report Usi
181. fix something in the Bank Reconciliation Wizard 11 SchoolBooks will prompt you to complete the Bank Reconciliation process You must do this final step in order to remove Cleared items Click Finish 195 SchoolBooks User Guide E To complete the Bank Reconciliation process press Finish This will mark all Cleared items as Processed so that they won t show up in any future bank reconciliations and update the beginning bank balance in the database If you do not want to complete the process at this time you can press Cancel and all of your work will be saved You can then restart the process later and press Next through all of the Wizard screens until you get to this point again to complete the process 12 Now you ll see the final message The Bank Reconciliation is finished Congratulations you did it L All Done d Bank Reconciliation Is Finished OK File these together every month a Bank Statement b Bank Reconciliation Report el Account Analysis Detail Report for your Cash Account WHEN TO CALL BLUE BEAR FOR HELP If you balance with the bank and have a variance call Blue Bear If you have a variance BUT ARE NOT IN BALANCE WITH THE BANK yet don t call yet don t worry about the variance Get the ending Bank Statement balances correct and the variance may disappear Warning You should only attempt to balance one month at a time Never go on to the next month when a prior mont
182. g that the line has been partially or completely received Type The line type either Item Amount or Comment Quantities Ordered Received Backordered This is obvious as are the rest of these fields SchoolBooks will calculate and display the extended amount for this detail line over on the far right In our trophies example the amount displayed is 150 00 You may not edit these fields They are for display only If you want to edit a specific line click on it and SchoolBooks will load it into the area above SO you Can edit It Hint You do have the option to adjust the amount that has been backordered See the note below on the Backorder button in the lower left of the screen when you select a line item in an existing purchase order Backorder button If you enter one or more invoices for less than the total amount ordered on this line SchoolBooks will backorder the quantity or the amount you have not received invoiced You can use the Backorder Button at the bottom of the screen to edit this amount if necessary For example if you originally ordered 10 widgets and have invoiced 4 of them you will show a backorder qty of 6 widgets But maybe the coach tells you he is canceling the rest of the order and he doesn t want those remaining 6 widgets That s when you would highlight the line use the PO button to edit the backorder quantity amount field and change the quantity amount field Using the backorder button has no effect on an invoi
183. ge on the screen What does it mean It means that the total of the Detail line amounts you have entered does not equal the amount you entered in the Header section for this record For example if you entered 500 00 on the Bank Deposit Entry Header but only distributed 450 00 of that amount to various accounts in the Detail section SchoolBooks knows you are not in balance You can see the amount still remaining to be distributed up in the right corner But suppose you don t know where to put that 50 00 or you get interrupted and can t finish this entry When you try to leave this screen SchoolBooks warns you with Entry is out of Balance Save and exit anyway If you answer Yes the entry is saved But you can t update until you go back and make it be in balance If you answer No you opt to fix it now Journal is Out of Balance Problem The system prints Journal is Out of Balance on the report and doesn t ask me if want to update What does it mean The message Journal is Out of Balance appears when SchoolBooks either knows that an entry is out of balance or it cannot find a GL Account number This might mean one of the following 1 The total amount of the Bank Deposit doesn t equal the total of the detail lines for a given deposit 2 The total amount of the Invoice doesn t equal the total of the detail lines for that invoice 3 The total amount of the Manual Check doesn t equal the total of the detail lines for that check
184. general ledger and or the bank reconciliation file Note Purchase Orders and Invoices are NOT posted to the general ledger and are NOT updated in this way This Three Step Update Process applies to everything on the Entry Menu with the exception of Purchase Orders and Invoices Think of each entry screen as a bucket You put transactions into the bucket and they stay there happy as can be until you print a journal and say Yes to update So these are the steps to enter a bank deposit Go to Bank Deposit Entry and enter your deposit View Print the Bank Deposit Journal Check it over to make sure it is correct o Joumal Some districts require their schools to print the journal and file it as part of the audit trail Please check with your district about whether journals should be printed When SchoolBooks asks you if the data printed correctly and if you want to 3 Update update answer Yes both times Always check the printed journal BEFORE you answer Yes to any update question That s it In this example the bank deposit data is updated to the general ledger so it will print on financial reports the Bank Deposit History Report etc Itis also updated to the Bank Reconciliation file so it will be available when you balance your bank statement Each journal and every transaction is assigned a number during this process For more information about how SchoolBooks assigns transaction numbers see Appendix J 6 SchoolBo
185. ght of your screen When you move a window in SchoolBooks the program remembers where you placed it so that the next time you click on Bank Deposit Entry the screen is positioned in the same place This option allows you to reset the default location for all your screens Where is it Go to Management Special Functions Utilities and choose Reset Moved Screens 82 SchoolBooks User Guide Chapter 4 Receipts and Bank Deposits This chapter covers three main topics 1 Receipts Entering manual receipts and printing SchoolBooks receipts 2 Bank Deposit Processing 3 Importing Receipt Sales data from Tracks Receipt Processing This section explains how SchoolBooks can print receipts or allow you to enter information from handwritten receipts Receipts are designed to be printed on either multi part forms or laser forms For information about designing receipt forms refer to Appendix E SchoolBooks allows you to enter two kinds of receipts Manual receipts that came from another source or Computer receipts generated by the system The Receipt Flow Enter Manual receipts in Receipt Entry for receipts that have already been handwritten and or Enter new receipt information into Receipt Entry and have SchoolBooks print a receipt At the end of the day print a Receipt Journal Update the Receipt Journal to automatically create an entry in Bank Deposit Entry for the total amount of all your receipts Print the Bank Deposit Jour
186. ght try using GL Print Group Codes to group and select certain types of accounts Review of GL Account Mask This is a quick review of masking You have entered the display mask for your GL Account numbers on the School Settings Tab under Management Menu Customize Account numbers may be alphanumeric SchoolBooks stores the actual GL Account number as one continuous number of 25 characters but when the program displays that number on the screen or on a report it uses this mask to format it the way you want to view it Valid characters are as follows 9 where 9 represents both letters and numbers and the valid segment separators are the period the hyphen dash and the forward slash You may have as many segments as you wish and the separators do not count as characters If your account number looks like this 1234 56 78 enter your mask as 9999 99 99 If your account number looks like this 1234 AB 789 23 enter your mask as 9999 99 999 99 Using Masking for Report Filters If you have a 3 or 4 digit account number just ignore this section Why Because you won t need to separate things by GL account segments you don t have segments But if you have a longer more complex account number you can enter the masking characters for the accounts you want to select for various reports using the actual segment numbers to detail particular accounts For example let s assume you have a 3 segment account number with a
187. gn a temporary number which will be used until the actual purchase order is printed and a real purchase order number is assigned The Print PO option will be checked by default when you enter this type of purchase order because the program knows you haven t printed it yet How to enter information for a manual purchase order The assumption here is that you are going to enter a manual purchase order that was written on a special form or generated elsewhere on campus A further assumption is that you are going to enter the actual PO number on the source document Purchase Order Enter the PO number from the manual purchase order How to edit an existing purchase order The assumption here is that you need to make a change to a purchase order that has already been entered into the system Purchase Order Click the drop down arrow or press lt F2 gt to view open purchase orders and to select a purchase order to edit Purchase Order Entry Header Section What does it do Enter existing Manual purchase orders and information for purchase orders you want SchoolBooks to print Computer purchase orders Using the Screen Purchase Order Entry Play School High School Test PO Number 4051 KA Date 07 07 2009 Amount 10 00 Vendor Number GREEN EN Green Photography Company Purchase Order Type Standard e Original Received Backorder Unit Cost Taxable Rate Freight Tax T Purpose l BO GL Account Amount Tax Freight 0 5450 00
188. gram will group these schools together on the summary report For example all the high schools will be grouped together Use Sub Accts Check this box if you want to establish default values for the sub accounts in your GL Account mask If this option is turned on you will be able to access Sub Account Maintenance on the Maintenance menu If this option is turned on you will only be able to enter GL Accounts in GL Account Maintenance that comply with the values entered in Sub Account Maintenance For example assume you only want to allow the values 00 and 01 in the second segment of your account number AND you have those values entered in Sub Account Maintenance If you then try to enter a GL Account 4544 02 00 in GL Account Maintenance you will receive a warning message that the value for the second segment is not a valid value See Sub Account Maintenance for more information about using Sub Accounts Take type from Segment You can assign Account Types to one of the sub account segments Then when you enter a new GL Account SchoolBooks will automatically load that Account Type into the Type field for the new account Use From To in Multi Line Transfer Check this box to select the To and From accounts instead of using positive and negative numbers See Multi Line Transfer Entry for more information 23 SchoolBooks User Guide Use Payment Types in Deposits and Receipts Check this box if you want the ability to enter th
189. gram will return to the menu You must select Yes by clicking on Yes or using the cursor keys to move to the Yes to have SchoolBooks update these entries This protects you from accidentally hitting the lt Enter gt key and having the program perform an update without your approval This also means that SchoolBooks NEVER does an update without you 134 SchoolBooks User Guide Cash Transfer Entry What does it do Use Cash Transfer Entry to move money between cash accounts You can use Cash Transfer Entry to record a phone transfer or a transfer by check You will also use Cash Transfer Entry to void a previously written Cash Transfer check When you update the Cash Transfer Journal SchoolBooks creates transaction records in the General Ledger and also in the Bank Reconciliation file for both banks Where is it Go to the Entry Menu and choose Cash Transfer Entry Using the Screen Transfer Number BB Date Check No From Bank Bank Code To Bank Bank Code To GL Account Vendor Purpose Authorized by Transfer Number To enter a new cash transfer click New Document for the next new number or click the drop down button or press lt F2 gt for a list of cash transfers which have not yet been updated You may not assign your own number because SchoolBooks assigns the next sequential number when it prints the journal See Appendix J for more information about how SchoolBooks assigns transaction numbers Dat
190. gs you ordered When you print a check the purpose on the TOP LINE ITEM prints on the check stub as a description for the invoice e lf you selected a Tracks Item Number in the previous field SchoolBooks will display the Item Description from Tracks in the Purpose field This field is enabled for Auto Complete For more information about how the Auto Complete feature works please see Using Auto Complete in the Getting Started section Hint This is the description that will stay with this entry forever on your books be descriptive Used creatively this one field can save you endless hours of answering questions like What was that 500 00 for don t remember authorizing anything like that 53 SchoolBooks User Guide Authorized by Enter the name or initials of the individual group who authorized this expenditure This field will be populated automatically with the name you entered on the Header Tab You can type over that name if you wish GL Account number Enter the account number for this expenditure or lookup the account number using lt F2 gt or the lookup button to select from a lookup list The system will display the account description Category Enter a Category code if any for this item How much of it are you going to order f this is an Item line SchoolBooks will prompt you to enter a quantity ordered and a unit cost If this is an Account line you will be prompted to enter only an amount Sales tax functionality
191. h Chkg Sunshine Bank Harbor Middle School 66 000 12 6 490 21 l 107 046 32 Play School High 5 choo 16 000 12 AS 6 490 21 DH 67 04632 Thomas Grey Middle Schoal 10 000 12 Kr 6 436 21 O58 82 048 32 Westview Elementary School 15 000 12 wt 430 050 07 040 32 1000 00 00 Cash Ehkg Sunshine Bank DO 00 Cash Savings West Bank Harbor Middle School 3 521 46 i 1 050 00 Play School High ohoo 3 521 46 1 050 00 Thomas Grey Middle Schaal 3 527 48 1 050 00 Westview Elementary Schaal 21 a i 1 050 00 1005 00 00 Cash Savings West Bank D0 00 Petty Cash Harbor Middle School Play School High School Thomas Grey Middle School Westview Elementary School 1100 00 00 Petty Cash Account Number Select a Starting and Ending Account Number or leave the box checked for all accounts Date Select a Starting and Ending Account Number or leave the box checked for ALL accounts Filter This option works exactly the same way it works on other SchoolBooks reports If you want to filter your selection enter the appropriate account segment value here For example assume all your Girls Athletic accounts have a 20 in the 2nd segment of your account number and you want to see only these accounts You would enter a 20 in the 2nd segment putting question marks 7 in the rest of the mask Now SchoolBooks will only print accounts with a 20 in the 2nd segment of the account See Appendix for more details about how
192. h is not in balance and you have not completed balancing successfully You will create more problems by trying to do two months atonce Trust us we know 196 SchoolBooks User Guide Appendix G Multi School Bank Reconciliation Instructions When would you use this feature Assume you run several schools on the same copy of SchoolBooks but instead of each of them having separate checking accounts you have only ONE checking account and write checks for ALL the schools out of that one account SchoolBooks can do a Bank Reconciliation for this bank account How does it work Tell SchoolBooks which schools are to be included in the Multi School Bank Rec a Goto the Management Menu Customize School Settings Accounting Tab b Click the checkbox to Include in Multi School Bank Rec Do this for each school to be included in the multi school bank rec c Make sure the PlaySchool demo data school and any other test school you may have do NOT have the Multi School Bank Rec option flag checked Include in Multi School Bank Rec Recalc Balances on Startup Show Export Number in GL Acct Maint Show Category in GL Transactions 1 Doa regular Bank Reconciliation When you start the bank reconciliation program from any one of these schools SchoolBooks will go out and pull in data from the BANKREC files in all the individual school directories and place them into one big bucket for you to work on You can go ahead and mark your cleared checks
193. hase Order So you can do it here and save yourself from having to go back to PO Entry Loading Invoices From Existing Purchase Orders If you entered a PO on the Invoice Header Screen SchoolBooks prompts you to select which PO line items to copy to the current invoice Click the items that are included on this invoice or click Select ALL to select all the items on this purchase order PO Selection Screen Play School High School Kack ml Line Status Type Purpose Amount GL Account Description Note Comment lines will not be loaded on the invoice even if you select them here Click OK when your selection is complete SchoolBooks will load all the detail lines from the purchase order into the Invoice Entry Detail screen where you may edit each line item to correct quantity cost or other information as necessary 114 SchoolBooks User Guide Open Invoice Report What does it do This report shows a list of all open invoices sorted by Vendor Code In addition to invoice information the report also shows the invoice status H On Hold Do Not Pay X Invoice Out of Balance Note The summary version of the report displays a total of all the invoice header amounts The detail version of the report displays a total of all the invoice detail line amounts If all open invoices are in balance these reports will show the same total if any invoice is out of balance the reports will not show the same total Where is it Go to the Reports M
194. he Daily Receipt Journal 1 From the Receipt Entry screen click the Printer button on the lower right side of the screen 2 From the Journals Menu choose Receipt Journal You may choose to print or preview Using the Screen Receipt Journal Play School High School Test 87 SchoolBooks User Guide If you chose to Print the Receipt Journal SchoolBooks will prompt you as follows SchoolBooks i Did the Receipt Journal print OK and ts the data correct If the Receipt Journal looks complete click Yes The program then displays the next window SchoolBooks i Do you wa nt to update the Receipt Journal If you are ready to update that means you ve looked at the journal and everything looks OK click Yes If you don t want to update at this time click No or press Enter to return to the menu Why would you ever say No You might say No because you realize there were some manual receipts you forgot to enter Or you might say No because you see a receipt on the journal that is wrong and you want to reverse it and then re enter it If by chance you have NOT printed a computer receipt that needs to be printed SchoolBooks will display a warning message You will need to print this receipt before it can be updated 88 SchoolBooks User Guide Receipt History Report What does it do The Receipt History Report shows you receipt history detail for all
195. he amount of cash you have and the correct Adjustment Type is INCOME because we want it to show in the Income column ei If you have not entered your NSF checks and NSF fees in Tracks enter them in SchoolBooks as NEGATIVE amounts to INCOME because they originally went into income d Mark Adjustments as Cleared on the Bank Reconciliation screen the same way you cleared checks and deposits Balancing You will know that you have balanced your bank statement successfully when the Bank Statement closing balance on the screen equals the closing balance shown on your Bank Statement In the example shown above you can see that we are NOT in balance Why Because the Ending Balance above on the right is 26 583 04 and the Calculated Bank Balance on the left is 26 226 48 They do not equal each other and they are displayed in red on the screen WHEN THESE AMOUNTS EQUAL EACH OTHER THEY WILL BOTH DISPLAY AS GREEN Bank Reconciliation Play School High School Deposits In Transit Opening Bank Balance 5 000 Outstanding Checks Cleared Deposits 5 923 7 Outstanding Adjustments Cleared Checks Charges Calculated Book Balance Cleared Adjustments 43 Actual Book Balance Calculated Bank Balance Variance Don t worry if the bank has included items you classify as adjustments in with their checks if the ending balances are the same you are in balance a Your Bank Reconciliation screen should also show a zero variance with your act
196. he program will remember how you sorted before and display according to that option again c Use the back and next buttons to move forward or backward through the screens 5 Difference In the example above you can see on this screen that the difference we re off is 11 56 It looks like we haven t cleared that first adjustment This field will always display the difference between the Ending Bank Balance and the Calculated Bank Balance When it becomes zero you re in balance and GREEN 194 SchoolBooks User Guide 6 Deposits Mark your deposits as Cleared a For each deposit shown on your bank statement find the deposit on the Bank Reconciliation screen and double click to clear the item SchoolBooks will put a C for Cleared next to that deposit and show the amount in the Cleared Deposit field at the top of the screen b When you have marked all the deposits as Cleared the total on the top of the Bank Reconciliation screen should equal the total deposits shown on your bank statement Note Some banks include miscellaneous credits WITH the deposits so you may have to add or subtract them 7 Checks Mark the checks that have cleared the bank as Cleared a For each check shown on the bank statement find the check on the Bank Reconciliation screen and double click to clear the item SchoolBooks will put a C for Cleared next to that check and show the amount in the Cleared Checks field at the top of the screen b When you have
197. his box to have SchoolBooks remember the settings for the next time you run this report Clear the checkbox if you do not want the program to remember these settings 109 SchoolBooks User Guide Invoice Eniry What does it do Enter all invoices check requests and other bills you want to pay with a SchoolBooks check into Invoice Entry You may either automatically load information from an existing purchase order or enter invoices that have no purchase order Use the Invoice header screen to enter new invoices or look up invoices already in the system To enter a new invoice enter a Vendor Code and continue If you want to access an existing invoice already in the system click on the Invoice lookup arrow You can either enter invoices 1 in small groups as you receive them or 2 wait until you want to print checks and then enter a whole group at once We recommend the first option When you enter invoices on a regular basis they will show as invoice encumbrances against the appropriate general ledger accounts When you print an encumbrance report for the coach that invoice will show up reducing the available balance in the account Out of Balance Invoices If you attempt to leave the screen when the detail line total does not equal the amount of the Invoice on the Header screen the system will warn you Entry is out of balance Save anyway Click Yes to save and exit this entry You will need to go back later to correct the entry and
198. his case we must go back to Receipt 86 SchoolBooks User Guide Entry and print the receipt again SchoolBooks will not assign the permanent receipt number until we have successfully printed the receipt If we print the Receipt Journal with an unprinted receipt in the entry file SchoolBooks displays this message We will not be able to update this receipt UNTIL we tell SchoolBooks that we have successfully printed it Reversing Receipts The Receipt Entry screen has a Reversal Button at the bottom of the screen You can use this button to reverse receipts Remember that you may not delete receipts that have already been updated or computer receipts that have been printed You must reverse those receipts lt gt Ja This button only becomes active AFTER you have clicked New Document to enter a new receipt and AFTER you have entered a date When you choose a receipt to be reversed SchoolBooks will load the transaction with all the signs reversed In other words if you want to reverse a 500 receipt the program will create a new entry for 500 The receipt amount of 500 will be negative and all the detail lines that made up that receipt will also be negative You may NOT edit a transaction loaded from using the Reversal Button If you want something slightly different you will have to enter it manually SchoolBooks does not keep track of which transactions you have reversed The sole purpose of having this Reversal Button is to
199. his school read only You probably want to do this if this school is a copy of a prior year As a matter of fact when you use the Save Prior Year Data function the program will automatically default the new school to read only In the past you could change the desktop color to remind yourself not to make transactions in your prior year school Note What happens when the school is read only You can view data and print reports You can get into individual screens and enter data but you CAN T SAVE ANYTHING Allow Temporary Vendors Check this box to allow temporary Vendors in this school Leave the box cleared if you don t want to allow temporary vendors 18 SchoolBooks User Guide School Settings UDFs Tab What does it do This is where you enter user defined fields for your school The GL Account User Defined fields will show up on the GL Account Maintenance screen if you enter in a label for the fields here The Header Memo fields for PO and Receipts allow you to enter information you may wish to print on your PO and Receipt forms All these fields are optional If you don t wish to use them simply leave them blank Using the Screen School Settings Play School High School Test GL Account User Defined Fields UDF1 President Secretary Purchase Order Memos Memo 1 Invoice may not exceed the amount of Memo 2 the purchase order Memo 3 Memo 4 Re
200. ht keep all the May work in a folder called May 2005 Or you can store journals by type For example you could have a folder 131 SchoolBooks User Guide called Adjustment Journals and all the journals for the whole year would be kept there Where is it You can print the Adjustment Journal from three places 1 When you click on the Close Screen X in the upper right corner of Adjustment Entry to exit the screen SchoolBooks will prompt you Do you want to print the Adjustment Journal The default is Yes If you do not want to print the journal at this time click No 2 When you click on the Printer button on the lower right side of the Adjustment Entry screen SchoolBooks assumes you want to print the Adjustment Journal 3 From the Journals Menu choose Adjustment Journal Using the Screen When you have printed the Adjustment Journal SchoolBooks will ask you Did the Adjustment Journal print OK and is the data correct This is your opportunity to check your work actually look at the Journal to make sure it is correct The default here is Yes so you can either click on the Yes button or press lt Enter gt to proceed SchoolBooks then displays the Update window with the prompt Do you want to update the Adjustment Journal with a default of No If you press lt Enter gt the program will return to the menu You must select Yes by clicking on Yes or using the cursor keys to mo
201. ice numbers for the same Vendor are not allowed Every time you enter an invoice number the system checks to make sure that invoice number has not been used before Hint 2 Once entered you may not change an invoice number If you have entered a number incorrectly you must delete it and re enter it correctly Date Enter the date of this invoice Amount Enter the amount of this invoice 57 SchoolBooks User Guide Balance This is the balance remaining to be distributed on this invoice SchoolBooks calculates the value in the field by comparing the invoice amount you entered against the total of the detail lines You cannot edit this field This balance will be zero when the invoice is in balance Invoice Entry Header tab What does it do Use the Invoice header screen to enter new invoices or look up invoices already in the system To enter a new invoice enter a Vendor Code and continue If you want to access an existing invoice already in the system click on the Invoice drop down arrow Using the Screen Invoice Entry Play School High School Test o _ vendor Ar dW A amount Oo ne O d tem dee wn ll category Y Sd Original Prey Rec Received Backorder Unit Cost l Rate Freight AN E IT E PO Enter the PO f for this invoice or lookup purchase orders for this Vendor This is not a required field because often you make payments for which there is no purchase order To access Multi Vendor
202. ies for Soccer 94 50 Cco3 005 3301 Western Athletic Soccer Balls Standard 250 00 DPO3 018 115 Carol Milligan Car Wash fundraiser FUNDRS 602 00 DPO3 018 115 Marvin Blumburg Donation DONATION 1 000 00 Con tice ooo a 2 Displaying Category Codes You can choose to display any Category Codes associated with these transactions or not In School Settings on the Accounting Tab check Show Categorys in GL Transactions to display the Category Code to the right of Amount as shown on screen above If this flag is turned off the Category Code is still there just hidden In this latter case to view the Category Code for a line move the Amount field column to the left Show Category in GL Transactions and widen the field to its right by dragging it 36 SchoolBooks User Guide GL Account Maintenance Encumbrances Tab What does it do The Encumbrances Tab allows you to view detailed encumbrances for a GL Account quickly and easily You can see the actual current balance in the account all the open invoices and purchase orders and the encumbered balance SchoolBooks displays all the detail including type of transaction Invoice or PO reference number date Vendor name and amount Using the Screen Current Balance Amount 09 22 09 Winter Sports Equipment 1 230 00 09 01 09 Winter Sports Equipment 245 00 09 02 09 Jack s Snack Shop 40 00 09 02 09 Jack s Snack Shop 11 00 09 05 09 Misc Officials 850 00 09 08 09 Green Photography
203. ine if you are purchasing 10 trophies at 3 50 each you would enter 35 00 in this field Prev Rec SchoolBooks displays the quantity amount that has been previously invoiced for the selected PO Received SchoolBooks displays the quantity amount received to date Backorder SchoolBooks displays the quantity amount you have not yet received Unit Cost Enter the item or unit cost for this item If you are purchasing 10 trophies at 3 50 each you would enter 3 50 in this field If this is an amount line this field will be inactive Sales tax on this line If you have entered a default sales tax rate in School Settings that rate will be displayed here The sample below shows a rate of 7 75 SchoolBooks will use that rate to calculate sales tax on the taxable items you purchase You can do three different things with sales tax No sales tax for the line Calculated sales tax for the line or Override sales tax for the line You can have SchoolBooks calculate the tax or you can enter the tax yourself override The sales tax amount is posted to the GL account on this detail line Taxable box and rate The combination of the Taxable box and the rate tells SchoolBooks how to handle the sales tax on this detail line You can enter a default sales tax rate in School Settings under Management Customize Original Prey Rec a Backorder z Cost Taxable Rate In the example above no tax will be calculated for this line Original Prey Rec Received
204. ing e Check the box in the upper left corner to give ALL users rights to ALL schools e Check the top box under the user to give that user rights to ALL schools e Check the box to the immediate right of each School to enable ALL user access Rights of Access Giving a User rights to a school on this screen means they have access to this school If you want to give or restrict access for specific menu options go to Role Security Maintenance 65 SchoolBooks User Guide Forms SchoolBooks can print on a variety of forms and the program gives you the ability to customize your own forms Standard settings for SchoolBooks forms and instructions about how to install them are included in this manual and on the Help screens For information about ordering standard SchoolBooks forms from Blue Bear Software see Appendix C For specific information about how to configure each form and the options available see Appendix E If you need help call Blue Bear Technical Support and we will help you It is not necessary to order forms from Blue Bear Many standard forms will work just fine Or you can get custom forms from your printer or other supplier If you have a question about whether your forms will work with SchoolBooks just give us a call Where is it Go to the Management Menu System Maintenance and choose Forms to locate the forms editing programs Computer Check Form What does it do You can print checks on a variety of check stock This scre
205. ing the New Document button Instead you can enter all your purchase orders at once and then go to the Print Purchase Orders option on the Entry menu to print them Leave the box cleared if you want to be prompted to print after you enter each purchase order Default Line Type in PO amp Inv Detail You can choose to default to either an Amount or Item line type throughout the system This default will apply when entering PO lines Invoice lines and invoice lines on Manual Checks You can always select the other choice but this will be the default PO Forms are Pre Numbered If you intend to have SchoolBooks print your purchase orders you can choose to print them on pre printed forms or on plain paper Some pre printed purchase order forms have the PO number or a control number pre printed on them other forms do not If you use pre printed forms and they are pre numbered check this box If you use pre printed forms with no numbers or intend to print purchase orders on plain paper leave this box cleared SchoolBooks uses this option to determine how to handle multi page purchase orders Include in Multi School Bank Rec Check this box if this school will be included in a multi school bank reconciliation You will only use this feature if you are running several schools out of the SAME checking account For more information about Multi School Bank Recs see Appendix G Recalc Balances on Startup If you want SchoolBooks to automaticall
206. ion here is that you are going to enter a manual purchase order that was written on a special form or generated elsewhere on campus A further assumption is that you are going to enter the actual PO number on the source document Purchase Order Enter the PO number from the manual purchase order 50 SchoolBooks User Guide How to edit an existing purchase order The assumption here is that you need to make a change to a purchase order that has already been entered into the system Purchase Order Click the magnifying glass button or press lt F2 gt to view open purchase orders and to select a purchase order to edit Purchase Order Entry Header Tab What does it do Enter existing Manual purchase orders and information for purchase orders you want SchoolBooks to print Computer purchase orders Using the Screen Purchase Order Entry Play School High School Test a in e purpose O O aney C O Y O M S Original Received Backorder Unit Cost Taxable Rate Tax Freight How to enter information for a new purchase order Vendor Name and Address SchoolBooks displays the Vendor name and address from the Vendor Maintenance file You cannot make changes here If you want to change information about this Vendor go to Vendor Maintenance Terms Enter the payment terms for this PO if applicable You can print this field on the PO if you wish This is an optional field Other optional fields on this screen
207. ipt Header Form 19 SchoolBooks User Guide School Settings Month End Tab What does it do If you want to be prompted to print certain reports at month end you can instruct the program to automatically launch these reports when you do month end processing SchoolBooks will bring up each report selection screen and allow you to edit options and print each report sequentially Then the program will complete the month end processing Using the Screen School Settings Play School High School Test School Data Enable Automatic Printing of Month End Reports Reports to Print H Trial Balance Cash Disbursement Report Vendor Check History Report Balance Sheet Statement of Revenue Report Bank Deposit History Report Account Analysis Summary Report Transfer History Report Account Analysis Detail Report Purchase Order History Report Encumbrance Report Adjustment History Report Ia II s Open Purchase Order Report y n A b b Y oK il Cancel le Enable Automatic Printing of Month End Reports Check this box if you want to print reports automatically at month end Leave the box clear if you do not want to be prompted Reports to Print Check the reports you want to print Note You can also print all these reports from the menu at any time before or after the month has been closed After the reports have printed the program then displays
208. is Expense Option 2 1 Use Adjustment Entry for the check Enter a negative 30 00 adjustment charged to the candy fundraiser account Be sure to type something like NSF Ck 456 in the Purpose field The Adjustment Type is Income 2 Use Adjustment Entry for the NSF fee Enter a negative 3 00 adjustment with Sam s name and NSF Fee Ck 456 in the Purpose field Charge this to your Bank Charges account The Adjustment Type is Expense YOU DO HAVE TRACKS Scenario Sam buys a yearbook for 40 00 on October 15th On October 20th the check is returned by the bank together with a 2 00 NSF fee How do you record the transaction in SchoolBooks How you record the event depends on how your school handles NSF checks Here are the various ways you can do it First what is your philosophy about bounced checks Case 1 Assume the student will not make the check good want him off the yearbook list but also want to charge him for the NSF check fee want to show him owing only the 2 00 NSF fee In Tracks do this after your regular closeout so this will be on a separate closeout Because it will be on a separate closeout you can import it into Bank Deposit Entry if you want Bring up Sam on the Work Screen Bring up your Yearbook ltem press R to return it Edit the Item description to change it NSF CK 467 Sell Sam a new item for NSFCKFEE in the amount of 2 00 Press F9 to complete the sale The total amount
209. is for the location of the ITEM file used in Purchase Order not for this import a If you are using a shared network drive the location should be appropriate for your installation like perhaps FAAPPSIEXPORTI SE Two Go to the Entry Menu Select Import from Tracks 3 The system will display all the closeouts in the file If the Closeout has already been imported it will say Imported in the Status field Pick the Closeout you want to import by clicking on it 4 The system now displays all the detail from that closeout on the bottom of the screen Notice that all the line items have either an S for summary posting or a D for detail posting over on the left To toggle between Summary and Detail posting simply double click on the item Items marked Detail will be imported in detail each as a separate line item Items marked Summary will be grouped together by GL Account and one subtotal posted for the entire group 5 When you have marked all the items you want to see in detail and in summary press Import and the system will create a deposit record from those entries in Bank Deposit Entry 6 To exit the screen without importing click Cancel SH Three Go to Bank Deposit Entry Press lt F2 gt to see a list of deposits The one you just imported should be there Choose it by pressing lt Enter gt Check to see that it looks the way you think it should 3 Make any changes you need to make at this tim
210. it or a check the system checks to make sure this bank account is active SchoolBooks will stop you from entering transactions to a Bank Account that has been locked To lock this Bank Account check the Lock checkbox If this is an active account leave the box cleared Vendor If you will write checks to this bank for example to Wells Fargo Bank for Cash Transfers you must set up a Vendor Code for this bank and enter the Vendor Code here SchoolBooks needs this information when making Cash Transfers that use checks Printing The Bank Listing Report Printer button The printer button on the Bank Account Maintenance screen launches the Bank Listing Report The Bank Listing shows you a list of all your Bank Accounts You can also access this report by going to the Reports Menu Banking Reports and choose Bank Listing GL Print Group Maintenance What does it do The purpose of GL Print Groups is to allow the user to create sub categories or groupings of accounts to be printed on financial statements and Account Analysis Reports GL Print Groups are GL Account specific A GL Account number may only be assigned to ONE GL Print Group at a time Where is it Go to the Maintenance Menu and choose GL Print Group Maintenance Note Category Codes are transaction specific while GL Print Groups are GL Account specific 44 SchoolBooks User Guide How would you use GL Print Groups You want to group certain Trust accounts on the Ba
211. ith a code that can be used for reporting later on Category Codes are NOT GL Account specific They are transaction specific Categories can be added to individual line items in all data entry files like Invoice Entry and Manual Check Entry Category Codes may be added to transactions for Fund accounts only Category Codes are NOT appropriate for cash accounts Category Codes can also be added to transactions that have already been updated That means you can add Category Codes to data you convert from SB4 There is no audit trail on Category Codes we let you move them around Where is it Go to the Reports Menu Special Functions and choose Modify Categories Using the Screen Modify Categories Play School High School SES Desc Categor lorFICIALS A Date Jun 03 2010 Source MC12 005 Ref 12345678 Mame Athletic Supplies For Al maunt 1 076 42 GL Acct Date Source Ref Name Amount Category Purpose 1330 00 00 Jun 03 201MC12 004 00001234 Blue Bear Software 30 00 GATE TEST TEST 1600 00 00 Jul 15 2005MCO1 007 00032024 Athletic Supplies For 70 00 asdjkasjdtk 2100 00 00 Feb 12 2012c08 001 00003302 Athletic Supplies For 100 00 asdfasdf 2100 00 00 Jun 03 201C012 003 00001015 Paco s Tacos 12 Lunch 2100 00 00 Jun 03 201 2c12 004 00001016 Athletic Supplies For 350 00 Assembly Supplies 2105 00 00 Jul 03 2005MC 01 006 00003251 State Board of 251 45 Sales Tax Due When you first open the screen transactions are sorted in GL Account
212. k Deposit Journal with a default of No If you press lt Enter gt the program will return to the menu You must select the Yes either by moving to the Yes to have SchoolBooks update these entries This protects you from accidentally hitting the lt Enter gt key and having the program perform an update without your approval This also means that SchoolBooks NEVER does an update without you 94 SchoolBooks User Guide E SchoolBooks ij Do you want to update the Bank Deposit Journal Bank Deposit History Report What does it do The Bank Deposit History Report prints a list of all bank deposits between two dates for selected Bank Codes Where is it Go to the Reports Menu Banking Reports and choose Bank Deposit History Report Using the Screen Bank Deposit History Report Play School High School Test Selection Starting Ending Bank Codes O RM z Q Remember Settings a Wlew Print Date The report selection screen defaults to All dates where the 12 31 99 is 12 31 2099 If you want a specific date range enter a starting date and an ending date Bank Code The report selection defaults to All Bank Codes If you only want to view bank deposit history for specific Bank Codes enter a starting Bank Code and ending Bank Code Remember Settings Check this box to have SchoolBooks remember the settings for the next time you run this report Clear the checkbox if you do not want the program to r
213. k they generate This Check Requisition Report actually prints a single sheet of paper for each check you are about to print so that an advisor and or the principal can see a breakdown of everything included on the check and can 165 SchoolBooks User Guide sign the form There are places on the form that allow you to write in the check number and check date AFTER you have actually printed the checks Warning You must run this report BEFORE printing checks It only pulls data from invoices that have not yet been paid The report prints a single sheet of paper for each check to be generated The check data shown is exactly the same as the data that prints on the Computer Check Edit Report Note This is an optional function for SchoolBooks You only have to use it if your district or school internal procedures require this type of approval form Where is it Go to the Reports Menu Vendor Reports and choose Check Requisition Report Vendor Check History Report What does it do This report prints a list of checks issued for a selected range of Vendors for a selected range of amounts within a specified date range The report prints in Vendor Number order and shows check number check date PO invoice number purpose amount of the disbursement and account distribution Where is it Go to the Reports Menu Vendor Reports and choose Vendor Check History Report Using the Screen kendor AT AC A IA EE Selection Starting Ending Sort By B
214. l group who authorized this expenditure This field will be populated automatically with the name you entered on the Header Tab You can type over that name if you wish 102 SchoolBooks User Guide GL Account number Enter the account number for this expenditure or lookup the account number using lt F2 gt or the lookup button to select from a lookup list The system will display the account description Category Enter a Category code if any for this item How much of it are you going to order f this is an Item line SchoolBooks will prompt you to enter a quantity ordered and a unit cost If this is an Account line you will be prompted to enter only an amount Sales tax functionality is the same for both types of lines So here s the deal you enter either one or the other quantity or amount not both In both cases though when you pull up an existing purchase order you can see the original quantity or amount ordered what has been received and how much is backordered Quantity Amount Enter the quantity or amount ordered For an item line if you are purchasing 10 trophies at 3 50 each you would enter 10 in this field For an amount line if you are purchasing 10 trophies at 3 50 each you would enter 35 00 in this field Received SchoolBooks displays the quantity amount received to date This is the amount entered through Invoice Entry Backorder SchoolBooks displays the quantity amount you have not yet received Unit
215. lBooks assumes the PO has already been typed or handwritten somewhere else For computer purchase orders the box is checked until you actually print the PO and then SchoolBooks clears the checkbox Separate Chk Check this box if you want a separate check for this PO regardless of whether there are other invoices for this Vendor at time of payment Leave the box cleared if you will pay this bill on the same check with others to this Vendor Email If the Vendor has a default email address it will be displayed here If you want to send an email to the Vendor click the Send button SchoolBooks will launch your email program automatically loading the Vendor s email address and populating the subject line with this invoice number Thoughts about Reprinting Purchase Orders f you want to reprint a purchase order that has already been printed simply check the box Assuming the Allow reprint of purchase orders option in School Settings is checked SchoolBooks will print another PO But think about what you are doing If you use pre numbered forms and you are using the number on the form as a control number not the actual PO number you re OK But if you use the number on the form as the actual PO number you ll have a problem trying to reprint on a form You should reprint only if you print your PO on plain paper not a pre numbered form Bear in mind that even if you reprint a purchase order SchoolBooks will use the same number it assigned the first
216. lBooks requires invoice numbers so it can guard against duplication in order to stop you from paying an invoice twice by mistake If the item you are entering doesn t have an actual invoice number make one up For example if you want to pay an official 20 for a baseball game you can use the date of the baseball game 04 01 95 or APR1 or BB0401 any of these will do The best bet is to attempt to be consistent in the way you assign invoice numbers Hint Duplicate invoice numbers for the same Vendor are not allowed Every time you enter an invoice number the system checks to make sure that invoice number has not been used before for that particular Vendor PO Enter the PO for this invoice if you wish This is not a required field because often you make payments for which there is no purchase order Purpose Enter the purpose description for this item This is the description which will eventually go to your general ledger be descriptive Hopefully you will only enter this once for each transaction as it should flow from Purchase Order to Invoice to Check automatically Of course you can change it along the way if you need to This field is enabled for Auto Complete For more information about how the Auto Complete feature works please see Using Auto Complete in the Getting Started section Amount Enter the amount of this detail line Invoice date Enter the date for this invoice This is an optional field 121 SchoolB
217. lance Sheet and Statement of Revenue For example assume you want to see a subtotal for Girls Athletic Accounts but they have account numbers that were assigned with no consistency So you can assign each account a GL Print Group of ATHG How does the program organize these groups The financial reports will still print in the same order by Account Type Cash Trust Income etc but within each Type the program will group and subtotal accounts by GL Print Group Print Groups will be printed in Print Order sequence Designated Print Groups will print BEFORE accounts of the same Type Liability Trust Account that do NOT have a designated Print Group A lookup on sample GL Print Groups Print Group Lookup Group Code Description Print Order ATHG Athletics Girls 20 CASH Cash Accounts 10 CLASS Class Accounts 20 CLUB Club Accounts 20 DANCE Dance Accounts 30 DIS District Accounts 80 GEN General Student Body MISC Other Accounts 20 ONLINE Online Store 40 we ATHB Print Groups i 10 of 14 Using the Screen Print Group Maintenance Play School High School ULA Group Code ATHE eN Description Athletics Boys Print Order Kill raer Lo s AA Group Code Enter a unique code that you will use for this GL Print Group To display existing codes click the lookup button or press lt F2 gt Description Enter a description for this GL Print Group Print Order Enter a number that defines the order of groups you w
218. le box and rate The combination of the Taxable box and the rate tells SchoolBooks how to handle the sales tax on this detail line You can enter a default sales tax rate in School Settings under Management Customize Original Received Backorder Unit Cost Taxable Rate ET In the example above no tax will be calculated for this line Original Received Backorder Unit Cost Taxable ae mm In this example we have clicked the Taxable box once and now see a green check This tells SchoolBooks to calculate the sales tax amount using the sales tax percentage found in School Settings Either accept the rate displayed or enter a new rate SchoolBooks calculates the sales tax here based on a line total of 100 Original Received Backorder Unit Cost Taxable Rate ee In this example we have clicked the Taxable box twice and now see a green box This tells SchoolBooks that you will enter the tax amount yourself Use this feature when you want to enter a specific sales tax amount Freight Enter the amount of freight which pertains to this detail line This amount will be charged to the account number specified for this detail line OK Click on OK to save this line and enter another line Before SchoolBooks saves the line the program checks to make sure there is enough money in the GL account you have chosen If the account is short the program displays an Overdrawn message You can click on Proceed to go ahead and accept the line or you
219. lear the checkbox if you do not want the program to remember these settings Statement of Revenue What does it do The Statement of Revenue Report also called a Profit and Loss Statement displays your revenues and expenditures together with net profit or loss through a selected date Where is it Go to the Reports Menu Financial Reports and choose Statement of Revenue Using the Screen of Revenue Play School High School Test Period End Date Filter Summarize Level Print accounts with zero balance Use GL Print Groups Remember Settings a View Print Acancel LS Period End Date Enter the period end date for this Statement of Revenue report The system will print balances for accounts that include all transactions up to and including this date on the report Filter If you want to select only specific accounts for this report in other words filter out accounts you don t want to see enter the masking characters here Enter any part of your GL Account as a filter and use as a wildcard character in the rest of the mask In the example above in PlaySchool all the athletic accounts have a 50 in the middle segment so this report will only print accounts that have a 50 in the middle segment This would include accounts like 2252 50 10 for Boys Basketball If you have short account numbers like 340 you probably will not use this field Just press Enter to accept the default of ev
220. lways total zero Where is it Multi Line Transfer Entry is located on the Entry Menu Using the Screen Date 11 28 07 Authorized By Jack White From To GL Account No 3729 10 20 A Softball Girls Purpose Distribution of Fall Funds Amount Category Line GL Account Description Purpose 2250 00 00 Athletic Club Distribution of Fall Funds 1 000 00 2215 10 10 Soccer Boys Distribution of Fall Funds DD 2210 10 20 Volleyball Girls Distribution of Fall Funds DD 3610 30 00 Pep Squad Distribution of Fall Funds DD 1 000 00 1 000 00 Cyaan Jocs Ja a2 Transfer Number To enter a new transfer click New Document for the next new number or click the drop down button or press lt F2 gt for a list of transfers which have not yet been updated You may not assign your own number because SchoolBooks assigns the next sequential number when it prints the journal See Appendix J for more information about how SchoolBooks assigns transaction numbers Date Enter the date for this transaction Authorized by Enter the name or initials of the person authorizing this transaction If you have selected a Default Authorized By Value on the School Data tab of School Settings SchoolBooks will automatically populate this field but you can still change it here if needed Now you can enter as many lines as you want Lines entered above will be displayed below when you click OK GL Account number Enter the GL account number or find the ac
221. m Tracks Note This feature is currently not implemented with SQL Use Tracks Data Check this box to interface your SchoolBooks program with Blue Bear s Tracks This will activate the following three fields Tracks Item Folder Enter the path for the Tracks data directory for this school or browse to find it Remember that you need to point to the data directory for THIS specific school For example if your school is ABC High School and the Tracks data directory is ABCHS you want to make sure you point to ABCHS not PLAYSCHL See Appendix K for more information about the Tracks to SchoolBooks interface SchoolBooks uses this information to get Item information from Tracks to be used on purchase orders and invoices Tracks Import Folder Enter the path where the file TREXPORT the Closeout data file for this school is located or browse to find it Remember that if you have multiple schools you need to point to the data directory for THIS specific school See Appendix K for more information about the Tracks to SchoolBooks interface SchoolBooks uses this information to find the Closeout information to import into Bank Deposit Entry Allow Selective Imports Check this box to allow selective imports of closeout data from Tracks If this box is cleared the Import from Tracks function will import ALL transactions from Tracks If this box is checked the program will look to the GL Account on each transaction to determine whether it should be impor
222. m the list That means even if the name is displayed press your down arrow on the field to display the list and pick it from the list again This tells the program where you are and what you re doing S GL Account Maintenance Play School High School 03 04 Account 2200 00 00 a Description Computer Club 1 Main 2 Transactions 3 Encumbrances Advisor Man Smith Income Budget 00 Type ee Expense Budget 00 Import Type Man Ph Current Balance 00 Now make your change Change the last name from Smith to SmythAu S GL Account Maintenance Play School High School 03 04 Account 2200 00 00 Description Computer Club 1 Main 2 Transactions 3 Encumbrances Advisor Mary Smyth Income Budget ot 10 SchoolBooks User Guide When you press lt Enter gt to leave the field the program will realize that you ve changed the value in the field and display a screen like this Warning You have edited the value Mam Smith in pour Auto Complete file You can either replace this value with the new value Mam Smyth or save both values Do you want to replace Mam Smith with Mary Smyth Yana E Then you can choose Yes to replace the old Mary Smith with the new Mary Smythe Or you can choose No to keep both values For more information maintaining and using the Auto Complete feature see Auto Complete Maint
223. m to remember these settings Category Detail Report What does it do The Category Detail Report prints transactions detail sorted and subtotaled by Category Remember that Category Codes are assigned to individual transactions so transactions with the same Category Code may be posted to several different GL Accounts This report is presented in the same format as an Account Analysis Detail Report but also includes the GL Account for each transaction You may choose to sort the report by date or by GL Account number Hint This report ONLY displays transactions that have a Category Code You can add a Category Code to an existing transaction by using Modify Categories located on the Management Menu Special Functions Menu Using the Screen Category Detail Report Play School High School Test Sort By St Account Selection All Starting Ending Date Range 07 01 2009 _ 09 02 2009 Category Range fig o 2222222222 fe Account Number e ZZ2Z 22 2Z Page Break on Category Remember Settings C View Print ACancel D Sort by You can sort transactions on this report within each Category by date or by GL Account number Date Range Leave the All box checked to see all transactions on this report To see transactions for a specified date range enter the Starting and Ending dates Category Range Leave the All box checked to see transactions for ALL Category
224. make it balance The system will not print a check for an out of balance invoice Click No to do further editing of the detail lines Where is it Go to the Entry Menu and choose Invoice Entry Invoice Entry Play School High School Vendor ATHLET en Athletic Supplies For All 087 65 7656 Amount 450 00 Type Purpose Practice Nets Auth By Jack White GL 2215 10 10 EN Original Prey Rec Received Backorder Unit Cost Taxable Rate o LI T Purpose Or Lec BO GL Account Amount Tax Freight 1 A Soccer Balls D 2215 10 10 lt i gt KJ zeg car eet ote Ja 2 FIELDS Vendor Enter the vendor code for this invoice or click on the lookup arrow or press lt F2 gt to lookup the desired vendor You can also type in a new Vendor Code to add a Vendor on the fly Invoice To lookup existing invoices in SchoolBooks click the arrow to access the lookup If no Vendor is currently selected you will see ALL open invoices If a Vendor is currently selected you will see invoices for that Vendor only To enter a new invoice enter up to 20 characters alphanumeric as an invoice number for this entry Invoice number is a required field If the item you are entering doesn t have an invoice number make one up For example a payment to an official doesn t have an invoice number so use the game date BB Feb 2 or her his initials El 01 Hint 1 Duplicate invoice numbers for the same Vendor are not allowed Every time you enter an invoice nu
225. marked all checks as Cleared the total on the top of the Bank Reconciliation screen should equal the total checks shown on your bank statement Note Some banks include miscellaneous charges WITH the check total so you may have to add or subtract them c Void checks i Original voids are marked as Cleared already li Checks you have voided during the month have been automatically Cleared by SchoolBooks BOTH THE ORIGINAL CHECK ENTRY AND THE VOID CHECK ENTRY MUST BE CLEARED 8 Interest and Bank Charges Enter bank charges and interest earned through Adjustment Entry Remember you must enter your adjustments then print an Adjustment Journal and Update before these Adjustments will show up on the Bank Reconciliation screen a Enter bank charges NSF fees and check printing charges b Enter interest income c Ifyou have not entered your NSF checks and NSF fees in Tracks enter them in SchoolBooks d Mark Adjustments as Cleared on the Bank Reconciliation screen the same way you cleared checks and deposits 9 Balancing You will know that you have balanced your bank statement successfully when the Bank Statement closing balance on the screen equals the closing balance shown on your Bank Statement WHEN THESE AMOUNTS EQUAL EACH OTHER THEY WILL BOTH DISPLAY AS GREEN a Don t worry if the bank has included items you classify as adjustments in with the checks if the ending balances are the same you are in balance b Your Bank Re
226. mber the system checks to make sure that invoice number has not been used before Hint 2 Once entered you may not change an invoice number If you have entered a number incorrectly you must delete it and re enter it correctly 110 SchoolBooks User Guide Date Enter the date of this invoice Amount Enter the amount of this invoice Balance This is the balance remaining to be distributed on this invoice SchoolBooks calculates the value in the field by comparing the invoice amount you entered against the total of the detail lines You cannot edit this field This balance will be zero when the invoice is in balance Invoice Entry Header Section What does it do Use the Invoice header screen to enter new invoices or look up invoices already in the system To enter a new invoice enter a Vendor Code and continue If you want to access an existing invoice already in the system click on the Invoice drop down arrow Using the Screen Invoice Entry Play School Hig Vendor WINTER al Winter Sports Equipment 99 4565444 Amount 1 230 00 Type Item 84576 2 Purpose New Soccer Field Bench Auth By Hilda Weston GL 2215 10 10 TA Original Prew Rec Received Backorder Unit Cost Taxable Rate Tax Freight Quantity eloo ol l M oof omo Amount aal ooff azzsoo aal LIT Purpose Ord Rec BO GL Account Amount Tax Freight GODE Casa Justa Jon Jal PO Enter the PO f for this invoice or
227. mbers later on 200 SchoolBooks User Guide Appendix K Setup Tracks Import Goal To easily import sales information from Blue Bear Tracks into SchoolBooks We make sales during the day in Tracks When we do a Closeout Report Tracks will create an additional file called TREXPORT that will be used to import these transactions into SchoolBooks Setup the Export in Tracks Step One 1 Goto Management Menu in Tracks 2 Goto Customize School Settings 3 Goto Integration Tab 4 Automatic Export to Accounting Check this box This tells the program that when you do a Closeout in Tracks you want to automatically create data for your accounting system too Accounting Version Choose SBW 5 0 or Higher as the program you are using Path for Export Enter the complete path to the data directory for this school or enter the location where you want to save the export data for Tracks You can click on the browse button marked with a picture of a folder to navigate to the folder Though this folder can be anywhere we suggest you use the folder where the SchoolBooks school data is located We do this so SchoolBooks will know where to look to find the file that Tracks created It doesn t really matter where the data goes it just has to be the same as the location set up in SchoolBooks in the next section a If Tracks is installed on the same computer as SchoolBooks the location might be something like C Program Files BlueBear S
228. mbrances Advisor garth 9 Income Budget 600 00 To find Mary simply press the down arrow on your keyboard or click the green arrow button on the screen The program will display all the M values it can find Press lt Enter gt to select the one you want 9 SchoolBooks User Guide S GL Account Maintenance Play School High School 03 04 Account 2340 30 00 EN Description French Club 1 Main 2 Transactions 3 Encumbrances Advisor Martha White Income Budget 600 00 Type ee Expense Budget 600 00 Mary Smith 491 95 Import Type PAA Current Balance l ai What happens if you want to change an existing value Let s assume you entered a name with a typo and now you want to correct it Let s assume Mary spells her name SMYTHE rather than SMITH It s easy to make that correction First bring up the record you want to change Important You must select it from the list in order to change it don t just type in the name Mary Smith you must pick it and load it from the existing list d S GL Account Maintenance Play School High School 03 04 Account 2200 00 00 Description Computer Club 1 Main 2 Transactions 3 Encumbrances Advisor Mary Smith Income Budget Type Trust Account ei Expense Budget Steps to replace one value name with another 1 Find the record you want to change 2 Pick the value name fro
229. me Date Amount ATHLET Athletic Supplies For All 02 3 10 1 000 00 BOBSYR Bob s Yearbook Productions 09 22 09 250 00 CLARA Clara 4 Company Trophies Inc 10 15 09 85 55 HARPER Harper Office Products 09 22 09 58 00 JACK Jack s Snack Shop 09 29 09 73 12 UNITED United Rentals 09 22 09 100 00 WINTER Winter Sports Equipment 09 22 09 1 230 00 REPORT TOTAL 2 798 67 Print in detail e Leave the box cleared to produce the Summary report shown above This shows the total due each Vendor e Check this box to print all the transaction detail for each invoice including descriptions and GL Accounts Remember Settings Check this box to have SchoolBooks remember the settings for the next time you run this report Clear the checkbox if you do not want the program to remember these settings Computer Check Edit Report What does it do This report prints a list of every check which will be generated when you tell SchoolBooks to print Computer Checks Print this report BEFORE you start to print checks to make sure you ll be printing checks for only those invoices you REALLY want to pay This is a good report to print and have someone SIGN authorizing payment of these items Where is it Go to the Reports Menu Vendor Reports and choose Computer Check Edit Report Check Requisition Report What does it do Some districts and schools are required to provide a separate check requisition form in addition to the original invoice or check request for each chec
230. nal and Update All receipt information is now posted to the GL the bank reconciliation file the receipt history files and the bank deposit history files Life is good Oe I ww Bank Deposit Processing Whether you have SchoolBooks print receipts or import your receipt information from Tracks or simply handwrite your receipts you will need to combine all the receipt information to make a bank deposit This section explains how to use Bank Deposit Entry to enter your bank deposit information this information will be updated to the general ledger and bank reconciliation files Importing Receipt Sales Information from Tracks SchoolBooks can import receipt data created in Blue Bear s Tracks Student Fee Collection software in summary and or detail Tracks is designed for schools that need fast processing of sales to students it uses a receipt printer and bar code scanner to expedite sales This section explains how to choose between detail and summary postings of receipts and how to import receipt information into Bank Deposit Entry 83 SchoolBooks User Guide Receipt Entry What does it do In Receipt Entry you can enter Manual receipts for receipts that have been handwritten or generated outside of SchoolBooks You can also enter receipt information and have SchoolBooks print a Computer receipt on either blank paper or a pre printed form SchoolBooks allows you to enter the information about your receipts print a Receipt Journal a
231. nce The system will not print a check for an out of balance invoice e Click No to do further editing of the detail lines 58 SchoolBooks User Guide Invoice Entry Detail Tab What does it do The amount of the invoice you entered on the header screen is displayed at the top of the detail screen As you add detail lines the system displays the amount remaining to be disbursed Using the Screen Was unable to replicate this screen completely S Invoice Entry Play School High School S Vendor HAR PER B Harper Office Products Amount l Invoice 32992 A Date 09 25 04 Balance 1 Header 2 Detail Type ftem Bal tem A Purpose Pens and Name Tags AuthBy RT GL 5205 40 00 Ga Homecoming Dance Expense Category A Original Prev Rec Received Backorder Unit Cost Taxable Rate Tax Freight Quantity AN I 111 75 001 000 00 00 i sn O aale Jos Line Type ltem Qty Cost Amount Tax Freight Total Purpose BO Gl ccount Lategory 7500 75 00 0 00 000 Zb DU Pens and Name Tags 6205 40 00 E ai lt gt 15 Y Accept A Cancel 88 Delete gt gt SALLY ZPLAY 06 13 05 Line Type Enter Amount if this is a flat amount and not a number of individual items Enter Item if you want to enter an Item Number and track quantity ordered and quantity received Item Number If you chose Amount in the pre
232. nd then automatically create a Bank Deposit for all the money you have received Where is it Go to the Entry Menu and choose Receipt Entry _ Receipt Entry Play School High School Test Receipt Number Lo F A E Amount Payment Type Summary Cash Checks Credit Cards Received From Check No Print Receipt Total Difference Amount FIELDS Receipt Number If this is a Manual receipt enter the receipt number here SchoolBooks will check for duplicate receipt numbers to make sure you don t accidentally enter the same receipt twice If this is a new receipt and you want SchoolBooks to print a receipt click the New Document button to generate a new temporary number like NEW00012 SchoolBooks will assign a real receipt number when you actually print the receipt Date Enter the date of this receipt Amount SchoolBooks will build the amount of the receipt from the total of the detail lines you enter on the next screen You may not edit this field Received From Enter the name of the person who is giving you money This field is enabled for Auto Complete For more information about how the Auto Complete feature works please see Using Auto Complete in the Getting Started section 84 SchoolBooks User Guide Check No If this is a check enter the check number If is it cash enter CASH If it is both enter CASH 45412 or something like that This is a 16 character field You can do what you want with it
233. nding This section explains how to void a check originally entered as outstanding when you started using SchoolBooks Void a check entered previously This section explains how to void a check previously written in SchoolBooks Void a check never written This section explains how to void a check that was never written at all 171 SchoolBooks User Guide How to adjust inventory Periodically you may want to adjust your inventory balance to actual because you did a physical count because it happens to be year end or for some other reason The following comments are suggestions about how to make your inventory account adjustments Make sure that the following two accounts are set up in G L Account Maintenance Account Description Account Type Inventory on Hand Other Current Asset Expense o O Inventory Adjustment Cost of Goods Sold Expense Increasing the Inventory Account Balance In order to increase the inventory on hand you will need to enter a transfer from the Inventory Adjustment account to the Inventory on Hand account Scenario 1 The balance in the Inventory on Hand account is 5 000 00 Start by doing a physical count of your inventory This is the audit trail that will support the amount of inventory on hand Let s assume that the actual dollar amount of the physical count equals 5 100 00 The goal is to make the inventory on hand on your books reflect the true amount of the physical count In this example
234. nds tass saree vera ess cal 15 School SEUINGS ACCOUNTING FAD EE 17 Sendo giele E UDES T aD EE 19 School Se tings Month End Tab cc odio o ti coco 20 School oO E EE 21 SCHOOL SCHINGS Detatllis E dd asi ads 23 sanas AA eh mw ns REE te eer ner ete cane ee ete et eer eerie 25 Maltenance EE EA AA 26 Sieg ege ne 26 Artes Complete ene 28 A A 29 Beginning Balances o e EL eo 30 Opening EE EE 31 lee Mere Bank BI 6 oc gue terete Puneet ert te ta Sh rents rrtn tem rte TY et O te 32 EI eet EN ANN ICS ahi is 33 GL Account Maintenance Main Tab i420 icccc cceenssseeccnctcessunceeden code sdenaincedcaedsusesseadeedelsdeduadtecndes a a E E e oE 34 GE Account Maintenance Transactions Teater A cb 36 GL Account Maintenance Encumbrances Tab 37 Vendor OT E Le 38 Vendor Maintenance Mal al EE 39 Vendor Maintenance INVOICES Tab 41 Vendor Maintenance CHECKS Tablada 42 Vendor Maintenance Purchase Orders Tab 42 See leg Enner tina ica 43 Ge Pint Group E e En Ee Te 44 Category E We nl Le 46 SUD ACCOUNL OT Ee 47 Purchase USE oie eiii 50 Purchase Order Entry Header a e dl 51 Purchase Order Entry Detail Tablet EE 53 Purchase Order ENY Address En EE 56 MVOC UY ia a O 07 invoice Enty Meader Le EE 58 Idee Ch Enty Detal TaD E 59 Loading Invoices from Existing Purchase COrcders 62 jii SchoolBooks User Guide SNE e ie et cai ash aa tag aa Mad eta ath etd adele Dalen dad a aac lene 63 USC IAI TS IAIN areara acdc cat oat cee esl
235. ng the Screen 09 02 2009 freee erie Remember Settings Date Enter the starting date and the ending date of the date range Remember Settings Check this box to have SchoolBooks remember the settings for the next time you run this report Clear the checkbox if you do not want the program to remember these settings On the report any receipts missing in the sequence are indicated by an asterisk 163 SchoolBooks User Guide Receipt Sales Tax Report What does it do This report is designed to be an auditing tool for those who need to check sales tax issues The Receipt Sales Tax Report allows you to enter a date range It then prints the receipt detail for receipts within the date range sorted and subtotaled by GL Account only for receipt lines that included sales tax This allows you to make sure that receipt detail that was or was not taxable went to the right GL Account Where is it Go to the Reports Menu Banking Reports and choose Bank Deposit History Report Using the Screen Receipt Sales Tax Report Play School High School Test Selection I Starting Ending Remember Settings Date The default selection is for all dates If you want to limit the selection to a certain date range enter the Starting and Ending dates here Remember Settings Check this box to have SchoolBooks remember the settings for the next time you run this report Clear the checkbox if you do not want the program to remember these se
236. ns to their original positions O Use Defaults This will reset your Buttons to the default configuration O Save Defaults This will save your Button configuation as default O Export Settings This will export your Button configuration to a file CX Import Settings This will import your Button configuation to a file 3 Find the Desktop Color option at the lower left of the screen and pick a color to use as the desktop color for this school You can choose a different Desktop Color for each school SchoolBooks assigns the Desktop Color to the current school so just make sure you are in the right place when you choose a specific color If you choose RED like STOP for your prior year school that will be a flag to remind you that you re looking at the past In this example we ve chosen Red for the Desktop Color Desktop Color For This School Red el 4 To make sure that you don t change the data in this school the program automatically defaults the school to read only This option is found on the School Data tab in School Settings Make this School Read Only C 71 SchoolBooks User Guide Purge Vendor Check History What does it do This utility allows you to delete old Vendor check history from your files when it is no longer needed Of course we need to save history for the calendar year so we can print 1099s And of course we need to have all the checks for the current fiscal year But some
237. nt right click on the field and choose Delete Preprinted Form Blank Paper Load From Other School Load From External File 1 Preprinted Form This will load the default layout for the standard Blue Bear purchase order form If you purchase forms from Blue Bear this is the template to use 2 Blank paper This will load the default layout for printing a PO on plain paper 3 Load From Other School This will allow you to load an existing PO form layout from another school in SchoolBooks You can use this feature to set up a PO form in PlaySchool and then copy it into your real school 4 Load From External File This allows you to load a template from an external file You can use this feature if you need to load a template from your district office or from Blue Bear Detail and Footer Buttons You can click on these buttons to move to these sections of the form PO Margins Use this screen to tell SchoolBooks about the size and placement of the PO sections General Enter the size of the left margin in inches 189 SchoolBooks User Guide Header Section Enter the top margin in inches from the top edge to the first line of printing Detail Section Enter the distance in inches from the top edge to the first detail line Enter the space between the detail lines Footer Section Enter the distance from the top edge to the first line of printing in the footer section Print Sample PO Click on this button to print a sample Purchase
238. nt Body ZPLAY 04 30 05 In this example above the Validate this Segment box is checked because we only want to allow these values in the second segment Load segment description in GL Check this option to have the program populate the GL Account description field with this value when you add a new GL Account For example on the screen above the value 10 in segment 2 is Athletics Then when you enter a new GL Account with a 10 in the second segment the program loads the description from Sub Account Maintenance into the GL Account Description field You can then edit it as needed 5 GL Account Maintenance Play School High School 1 Main Transactions a Encumbrances Type Trust Account sl Expense Budget If you tell SchoolBooks to load the descriptions from multiple segments the program will display them one after another for editing Value Enter the value allowed for this segment Description Enter the description for this value 48 SchoolBooks User Guide Account Type Enter the type of account represented by this value if appropriate Note When you enter a new GL Account in GL Account Maintenance the program will try to set the Type for that account by looking at the Type on the appropriate segment Remember that you tell the program which segment controls the Account Type on the Accounting Tab as seen below in School Settings You can always override the default Ac
239. nt pattern on the first check so you can make sure the checks are inserted into the printer correctly H you use single sheet checks in a laser or DeskJet type printer you should not select this option you know the page will be aligned in the printer This option is designed for those with a tractor feed printer who may need to align their checks each time they print SchoolBooks will print checks for all the selected invoices and then asks if they printed correctly i Did the checks print correctly If you select no you have the following options 126 SchoolBooks User Guide _ Check Reprint Options Choose this option to start over All your invoices are still there No check information has been written to the files Use this option if you forgot to put your checks in the printer Choose this option if NONE of the checks printed correctly and you want to void them and then reprint checks from your invoices The program will void all the checks and allow you to reprint new checks starting with a new check number Use this option if the checks are ruined you loaded checks wrong and they printed upside down or out of sequence Choose this option If only SOME of the checks printed correctly Enter the number of the first check that printed incorrectly The program will process the checks up to that number normally and leave the other invoices as is so you can reprint them The program will NOT create any void checks You will n
240. nt year school to another school so you can save it forever and ever In the example shown we re going to copy our school PlaySchool High School to a new school so we can keep all the data for last year in case we ever want to go back to check something If you want to make a copy you should do so BEFORE you close out your year at June 30 While you are doing Year End Processing SchoolBooks will prompt you to Save Prior Year Data just in case you may have forgotten Where is it Go to Management Special Functions and choose Save Prior Year Using the Screen This utility will make a complete copy of the w Fi current school data for posterity Do you want to continue SchoolBooks asks you if you want to proceed Important You must currently be IN the school you want to copy from So check the bottom of your screen to make sure it says ZPLAY or whatever your school is Click Yes to continue Save Prior Year Data Play School High School 4 Enter the new School Code under which to save the data for your current school New School Code ZZPLO910 You can make up any School Code for your prior year s data but we recommend that you let SchoolBooks do it for you The program will take your existing School Code put a Z on the front of it and attach a sequence number on the end of it We put the Z on the front so it will sort at the bottom of your school list We put a sequence number on the end so we can ke
241. ntenance Using the Screen Auto Complete Maintenance Play School High School Test l Use these options to make global changes to the auto complete walues for these fields Click Gather to gather all the values in this field from your history files and build the auto complete for this field Click Purge to remove all the values in the auto complete file for this field To add or remove individual records go to the specific field GL Mntce Advisor GL Mntce UDF1 GL Mntce UDF2 Authorized by Received from Gather Click to gather all the values in this field from your history files and build the auto complete for this field Purge Click to remove all the values in the auto complete file for this field Note and Caution 1 Authorized by field Clicking Gather for this field will cause the program to pull in all the values from the Authorized by field in the PAYHISD file That s the Authorized by field that is saved with every detail line in the check history file It does NOT include the Authorized by values from old Adjustments and Transfers Sorry At this point you just have to enter those as you go and then they will be there going forward 2 Purpose field Clicking Gather for this field will cause the program to pull in all the values from the Purpose field in the ACCTHIST file That s the Purpose Description field that prints on your Account Analysis Detail Report It s not particular about
242. nter the authorized by person Enter Category Code if appropriate 174 SchoolBooks User Guide Adjustment Entry Play School High School Adjustment for Interest Income Date 09 30 09 Adjustment Number NeEWwoooi4 Interest Amount 45 67 GL Account Number 4300 40 00 2 Interest Earned Purpose Interest on Sept statement Authorized By Jack White Category Cade BE IRTA AA How to move money between accounts You can move money between non cash accounts using Transfer Entry Go to Transfer Entry or Multi Line Transfer Entry Enter the date of the transfer Enter the amount of the transfer Enter the account number the money is coming from And enter the account number the money is going to Enter the purpose of the transfer be detailed Enter the person who authorized this transfer Enter the Category if appropriate Transfer Entry Play School High School Transfer Number Wweyooio2 hd Amount From GL Account No To GL Account Na Purpose Authorized by Category How to move money between cash accounts When to use this Periodically you will need to move money between cash accounts You may be moving money from CDs to a checking account or moving money from savings to checking account You can move money between non cash accounts using Cash Transfer Entry Go to Cash Transfer Entry Enter the date of the transfer Choose the Transfer mode this is HOW the money is being transferred Ent
243. nternet You must be connected to the Internet in order to use this feature About Blue Bear Schoolbooks This feature allows you to see the version number and publication date for your software 13 SchoolBooks User Guide Chapter 2 Initial Setup Before you can begin using SchoolBooks to enter opening balances or process transactions you must first enter basic information about how you want your system to function SchoolBooks comes with sample data in a school called PlaySchool ZPLAY but you ll need to set up your real school You ll need to tell SchoolBooks about your fiscal starting and ending dates the format of the GL account number your default printer preferences and a host of other options like defining user codes and passwords Finally you ll want to enter data like opening balances and outstanding checks This chapter provides information about how to set up all the options you ll need to use SchoolBooks System Management This section describes how to set up default printers create new schools define parameters for each school and enter your opening balances Maintenance Files This section describes how to set up the master files for your school These files are called maintenance files in SchoolBooks These maintenance files include GL accounts vendors bank accounts and others System Security This section describes how to set up user codes and passwords and how to control access to SchoolBooks functions b
244. nto Adjustment Entry and select Misc Bank Charge Debit Adjustment Entry Play School High School Select Bank and Type for Adjustment Bank Code la A 1254 4657 102 Sunshine Bank Checking 1000 00 00 Cash Chkg Sunshine Bank Adjustment Type Miscellaneous Bank Charge Debit Enter the date of the charge and the amount of the charge Enter the account number for bank charges This should default from setup options Enter the purpose Bank chg 3 31 06 STMT Enter the person who authorized this charge probably it s you Enter a Category Code if appropriate Report Column SchoolBooks will default this type of charge to the Expense column Adjustment Entry Play 5chool High School Adjustment for Miscellaneous Bank Charge Debit Date 09 30 09 Adjustment Number NEWo0o0013 Charge Amount GL Account Number a Purpose Authorized By Category Code Report Column How to enter interest on bank accounts e Go into Adjustment Entry and choose Interest Income as the Adjustment Type Adjustment Entry Play School High School Select Bank and Type for Adjustment Bank Code la 1254 4657 102 Sunshine Bank Checking 1000 00 00 Cash Chkg Sunshine Bank Adjustment Type Interest Income K Enter the date the interest was posted to your account and the amount Enter the account number of your Interest Income account Enter the Purpose like Savings Interest STMT 10 31 04 E
245. o WARNING Be careful You can t undo these changes once made If you discover you ve made a mistake your only option will be to restore from a backup That s why we give you this screen before you do this Make sure you have a good backup before running this utility You cannot UNDO this once it is done Do you want to proceed To print a report of all the changes you have made print the Ren Merge Audit Report Ren Merge Audit Report What is it The Renumber Merge Audit Report provides a detailed list of changes made in your system Each time you renumber or merge a GL Account or a Vendor Number SchoolBooks saves the old value and the new value in a special audit file This report prints out the contents of that file enabling you to see the old and new values the date and time each item was changed and the user who made the change Where is it Go to the Management Menu Special Functions Utilities and choose Ren Merge Audit Report Using the Screen Changes by Select how you want to view the report Your options are Vendor Number or GL Account Run A Program WARNING This screen should only be used with the approval of and supervision by a Blue Bear Technical Support analyst 81 SchoolBooks User Guide Reset Moved Screens What is it In SchoolBooks you can move each window around on your screen to a position you like For example you may want the Bank Deposit Entry screen to be positioned in the lower ri
246. o 922064 Date 09 22 09 Amt 250 00 Une No Purpose GL Account GL Description Yearbook photo club 3560 40 00 Yearbook Trust 100 00 Extra design work 2250 00 00 Athletic Club 50 00 Photos Sept 15 2220 10 10 Baseball Boys 100 00 41 SchoolBooks User Guide Vendor Maintenance Checks Tab What does it do This tab displays all checks written to this Vendor The screen shows the Bank Code Check Number Type CC for computer check M for manual check Check Date and Amount The Cleared field displays values as follows e No the check has not cleared the bank e Yes the check cleared the bank on a prior bank reconciliation e Pending the check is marked as cleared on a current bank reconciliation that is not yet finished Using the Screen MN vendor Maintenance Play School High School Test Vendor Number SOSS B Name Bob s Yearbook Productions Check Check Date Cleared Amount 08 02 2008 Pending 08 11 2008 Pending 09 05 2008 Pending 06 25 2009 Pending 07 29 2009 No 1 000 00 You can double click on any line item for a drill down to show invoices and GL Account detail for that check as seen below Vendor Maintenance Purchase Orders Tab What does it do This tab displays all open purchase orders for this Vendor The screen shows the Purchase Order number PO Type S for standard B for blanket M multi vendor PO Date Amount and Authorized by fi
247. o Complete feature works please see Using Auto Complete in the Getting Started section Amount Enter the amount of this line Sales Tax If implemented on receipts sales tax is backed out of the total amount on the line In the example below PE clothes are taxable and are sold for a total of 25 00 SchoolBooks calculates the tax and will back out the 1 80 tax on the Receipt Journal To implement sales tax here you must have checked the option Implement sales tax on receipts on the Accounting Tab located under Management Menu Customize School Settings Note SchoolBooks does not support adding sales tax to a line item sales tax is always backed out Tax Rate SchoolBooks gets the tax rate from the Accounting Tab You cannot change the tax rate field here Tax Amount SchoolBooks calculates the tax amount You may not edit this field See Appendix M for information about how SchoolBooks calculates Sales Tax 85 SchoolBooks User Guide GL Account Enter the GL Account for this detail line You may type in the number or lookup the account by typing lt F2 gt or clicking the drop box arrow Category If you want to attach a Category Code to this entry enter the Category Code here Line Options OK Click OK to accept and save this line Undo Click Undo to leave this line without saving changes Insert Click Insert to insert a blank line above the currently selected line Delete Click Delete to
248. o move to these sections of the form Print Sample Receipt Click on this button to print a sample Receipt We suggest you print this sample on plain white paper not a real Receipt and hold it up against an actual Receipt to verify that the alignment is correct DETAIL SECTION This is where the actual items you are receipting will print There are different fields available in this section You can also load from a template for this section it works exactly the same way as the Header Section Form Manager Play School High School Test Form PO Detail he General Margin Detail Start 4 25 Select Data or Text ACCT NO DATA wi Header Section Detail Spacing Load Template Footer Section 9 00 ACCT DESC DATA E ATA PRICE DATA COMMENT DATA MARGINS SECTION Form hd Detail Height Detail Start Detail Spacing General Margin Header Start Header Second Start General Margin Use this screen to tell SchoolBooks about the size and placement of the Receipt sections XXX General Enter the size of the left margin in inches Header Section Enter the top margin in inches from the top edge to the first line of printing Detail Section Enter the total height of the Detail Section Enter the distance in inches from the top edge to the first detail line Enter the space between the detail lines 192 SchoolBooks User Guide Appendix F Bank Reconciliation Procedures This section will walk you through the steps
249. o remember these settings Purchase Order Approval Report What is it The PO Approval Report prints purchase order detail on a report for someone to approve Perhaps student council needs to approve all your purchase orders Or maybe the principal needs to sign off on all purchases This report presumes that you enter a group of purchase orders and then print a report that shows how much will be spent for each GL Account and the encumbered balance in each of those accounts You can select data for this report by entering a range of purchase order numbers dates or both SchoolBooks will also print an approval signature line at the bottom of the report Where is it Go to the Reports Menu Purchase Order Reports and choose PO Approval Report Using the Screen PO Approval Report Play School High School Test Selection Starting Ending PO Number St KAJ zzzzzzzz_ kW PO Date IF 07 01 2009 09 02 2009 Remember Settings 2 View Print AcCancel D PO Number Enter a Starting and Ending PO Number for this report or leave the box checked for All purchase orders within the Date range Date Select a date range for this report SchoolBooks will gather all the PO detail lines for purchase orders dated within this date range Remember Settings Check this box to have SchoolBooks remember the settings for the next time you run this report Clear the checkbox if you do not want the program to remember these settings
250. o save you from doing the data entry The program does NOT keep track of which transactions you have reversed This is not like voiding a check The program will not stop you from reversing the same adjustment more than one times so you will need to pay attention to what you are doing Adjustment Journal And Update What does it do Adjustment transactions entered into Adjustment Entry will remain there until you print an Adjustment Journal check it the important part and answer Yes to update the journal You can always Preview or Print the journal No update from Preview If you Preview you will NOT be asked if you want to update because SchoolBooks requires that you physically print a journal prior to update This ensures that you have a chance to review your work prior to updating and provides you with a hard copy of the transactions for your permanent audit trail Even if you Preview and then choose to actually print the journal from the Preview window SchoolBooks doesn t know that you ve printed the journal So in an effort to protect you the program will require you to choose the Journal again this time selecting the Print button before it will prompt you to update Keep your updated Journals Itis important that you KEEP all your updated journals stored in a logical manner to make it easy for later reference and auditing You can keep all the journals and reports for one month in the same folder or notebook For example you mig
251. oks i Do you want to update the 3j Computer Check Journal When you choose Yes SchoolBooks updates your computer checks 128 SchoolBooks User Guide Chapter 7 Transfers amp Adjustments Most transactions in SchoolBooks involve either cash coming into the system through bank deposits or cash going out of the system through checks But occasionally something gets put in the wrong place and has to be moved Or an expense happens that doesn t involve a check like bank fees In this chapter we ll explain how to use transfers and adjustments to move amounts between GL accounts There are several types of adjusting and transfer entries Adjustments These are entries that involve a cash account These are transactions for bank charges check printing fees NSF fees corrections for incorrect deposit amounts etc In other words all these transactions affect an actual bank account and a GL account Transfers These are transactions where money is moved between two GL accounts but the bank doesn t know about it or care An example of a transfer would be moving 100 from the French Club to the Girls Softball account Multi Line Transfers These are transactions where amounts are moved between multiple accounts For example you might want to move a 1000 gift from the Class of 2004 and allocate it 500 to Spanish Club 250 to Pep Squad and 250 to Camera Club Cash Transfers These are transfers between two cash account
252. oks User Guide Daily Data Backup You or someone else needs to backup your data every single day When On sunny days on rainy days on bad hair days on if that coach asks me one more time how much money is in the basketball account will come unglued days on all days No excuses just do it General Information Computers because they involve electronic and mechanical devices are subject to failure at unpredictable times Human beings for reasons that do not have to be explained are also subject to failure and or the making of mistakes Therefore the only safeguard against the loss of data is a good backup Where is it Go to the File Menu and choose Daily Data Backup You can choose whether to put the backup file on a floppy or somewhere else Just do it Who makes the backup Given that SchoolBooks will always be running on a server your district office may choose to be responsible for making daily backups It doesn t matter WHO makes the backup as long as it gets done You should make sure you know whose job it is Periodically like once a quarter someone should try restoring from backup just to verify that the backup procedure is working correctly Using the Screen Daily Data Backup Play School High School Test School Code ZPLAY en Play School High School Test Backup Location C APPS BlueBear ServerlBackups ZPLAY Backup File Name ZPLAY_5B_0609 Z lt IP Do not save backup location D
253. ol Selection WEBSTORE Play School High School High School PLAY Play School High Schoo High School 75 SchoolBooks User Guide Step 3 Reporting Report Type You can choose from multiple options My Consolidated Reports Play School High School Report Name All Vendors All Schools All vendors All Schools A School Group Name All Schools al schools Report Type iw Gather By Vendor Code ro By School Selection Summary By GL Account ing Detail By Account School Vendor Number TE a E d L By 5 chool Summary Dec 31 2099 SAMPLE REPORTS The data may look strange because we ve just copied data from one test school into other schools but you get the idea e Summary By School This report prints the total account balance for each school subtotaled by School Type Consolidated Report CONSOLIDATED REPORT SUMMARIZED BY SCHOOL Date Range Through 4113 2005 Account Range ALL ACCOUNT AND DESCRIPTION BEG BALANCE INC OME EXPENSE TRANSFERS BALANCE Elementary Schools Westview Elementary School 38 721 57 OF 425 46 KO 29 707 81 385 721 57 OF 425 d KS 29 707 81 High Schools Play School High choal 33 721 57 OF 425 45 esd j 29 707 81 38 721 57 57 425 45 veg 29 107 81 Middle Schools Harbor hdiddle School Fe 121 57 Af 425 45 6 438 21 129 07 81 Thomas Grey Middle School 43 721 57 oF 425 45 6 439 21 44 707 81 112 443 14 114 550 40 12 578 42 224 415 52 199 556 28 225 701 80 250 156 5
254. ole Play School High School Global System Management E Send Message to All Users BLock System Session System Management z Send Message Wij kill Process Active Sessions App UserID School ID Screen Login Time Last Request External Process admin PLAY Main Window 06 0610 11 06 44 06 06 10 11 13 27 Renumber Merge Utility What does it do This utility allows you to renumber and merge data for both Vendors and GL Account numbers Let s assume you have one vendor called Acme Office Supply but you have two vendor records in SchoolBooks ACME and ACMEOFF This utility allows you to merge records for these two vendors into one The examples below will use Vendors but the same theory applies to GL Accounts Where is it Go to Management Special Functions Utilities Renumber Merge Utility Hint f you want to see how this works in real life try it out in PlaySchool first Renumber You can use this utility to change an existing Vendor number to a new one Simply enter the existing Vendor number in the Current Vendor field Then type in the new Vendor number in the New Vendor field It is not necessary to set up this Vendor in Vendor Maintenance first The program will do the following 1 Create the new Vendor automatically as part of this process 2 Change the Vendor number on all existing check transactions in all history files It will do the same for purchase order history 3 Change the Ven
255. on backwards to save you from doing the data entry The program does NOT keep track of which transactions you have reversed This is not like voiding a check The program will not stop you from reversing the same transaction umpteen times so you will need to pay attention to what you are doing Bank Deposit Journal And Update What does it do Bank Deposit transactions entered into Bank Deposit Entry will remain there until you print a Bank Deposit Journal check it the important part and answer Yes to update the journal You can always Preview or Print the journal No update from Preview If you Preview you will NOT be asked if you want to update because SchoolBooks requires that you physically print a journal prior to update This ensures that you have a chance to review your work prior to updating and provides you with a hard copy of the transactions for your permanent audit trail Even if you Preview and then choose to actually print the journal from the Preview window SchoolBooks doesn t know that you ve printed the journal So in an effort to protect you the program will require you to choose the Journal again this time selecting the Print button before it will prompt you to update Keep your updated Journals It is important that you KEEP all your updated journals stored in a logical manner to make it easy for later reference and auditing You can keep all the journals and reports for one month in the same folder or notebook For ex
256. on the screen as you clear the items shown on your bank statement The Bank Reconciliation wizard will walk you through the reconciliation process Even if you have never balanced a bank statement before you will find that you can balance quickly and easily For step by step instructions about how to use the SchoolBooks Bank Reconciliation Wizard to reconcile your bank statement see Help files Appendix F Our Multiple School Bank reconciliation feature allows you to reconcile one checking account used for several schools See Help files Appendix G for information about how to set up and use this feature Where is it Go to the Period End Menu and select Bank Reconciliation Using the Screens The first screen asks whether you want to balance your bank statement for a single school or multiple schools Choose Single School as shown below and click Next For more information about Multi School Bank Rec see Help files Appendix G This is the Bank Reconciliation Wizard You can reconcile any of the banks for a single school or you can reconcile a bank that includes multiple schools To reconcile multiple schools the check box for multi school bank reconciliation must be checked for any school that is to be included This checkbox is located on the Accounting tab in Management Customize School Settings Select which type of reconciliation you will be doing and then click on Next below Single School We assume that you
257. only pay once or twice and don t care about keeping detailed information about those expenses the reimbursement to Karen s Mom If you want to disallow the use of Temporary Vendors you can do so on the Accounting Tab in School Settings The differences between permanent and temporary Vendors Permanent Vendors Temporary Vendors Permanent they stay in Vendor Maintenance file all Temporary they disappear from the Vendor Maintenance file year after you pay them You write checks to them more than once or twice You only write checks to them once or twice and you don t want and want to save payment detail about them them cluttering up your Vendor file 1099 information is maintained No 1099 s are printed Tax Information If you want to enter a Tax Id for this vendor you can do so here Inactive Check this box to mark this Vendor as inactive Once a Vendor has been marked as Inactive you may not enter purchase orders invoices or manual checks for this vendor You may only mark a Vendor as inactive if there are no open purchase orders open invoices and or checks that have not yet been updated 1099 Information If you want to print a 1099 for this vendor enter the following information Otherwise leave the Type field set to None Include in 1099 If you want to print a 1099 for this vendor check this box If you check the box for Include in 1099 the system will require that you enter an address and tax ID for this
258. ons plus open invoices and open purchase orders They can see the scoop at once 4 Month End Close This program allows you to close a month once you are through with all the transactions for the month Remember that you can always print reports for any time period even after the month is closed The only functional restriction you have when you close a month is that you cannot enter transactions for that month any longer Note Think about this do you have a backup located off site Protect yourself and your data Always have a backup in a different physical location at home at the district office with your Aunt Marge If Godzilla ever tromps on your school you ll be glad you did Month End Checklist e Import all your deposits from Tracks if applicable e Print and update all data entry in progress e Do the Bank Reconciliation Once you are in balance with the bank then there should be no more transactions for that particular month You can keep working in the next month even if you haven t closed the prior month e Run your monthly reports All reports that the district requires Blue Bear recommends the following monthly reports e Trial Balance The debit credit balance in each account e Cash Disbursements report List of checks written in check order e Account Analysis Detail report for the cash account e Encumbrance Report Shows you all the detail plus invoices and purchase orders for each account You sh
259. ons you have reversed The sole purpose of having this Reversal Button is to load an existing transaction backwards to save you from doing the data entry The program does NOT keep track of which transactions you have reversed This is not like voiding a check The program will not stop you from reversing the same transaction more than one times so you will need to pay attention to what you are doing Transfer Journal and Update What does it do Transfer transactions entered into Transfer Entry will remain there until you print a Transfer Journal check it the important part and answer Yes to update the journal You can always Preview or Print the journal No update from Preview If you Preview you will NOT be asked if you want to update because SchoolBooks requires that you physically print a journal prior to update This ensures that you have a chance to review your work prior to updating and provides you with a hard copy of the transactions for your permanent audit trail Even if you Preview and then choose to actually print the journal from the Preview window SchoolBooks doesn t know that you ve printed the journal So in an effort to protect you the program will require you to choose the Journal again this time selecting the Print button before it will prompt you to update Keep your updated Journals It is important that you KEEP all your updated journals stored in a logical manner to make it easy for later reference and auditing
260. ooks User Guide Authorized by Enter the name or initials of the person or organization who authorized this expenditure This is an optional field This field is enabled for Auto Complete For more information about how the Auto Complete feature works please see Using Auto Complete in the Getting Started section Sales tax code If you want the system to calculate sales tax on this item click the Sales Tax box SchoolBooks will display a green check in the box and calculate the tax If you have entered a default sales tax rate in School Settings the system displays that rate if not you can enter a rate If you do not want to calculate sales tax leave the Sales Tax box empty If you want to enter the sales tax amount yourself and not have the system calculate it click the Sales Tax box twice SchoolBooks will make the box a solid green and you can enter the sales tax amount Do this if the tax is off by a couple pennies and you want to enter the exact amount of tax shown on the invoice Sales tax rate Enter the sales tax rate If the rate is 7 75 enter 7 75 SchoolBooks displays the default amount entered on the Management Menu Customize School Settings tab Account number Enter the account number or lookup the account number click the lookup button or press lt F2 gt The system will display the account description Hint Everything in this item group will be charged to the same account number That is the item cost the sales t
261. ool Name and School Type SchoolBooks can then print reports using that consolidated file Or you can write your own reports using Crystal Reports or other report writing tool Note You can be in ANY of the schools to be included in the consolidation when you run these programs Note t is helpful if the chart of accounts for the schools being consolidated is similar but you can do consolidations even for schools that have do not have the same chart of accounts Bear in mind that the program is going to do it s best to consolidate data based on the GL Account numbers If you hand it data that is not similar at all it will try but the results may be of questionable value How does it work There are 3 steps to consolidated reporting 1 Mark the school to be included in the consolidation 2 Setup Consolidated Groups 3 Run the reports Step 1 Setup Go to Management School Settings Check Include in Consolidations and indicate the School Type for EACH of the schools you want to include in your consolidated reporting Other Settings Include in Consolidations School Type High School Use Sub Accts Take Type from Segment Use Payment Types in Deposits and Receipts Step 2 Set up Consolidated Groups Go to Reports Consolidated Reports and select School Group Maintenance Enter a Group Name and check the schools to be included in this group School Group Maintenance Play School Hig School Group Mame All Schoals a Scho
262. oolBooks User Guide 20 in the 2nd segment putting question marks in the rest of the mask Now SchoolBooks will only print accounts with a 20 in the 2nd segment of the account See Appendix for more details about how to use this feature Summarize Level Enter the account mask for summarizing this report If you have a short account number you probably will not use this field If you want to summarize or roll up your accounts to the 1st segment enter in the first segment of your account mask Now SchoolBooks will group all transactions by the first 4 characters of the GL Account number See Appendix for more details about how to use this feature Only accounts with activity Click the checkbox to only include accounts with current activity in the selected date range Leave the box blank to select all accounts in the account range regardless of whether they have activity or not Add Signature Line Check this box to print a signature line at the bottom of the report Printing a signature line gives you a convenience place for someone to sign that he she has approved the report Use GL Print Groups Check this checkbox to use GL Print Groups for this report Page Break on Account Check this checkbox if you would like each account to print on a separate page Remember Settings Check this box to have SchoolBooks remember the settings for the next time you run this report Clear the checkbox if you do not want the progra
263. oolBooks up and running for your school 1 St Ca amp Gs N D Set up your new school in School Maintenance See Chapter 2 Set up your accounts in Account Maintenance See Chapter 2 Set up your vendors people and companies you pay in Vendor Maintenance See Chapter 2 Set up your bank accounts in Bank Account Maintenance See Chapter 2 Set up new users in User Code Maintenance under Security if you want to restrict access to specific functions in SchoolBooks See Chapter 2 Decide on a cutoff date for entering data See Appendix D Enter your beginning account balances See Chapter 3 Beginning Balances Enter your outstanding checks and deposits in transit See Chapter 3 Opening Bank Checks and Opening Bank Deposits Print a Trial Balance to make sure you are in balance See Chapter 5 Financial Reports Trial Balance After you have completed these setup steps you can begin entering transactions 1 2 3 4 Find out about Receipt Printing and Bank Deposits in Chapter 4 Find out about Purchase Orders and Invoice Entry in Chapter 5 Find out about processing Manual Void and Computer Checks in Chapter 6 Find out about Transfers and Adjustments in Chapter 7 Then you can print reports See the Reports Menu as explained in Chapter 9 Exporting Data You can export data to other applications by using the Print Preview screen for any report See Chapter 9 Previewing Reports and E
264. oolBooks will search for the check number in the check history files If it finds the check number the program will assume you want to void this check If it does not find the check number the program assumes that this is a new check Date Enter the date of this check here If this is a check reversal a check to be voided enter the date that the check is to be voided NOT the original date of the check Amount Enter the amount of the check If this is a check reversal SchoolBooks will display the original amount of the check as a negative amount and you will not be able to edit it Balance SchoolBooks displays the balance to be distributed on the detail lines of this check This is a calculated field you may not edit this field When you have entered all the detail lines for this check this Balance field should be zero Manual Void Check Entry Header Section What does it do Here is where you enter the primary information about this manual check You can enter a new check or lookup a check that was previously entered that has not yet been updated Using the Screen Manual Void Check ITA Play School High School Test Bank Code a Check No 114785 y d Date 09 01 2009 Amount Vendor No UNITED United Rentals Rentals Balance Address 1 987 E Fourth Avenue ciy aaen Y a Category NE S S Line l Invoice No Purpose GL Account Category Amount E ove LSZ 120 SchoolBooks User Guide Manual Void Check Entry Detail S
265. orites for easy access 4 SchoolBooks User Guide Technical Support Here s our philosophy We believe that people our users should think and exercise common sense but we don t believe that struggle is a requirement for an enlightened being So don t struggle If you have tried to do something with SchoolBooks and it just isn t working the way you think it should or you don t understand something we want you to call us We want you to be successful with this software We think it is great software Most of our users think it s great too And it keeps getting better because our users give us lots of positive feedback about new features they want to have added and things they want us to do to make the product even better We want you to be one of our fans too So if you are experiencing technical difficulties for any reason please give us a call We d love the opportunity to help you get your challenge resolved and join the many users across the country who are fans 5 SchoolBooks User Guide Three Step Update Process SchoolBooks uses a three step process to update any transaction to the general ledger These steps can be described as Entry Journal and Update It is important that you understand how the SchoolBooks program functions so you ll understand the software Let s assume you enter a bank deposit in Bank Deposit Entry What happens when you click Accept at the bottom of the screen When does the data go to the
266. ou may have to add or subtract them B Checks Mark the checks that have cleared the bank as Cleared 145 SchoolBooks User Guide a For each check shown on the bank statement find the check on the Bank Reconciliation screen and double click to clear the item SchoolBooks will put a C for Cleared next to that check and show the amount in the Cleared Checks field at the top of the screen b When you have marked all checks as Cleared the total on the top of the Bank Reconciliation screen should equal the total checks shown on your bank statement Note Some banks include miscellaneous charges WITH the check total so you may have to add or subtract them c Void checks i Original voids are marked as Cleared already li Checks you have voided during the month have been automatically Cleared by SchoolBooks BOTH THE ORIGINAL CHECK ENTRY AND THE VOID CHECK ENTRY MUST BE CLEARED C Interest and Bank Charges Enter bank charges and interest earned through Adjustment Entry Remember you must enter your adjustments then print an Adjustment Journal and Update before these Adjustments will show up on the Bank Reconciliation screen a Enter bank charges NSF fees and check printing charges as NEGATIVE amounts they reduce the amount of cash you have The correct Adjustment Type is EXPENSE because we want them to show in the Expense column on the Account Analysis Report b Enter interest income as a POSITIVE amount because it increases t
267. ou want to print and hit either the Print button to print or the Preview button to preview what it will look like Hint These are the actual names of the Bank Reconciliation Reports that you must choose You can figure out which Bank Rec you want to print because the format is Year Month Day for the statement date In the example above the selected Bank Rec was for the statement ending on 09 30 2004 If you imagine spaces in the file name it looks like this Bank Rec 2004 09 30 78 SchoolBooks User Guide Utilities Menu Recalculate Account Balances What does it do This process recalculates the current actual balance and current encumbered balance for each GL Account through RIGHT NOW It also updates the Calendar Year to Date and Fiscal Year to Date payment amounts for all Vendors SchoolBooks stores this data and uses it as follows 1 The GL Account encumbered balance is a Displayed in all GL Account lookups b Displayed on the GL Account Maintenance screens c Used to determine whether a PO or Invoice Detail Line will overdraw the account 2 The Vendor balances are a Displayed on the Vendor Maintenance screens b Printed on the Vendor Listing Report Detail option Where is it Go to Management Special Functions Utilities and choose Recalculate Account Balances Hint Recalculation of your Account Balances may take a few minutes depending upon
268. ould give this report to each advisor The report will prompt for a page break on account number It even prints budgets and variances Additional Month End Reports e Statement of Revenue Shows income amp expense accounts only e Balance Sheet Shows all the assets amp liabilities with cash reserve e Budget Report Shows budgeted amounts and variances for income expenses Only if you are using budgets for your income and expense accounts e Close the month Do month end processing Note You will still have the ability to run all of the above reports after closing the month The detail files are not cleared until a Year End process is performed 147 SchoolBooks User Guide Year End Processing 1099 Processing See Help files Appendix N for information about 1099 reporting This really is not a year end item since it happens in January each year but it does wrap things up in its fashion so it seemed fun to put it here Year End Processing What does it do This process closes out your books at the end of the year Note Even if you exclusively use trust accounts with no income or expense accounts there must be a type D Due to Student Body account to close the year SchoolBooks will also prompt you to save your prior year here if you have not done so yet If you use Trust Accounts AND have Income and Expense GL Accounts this is what happens during year end processing 1 SchoolBooks calculates the net
269. ould like to print on reports In the sample above Class Accounts with a Print Order of 30 will print after Boys Athletics with a Print Order of 10 Printing The GL Print Group Listing You can print a listing of your GL Print Groups by clicking the Printer button on the screen You can also print this report if you go to the Reports Menu GL Reports Other and choose GL Print Group Listing Reporting Data printed by GL Print Group may be printed in Summary or in Detail just like the standard report options All the reports on the Financial Reports menu can use GL Print Groups For more information about the use of GL Print Groups please refer to topics on each specific report You can also print these reports out of PlaySchool to see samples of how GL Print Groups are used in the sample data Use GL Print Groups to create groupings and subtotals within major Account Types for the following reports 45 SchoolBooks User Guide Trial Balance Balance Sheet Statement of Revenue Budget Report Mini P amp L Statement Account Analysis Summary Account Analysis Detail Setup Notes GL Print Groups can be set up at any time and you can change them anytime you want Changes do NOT affect transactions either in the past or in the future This means you do not have to set up the Print Group Code before making transactions The program only pays attention to GL Print Groups AT THE TIME the report is being printed not before or after The good news is
270. our book balance 1 SE P 30 SchoolBooks User Guide Write down your bank statement ending balance as of your start date this should be an end of the month type date like 6 30 10 or like 5 31 05 Subtract all your outstanding checks checks that haven t cleared the bank yet Add any deposits in transit deposits that you made last month but didn t show on the statement yet The answer is your starting BOOK cash balance Opening Bank Checks What does it do This screen allows you to enter checks which are outstanding at the time you first begin using SchoolBooks You will enter these checks so the system will know about them for the purposes of doing the Bank Reconciliation You don t enter them through the Manual Check section of the program because the amounts are already included in your opening balance figures Where is it Go to the Management Menu System Maintenance System Startup and choose Opening Bank Checks Note These amounts are not used when calculating 1099 balances Using the Screen This screen allows you to enter checks which are outstanding at the time you first began using SchoolBooks Bank Code lb RW Check Number Amount 54 12 Date 05 13 09 Vendor Name Sam s Supply Company Ea rara Bank Code Enter the Bank Code for this check You can use the lookup to view available Bank Codes Check No Enter the number of the check You can use the lookup to view existing checks already enter
271. ownload Previous Backups 05 27 2009 ZPLAY SB _0609 lt T1P Backup Procedure Make a backup every day If you choose to backup to another device like a flash drive or another hard drive don t just use the same location and file name every time Ideally you want to have MULTIPLE backups Change the name of the file every day You can use the date like ZPLAY_SB_090805 or anything else that will keep the backups distinct Then periodically you can get rid of most of the old ones Keep the end of month ones or ones you did before an update We recommend you ALWAYS have one backup in a separate physical location Ideally backups would NOT be located on the same server as your data Just get it someplace off campus or out of the district office in case of fire flood or other natural disaster It takes 7 SchoolBooks User Guide So little time and it could save you Check your backup periodically to make sure it is good Call Blue Bear Technical Support if you have questions about whether your backup is good What will happen if you don t Probably you will never have a problem with your computer or your network We hope that you are blessed with eternal good luck and that nothing bad ever happens to your data But nasty things do sometimes happen People break into offices and steal computers Floods and fires happen We want you and your data to be safe If you have a disaster and you have a backup off campus we can get you back
272. pened during check printing and that some or all of the checks have been ruined The checks may have become jammed in the printer checks got out of alignment you put them in backwards etc The system displays several Check Reprint Options as follows 182 SchoolBooks User Guide _Check Reprint Options Choose this option to start over All your invoices are still there No check information has been written to the files Use this option if you forgot to put your checks in the printer Choose this option if NONE of the checks printed correctly and you want to void them and then reprint checks from your invoices The program will void all the checks and allow you to reprint new checks starting with a new check number Use this option if the checks are ruined you loaded checks wrong and they printed upside down or out of Sequence Choose this option If only SOME of the checks printed correctly Enter the number of the first check that printed incorrectly The program will process the checks up to that number normally and leave the other invoices as is so you can reprint them The program will NOT create any void checks You will need to enter any ruined checks into Manual Void Check Entry First check that printed incorrectly inn Look at the following scenarios for examples of how to handle various situations Scenario 1 You enter the starting check number as 101 and begin printing checks The checks get caught in the print
273. quantities on hand in Tracks Where is it Go to the Journals menu and select Items Received Journal Using the Screen S Items Received Journal Play School High School LHP DeskJet 500 on LPT SALLY ZPLAY 06 13 05 If you print the journal you will be asked if the data is correct and prompted to update Data on the journal is separated into two sections Tracks Items and Other Items Any item that can be validated in the Tracks Item Maintenance file will be displayed on the top section of the journal On the right side of the journal the journal displays the original quantity on hand and the new quantity on hand Flay school High school 03 04 ITEMS RECEIVED JOURNAL TRACKS OTYS tem Description Vendor Vendor Name Invoice g Im Date Gity Red Cost Total Orig City Hew Oty Tracks Items CANDY FR CANDY SALES CANCEH Candy Central Company 87363 10 19 03 PENCILS PEHCILS HARPER Harper Office Products 09 3003 PEHHAHT PEHHAHT HARPER Harper Office Products 09 3003 Other tems HARPER Harper Office Products Oo 2503 Report Total 116 SchoolBooks User Guide In Tracks you will see that the Last Cost field has been updated with the correct unit cost 20 and the quantity on hand now shows as 349 T Item Maintenance Play School High School ItemNo PENCILS E Type Description PENCILS Last Activity 00 1 Main 2 Levels 3 Additional Cust Reqd Prompt Price Prompt GL TI Sundry Price GL Ac
274. r on a GL Account SchoolBooks adds that value to the Advisor auto complete file The next time you type an M in the Advisor field the program will automatically display the first M record it can find Turn Auto Complete on or off You can turn the Auto Complete function on or off To access the option go to the Management menu School Settings School Data tab and use the check box to turn it on or off The default is on Use Suto Complete Make this School Read Only Let s see how it works We re going to use GL Account Maintenance in this example but it works the same way for all the Auto complete fields In the example below we ve entered Mary Smith as the Advisor for the Computer Club S GL Account Maintenance Thomas Grey Middle School Account 2200 00 00 A Description Computer Club 1 Main 2 Transactions 3 Encumbrances Advisor Man ant Income Budget i 00 MATS ONO NO Nn I NNO 00 Type Expense Budget Since Mary is also the Advisor for the French Club we want to enter her name there too When we enter the M the program displays the first record for this field beginning with M and displays a green button at the end of the field That tells me there are already values in this field 1S GL Account Maintenance Play School High School 03 04 Account 2340 30 00 o Ja Description French Club f 1 Main 2 Transactions 3 Encu
275. r the checkbox if you do not want the program to remember these settings Account Analysis Report Summary What does it do The Account Analysis Summary Report shows a summary total for each account for a range of accounts for a range of dates You may filter your selection to see only specified accounts or tell SchoolBooks to summarize roll up account balances Where is it Go to the Reports Menu GL Analysis Reports and choose Analysis Report Summary Using the Screen The selection screen allows you to customize the report to your specifications Selection Account Number 12 31 2099 Filter Summarize Level Only Accounts With Activity Use GL Print Groups Show Encumbered Balance Include PTD Add Signature Line Remember Settings a View Print cancel 7 152 SchoolBooks User Guide Account Number The default selection is for all accounts If you want to limit the selection to a certain range of accounts enter the Starting and Ending Account number here Date Range The default selection is for all dates If you want to limit the selection to a certain date range enter the Starting and Ending dates here Filter If you want to filter your selection enter the appropriate account segment value here For example assume all your Girls Athletic accounts have a 20 in the 2nd segment of your account number and you want to see only these accounts You would enter a 20 in the 2nd segment filling in the rest of
276. r this deposit If you don t have one make one up SchoolBooks needs to have a deposit number for each deposit Just use 1 and 2 and so on Hint We suggest you use deposit numbers starting with the number 1 when entering these outstanding deposits The reason is that when SchoolBooks starts automatically assigning real bank deposit numbers the program starts with the number 101 So our numbering of these deposits with 1 2 3 etc will not get in the way of the deposits to come later Amount Enter the amount of the deposit Date Enter the date of the deposit Deposit Description Enter a description for this deposit or leave it blank This is not required Printer Icon The Printer button will print the Opening Deposit Report For more information and helpful hints about entering your beginning balances see Appendix D 32 SchoolBooks User Guide GL Account Maintenance What does it do Use GL Account Maintenance to enter all the accounts that make up your general ledger After you have entered your accounts you can print a Chart of Accounts that will list all the accounts you have entered into Account Maintenance Where is it Go to the Maintenance Menu and choose GL Account Maintenance GL Account Maintenance Play School High School Test ee Income Budget o Expense Budget Print Group DI 1 aerem Balance Export Number President Secretary Inactive Es Ser Lal Fields Account Number
277. receipts within a selected date range Where is it Go to the Reports Menu Banking Reports and choose Receipt History Report Using the Screen Receipt History Report Play School High School Test Selection All Starting Ending Date 07 01 2009 09 01 2009 Receipt No Remember Settings Date Enter the starting date and the ending date of the date range Remember Settings Check this box to have SchoolBooks remember the settings for the next time you run this report Clear the checkbox if you do not want the program to remember these settings 89 SchoolBooks User Guide Bank Deposit Entry What does it do Use Bank Deposit Entry to enter information about the bank deposits that you make to your bank accounts as defined in Bank Account Maintenance The deposit amount will be posted to the selected bank account and the Bank Reconciliation file and detail amounts will be posted to the GL accounts indicated SchoolBooks assigns temporary numbers to your bank deposits as you enter them Then when you print a journal SchoolBooks assigns permanent numbers in sequential order Where is it Go to the Entry Menu and choose Bank Deposit Entry Bank Deposit Entry Play School High School Test Bank w KR Dep No Le Dep Date Co l Amount DD Payment Type Summary Deposit Account 1300 00 00 Cash Account Desc Web Store Clearing Bank Checks Bank Acct Desc Web Store Clearing Bank Total vemo itera yd aset A
278. receive them then run checks to pay all those invoices all at once 118 SchoolBooks User Guide Manual Void Check Entry What does it do Enter manual and void checks into SchoolBooks through this screen If you have entered more than one Bank account in Bank Account Maintenance you will be prompted as to which account you want to use Manual checks are checks you have written on the typewriter or handwritten they were not printed through SchoolBooks so the system knows nothing about them Manual Check Entry is how we enter those checks into the system Entering void checks We also use Manual Void Check Entry to enter void checks into SchoolBooks There are two kinds of Void checks that are entered through this screen 1 The first kind of Void check has never been written at all maybe you spilled coffee on it so it can t be used SchoolBooks will mark the check as Void when you enter it with a zero amount 2 The second kind of Void check is one that you wrote last month and has been lost in the mail When you enter that check number here the system knows that the check had been entered before and asks if you want to void it SchoolBooks then creates a reversing entry that voids the check Hint For more on voiding checks information see How to Void a Check Entered as Outstanding How to Void a Check Entered Previously How to Void a Check Never Written and Appendix B Void Checks Where is it Go to the Entry Menu and choos
279. rint a Trial Balance Report found on the Reports Menu Financial Reports to see where you have made a mistake Warning If you are out of balance NOW at the beginning you will be out of balance forever Now is the time to be in balance Don t begin processing transactions in SchoolBooks until you know you are in balance After entering your opening balances print an Account Analysis Summary Report Trial Balance and a Balance Sheet to make sure everything looks OK Now enter all your outstanding checks at 6 30 in Opening Bank Checks Next enter any deposits in transit at 6 30 in Opening Bank Deposits Now you are ready to enter your first transactions for July 1st MIDDLE OF FISCAL YEAR If you are starting SchoolBooks in the middle of the fiscal year follow these suggested hints 1 2 O 6 7 Decide on a cutoff date like 11 30 2009 The cutoff date should always be the last day of a period like the 30th or the 31st not the 1st of the month You will enter all your beginning balances and outstanding checks amp deposits as of this date Go to Management Menu System Maintenance System Startup Beginning Balances We assume you have already entered your chart of accounts in Account Maintenance Your GL Accounts will be displayed down the left side of the screen Enter debit balances as positive and credit balances as negative with a minus sign SchoolBooks will display a running total at the bottom of the screen When you
280. rinter button to access your printer dialog window Here you can select which pages to print and the number of copies to print This is the best way to selectively print only specific pages of a report e Use the Save button to save a copy of this report e Use the Browse arrows to move forward and backwards through the pages of the report e Export options Excel Word html etc are displayed above EE the tool bar i e The percentage displayed in the little box tells you the size of El 2 e the document being displayed You can make the report bigger or smaller by changing the percentage re y 14439 1 AccountAnalysissummary xls Read Only Compatibility Mode Microsoft Excel Insert Page Layout Formulas Data Review View Add Ins z J 1 TE aall E ay La MS Sans Serif 10 LA A Wrap Text General E ei Zei De dort RD i Qe Ar Ss kad Merge amp Center allze 281 Conditional Format Cell J Format Painter E l al 9 60 5 0 Formatting as Table Styles Clipboard Ta Font Ta Alignment Ia Number Ta Styles de B G F J K Play School High School Test ACCOUNT ANALYSIS REPORT SUMMARY Date Range 07 01 2009 to 09 02 2009 Acct Range ALL ACCOUNT AND DESCRIPTION BEG BALANCE INCOME EXPENSE TRANSFERS BALANCE Cash Accounts 1000 00 00 Cash Chkg Sunshine Bank 39 506 56 4 999 03 43 440 03 1005 00 00 Cash Savings West Bank 3 437 45 3 437 45 1100 00
281. roups as you receive them or 2 wait until you want to print checks and then enter a whole group at once We recommend the first option When you enter invoices on a regular basis they will show as invoice encumbrances against the appropriate general ledger accounts When you print an encumbrance report for the coach that invoice will show up reducing the available balance in the account Where is it Go to the Entry Menu and choose Invoice Entry Invoice Entry Play School High School Test o _ 7 Wendor Invoice e o A ees category Y A Original Prey Rec Received Backorder Unit Cost Taxable Rate Freight a _ _ o RR E FIELDS Vendor Enter the vendor code for this invoice or click on the lookup arrow or press lt F2 gt to lookup the desired vendor You can also type in a new Vendor Code to add a vendor on the fly Invoice To lookup existing invoices in SchoolBooks click the arrow to access the lookup If no Vendor is currently selected you will see ALL open invoices If a Vendor is currently selected you will see invoices for that Vendor only To enter a new invoice enter up to 20 characters alphanumeric as an invoice number for this entry Invoice number is a required field If the item you are entering doesn t have an invoice number make one up For example a payment to an official doesn t have an invoice number so use the game date BB Feb 2 or her his initials El 01 Hint 1 Duplicate invo
282. rrent Other Current Asset Other Current Asset Trust Account Trust Account Liabhilite frurrent Date Enter the date for your beginning balances This is your START DATE and should be the last day of a month Beginning Balance Enter the beginning balance for this account If you are converting from another accounting system you should enter balances from your existing trial balance Enter debits as positive numbers and credits as negative numbers Obviously the total of all your debits should equal the total of all your credits If you are converting from a manual system enter your cash balances as positive and all your fund balances as negative The total balance in your cash accounts should equal the total of your fund accounts Type This column shows the type of the account as entered in GL Maintenance Total of all Accounts When you have successfully entered your opening balances THIS AMOUNT WILL ALWAYS BE ZERO Until it DOES equal zero all your reports will be out of balance For more information and helpful hints about entering your beginning balances see Appendix D How to determine your beginning cash account balance If you don t have a formal set of books and aren t sure how to figure out your actual cash balance you can follow these steps to determine how much money you actually have in the bank Important note Unless you have a brand new checking account the ending balance on your bank statement is usually NOT y
283. rs That means ACME PLUMBING would be given the code number ACME You could also assign the code number 3423 but it will be easier to find with the Vendor Number ACME All standard reports sort in Vendor Number order so if you use a numeric Vendor Number you may want to assign numbers accordingly Name Enter the name for this vendor This is a 30 character field 38 SchoolBooks User Guide Vendor Maintenance Main Tab What does it do The Main Tab displays basic demographic information about this vendor Using the Screen wes Com Payments 310 584 5444 Ship Via 310 584 5444 Temp Vendor Inactive E 1099 Information S Typ Incl in 1099 Email james hill bobsyrbk com TES Tax ID 99 5622454 Category AAA Type Partnership wi weg cane osas Ja Address Enter the address for this vendor You have two address lines This address will print on checks issued to this vendor There are separate address fields for Purchase Orders and the Street Address located on the Addresses tab City Enter the city for this vendor State Enter the 2 character abbreviation for the vendor s state Zip Enter the zip code for this vendor If you know the 4 digit zip code extension enter that too Phone Enter the vendor s telephone number Fax Enter the vendor s telephone number Contact Enter the name of the contact for this vendor Email Enter the email address for the contact for this vendor Category Enter a default Ca
284. rs invoices and manual checks Enter the rate in the format shown For example if your rate is 8 25 enter 8 25 Use Sales Tax in Receipts Click this checkbox if you want SchoolBooks to calculate sales tax during receipting If you check this box the Liability Account field will become active Leave this box cleared if you do not do anything with sales tax on SchoolBooks receipting Note SchoolBooks assumes sales tax is included in the amount received that is it backs out the sales tax See Appendix M for more information about sales tax on receipts Tax Liab Account If you turned on the option above you can enter the GL account for your sales tax liability here You can type in the account or use lt F2 gt or click on the lookup button to find the account Note You must have already set up the account in GL Account Maintenance SchoolBooks will post sales tax collected through receipts to this account 17 SchoolBooks User Guide Allow Reprint Purchase Orders Check this box if you want to allow the user to reprint purchase orders that have already been printed Leave the checkbox cleared if you do NOT want the user to be allowed to reprint purchase orders Don t Prompt to Print in PO Entry Screen Check this box if you prefer to print your purchase orders in a batch rather than to be prompted to print them individually as you enter them When you choose this option SchoolBooks will not prompt you to print after you enter a new PO us
285. rted section Inactive Check this box to mark this GL Account as inactive If an account is inactive you cannot use the account in any of the data entry screens in SchoolBooks You can still see the account in the GL Account lookup window and select it on reports but you will not be able to enter it on any new transactions If this GL Account has previously been entered on currently open transactions like open invoices or open purchase orders you will be able to process those You just can t do anything new with the account Note f you mark a GL Account as inactive presumably you don t want anyone to use it If you think that someone may go uncheck the box not knowing any better to activate the account you should set security so others dont have access to GL Account Maintenance 35 SchoolBooks User Guide GL Account Maintenance Transactions Tab What does it do The Transactions Tab allows you to view GL transactions quickly SchoolBooks displays the transaction date source journal reference number name purpose and amount Using the Screen Name Purpose E del Amount Beginning Balance 1 845 23 MTO2 001 101 Jack White Fall Sports Disbursement 250 00 Cco2 002 3291 Jack Miedal Officials for Soccer 125 00 Cco2 002 3292 Jack Strong Officials for Soccer 125 00 d CCO2 003 3295 Athletic Supplies For Replacement Soccer 350 00 Cco2 003 3296 Clara amp Company Trophies for Soccer 152 25 CCoO3 005 3299 Clara amp Company Troph
286. ry Report What does it do The Adjustment History Report prints a list of all adjustments between selected dates for specified Bank Codes Where is it Go to the Reports Menu GL Reports Other and choose Adjustment History Report Using the Screen Adjustment History Report Play School High School Selection All Starting Ending Remember Settings Date The report selection screen defaults to All dates If you want a specific date range enter a starting date and an ending date Bank Codes The report selection defaults to All Bank Codes If you only want to view adjustment history for specific Bank Codes enter a starting Bank Code and ending Bank Code Include You can choose for the report to print both Income and Expense Adjustments Income Adjustments only or Expense Adjustments only Remember Settings Check this box to have SchoolBooks remember the settings for the next time you run this report Clear the checkbox if you do not want the program to remember these settings Transfer History Report What does it do The Transfer Report prints the detail for all the transfers in a selected date range Even though each type of transfer has its own journal and update process for the purposes of reporting historical transaction detail SchoolBooks prints all transfers on the same report Therefore you can select which types of transfers to print on this report Where is it Go to the Reports Menu GL Reports Other
287. s Missing POs Check this box to see a list of missing purchase orders List all checks over Check this box and enter an amount to see a list of all checks over this amount For example if you want to see a list of all checks over 1 000 you would check the box and enter 1 000 in the amount field Print Prior Year Comparison Check this box if you want to compare the ending balances for this year with a prior year The program will print a report with one line for each GL Account showing data in columns for Beginning Balance Income Expenses Transfers and Ending Balance Each of these columns is broken down with Current Year Prior Year and Difference Prior Year School Code Enter the School Code where the prior year data can be found Step 4 Create file Click this button to have SchoolBooks create a file with all the data you have selected Then you can print or preview your report by clicking on the appropriate buttons 74 SchoolBooks User Guide Consolidated Reports What does it do The SchoolBooks consolidated reporting function allows you to combine GL data from multiple schools into one big file for reporting purposes The GL data for each school is stored in a file called ACCTHIST When you choose to consolidate data for multiple schools the program pulls data from ACCTHIST for each of the selected schools and combines that data in a new file called CONSHIST which hold all the same detail in addition to the School Code Sch
288. s or by Checks Grouped all checks together sorted by check number The program will remember how you sorted before and display according to that option again Use the back and next buttons to move forward or backward through the screens Difference In the example above you can see on this screen that the difference we re off because we haven t cleared any items yet This field will always display the difference between the Ending Bank Balance and the Calculated Bank Balance When it becomes zero you re in balance and GREEN e Recalc Button If the checkbox next to this button is checked SchoolBooks will recalculate the totals and differences at the top of the screen with each item that is cleared If you would like the process to go faster simply uncheck that box The totals won t update automatically but you can just click on the Recalc button to update the totals and check your progress A Deposits Mark your deposits as Cleared a For each deposit shown on your bank statement find the deposit on the Bank Reconciliation screen and double click to clear the item SchoolBooks will put a C for Cleared next to that deposit and show the amount in the Cleared Deposit field at the top of the screen b When you have marked all the deposits as Cleared the total on the top of the Bank Reconciliation screen should equal the total deposits shown on your bank statement Note Some banks include miscellaneous credits WITH the deposits so y
289. s If you write a check from your checking account to a CD account that s a Cash Transfer Or if you make a telephone transfer between accounts that s a Cash Transfer too 129 SchoolBooks User Guide Adjustment Entry What does it do Use Adjustment Entry to increase or decrease the balance in a cash account Examples of cash accounts Type C in GL Account Maintenance are a checking account savings account money market account ora CD You will use Adjustments to correct checks that were entered for an incorrect amount to adjust the amount of a deposit after the bank reports a correction to you to post interest income earned on money market accounts or to post bank charges and check printing fees You will use Adjustments to adjust your cash account balances Adjustments should affect both a cash account and another account For example check printing fees affect both your checking and office expense bank charges accounts Where is it Go to the Entry Menu and choose Adjustment Entry Using the Screen Adjustment Entry Play School High School Test 7 Select Adjustment Entry Type 1 Enter New Adjustment Edit Adjustment Not Yet Updated Reverse Prior Adjustment A A Use the Wizard to enter a new adjustment or edit or reverse a prior adjustment Here is an example of an adjustment for Interest Income Adjustment Entry Play School High School Adjustment for Interest Income Date 31 10 Adjustment Num
290. s by account type only or a complete listing for all accounts You can also click a checkbox to show the encumbered account balance beside the actual account balance Where is it Go to the Reports Menu Financial Reports and choose Balance Sheet Using the Screen Balance Sheet Play School High School Test Period End Date 09 02 2009 Print accounts with zero balance Include Detail Lines Use GL Print Groups Remember Settings Period End Date Enter the period end date for this Balance Sheet report The system will print balances for accounts that include all transactions up to and including this date on the report Print accounts with zero balance Check this checkbox to see all accounts regardless of the balance Leave the box cleared to see only GL Accounts with a non zero balance 159 SchoolBooks User Guide Include Detail Lines Check this checkbox to include individual line items for each trust account and student body account Leave the box blank to print only the total of all trust accounts and all student body accounts This field s default is to be checked Use GL Print Groups If you have defined GL Print Groups and want to include sorting and subtotals by Print Group check this box Leave the checkbox cleared to print all accounts in their natural order by account type then in account number order Remember Settings Check this box to have SchoolBooks remember the settings for the next time you run this report C
291. s only Check this option to print the report for only 1099 Vendors The report format will print the standard detail but also print the Vendor s full address In addition the report is formatted to be exported to Excel making it easy for districts that wish to combine Vendor data for multiple schools Note To export to Excel simply Preview the report click the Export to Excel button at the top of the screen and you re done Remember Settings Check this box to have SchoolBooks remember the settings for the next time you run this report Clear the checkbox if you do not want the program to remember these settings 166 SchoolBooks User Guide Cash Disbursement Report What does it do This report prints a list of checks issued through SchoolBooks You may select a date range and a range of Bank Codes This report shows only the total of each check not the invoice detail If you want to see the actual detail on each check print the Vendor Check History Report It also shows void checks so you can see if and when a check was voided In this report checks missing in the sequence are indicated by an asterisk Where is it Go to the Reports Menu Vendor Reports and choose Cash Disbursement Report Using the Screen Cash Disbursement Report Play School High School Test Selection Starting Ending Date 07 01 2009 09 02 2009 Bank Codes St e E y Remember Settings ml l a View Print ACancel D Date Select a
292. s you purchase You can do three different things with sales tax No sales tax for the line Calculated sales tax for the line or Override sales tax for the line You can have SchoolBooks calculate the tax or you can enter the tax yourself override The sales tax amount is posted to the GL account on this detail line Taxable box and rate The combination of the Taxable box and the rate tells SchoolBooks how to handle the sales tax on this detail line You can enter a default sales tax rate in School Settings under Management Customize Taxable Rate RF EE a In the example above no tax will be calculated for this line Taxable n K oa In this example we have clicked the Taxable box once and now see a green check This tells SchoolBooks to calculate the sales tax amount using the sales tax percentage found in School Settings Accept either the rate displayed or enter a new rate SchoolBooks calculates the sales tax here based on a line total of 100 Taxable Fate Je oee aa In this example we have clicked the Taxable box twice and now see a green box This tells SchoolBooks that you will enter the tax amount yourself Use this feature when you want to enter a specific sales tax amount Freight Enter the amount of freight which pertains to this detail line This amount will be charged to the account number specified for this detail line OK Click on OK to save this line and enter another line SchoolBooks can display Ov
293. s you want to post in detail summary Cancel To return to the menu WARNING SchoolBooks allows you to import a batch more than once in case you made a mistake the first time but it doesn t check for duplicates in Bank Deposit Entry It is up to you to remember to DELETE the first unwanted import Check the Status field to the right of each Closeout to see if it has already been imported 97 SchoolBooks User Guide Chapter 5 Purchase Orders amp Invoices This chapter covers the use and function of purchase orders and invoices in SchoolBooks The use of purchase order functionality in SchoolBooks is optional You can decide whether or not you want to enter purchase orders into the system But you must use Invoice Entry to enter payables into SchoolBooks Hint When you first begin using SchoolBooks you ll want to enter any existing purchase orders which are open Once you have entered your existing purchase orders you ll be able to print an Open Purchase Order Report to see all your outstanding purchase orders You ll also be able to print an Encumbrance Report or view an Account Snapshot to see the encumbrances against various accounts Information about Purchase Order forms can be found in the Forms Section in Appendix E Purchase Order Entry Use Purchase Order Entry to enter existing purchase orders or to enter information for the printing of new purchase orders You can either enter information about purchase orders that you have t
294. scription Sunshine Bank Checking 3 Pick up your bank statement Enter the Beginning Opening and Ending Closing Balances from your bank statement as shown below Enter the bank statement Closing Statement Date Click Next 193 SchoolBooks User Guide Bank Code G L Account Number 1000 00 00 Account Description Sunshine Bank Checking Beginning Balance 899 00 Ending Balance 1 148 00 Statement Date 07 28 2008 4 SchoolBooks displays a screen so you can clear all the items on your bank statement Bank Reconciliation Play School High School Test Please enter cleared items from the bank statement and press Next to complete the process Bank Code Opening Bal 899 00 Ending Bal 1 148 00 07 28 2008 Deposits In Transit Opening Bank Balance 899 00 Outstanding Checks Cleared Deposits 299 00 Outstanding Adjustments Cleared Checks Charges 50 00 Calculated Book Balance Cleared Adjustments 0 00 Actual Book Balance Calculated Bank Balance 1 148 00 Variance Type Ref No Description Amount BANK DEPOSIT Sheds Grown NARA How the screen works a You can clear items by clicking the Clear Unclear button by simply highlighting a line and pressing lt Enter gt or double clicking on the line to clear or unclear b Sorting items on the screen You can sort or group items by Date by Type M Manual Checks C Computer Checks or by Checks Grouped all checks together sorted by check number T
295. se Enter the purpose or description for this expense The purpose entered for each line item will be updated to the general ledger when a check for this item is ultimately paid When you print a check the purpose on the TOP DETAIL LINE prints on the check stub as a description for the invoice If you selected a Tracks Item Number in the previous field SchoolBooks will display the Item Description from Tracks in the Purpose field This field is enabled for Auto Complete For more information about how the Auto Complete feature works please see Using Auto Complete in the Getting Started section Hint This is the description that will stay with this entry forever on your books be descriptive Used creatively this one field can save you endless hours of answering questions like What was that 500 00 for don t remember authorizing anything like that Authorized By Enter the name or initials of the individual group who authorized this expenditure If you entered something in Authorized by on the Header tab that data will be displayed here You can type over that name if you wish This is NOT a required field for each line item on an invoice This field is enabled for Auto Complete For more information about how the Auto Complete feature works please see Using Auto Complete in the Getting Started section GL Account Number Enter the account number for this expenditure or lookup the account number using lt F2 gt or the lookup bu
296. se either the Tab key or the Enter key to move between fields Browse Buttons Browse buttons are located on the bottom left of most screens Using these buttons you can browse through the file moving one record forward or backward or moving to the beginning or the end of the file lt a as Standard Buttons Most maintenance screens and data entry screens have these buttons in the lower right corner Usually these buttons do the same thing on all screens 1 Accept Button Saves the data to the file clears the screen and positions the cursor pointer back at the top of the screen in the first available field 2 Cancel Button If you have entered something on the screen SchoolBooks asks if you want to save your changes If you say No the program does NOT save the changes clears the screen and positions the pointer back at the top of the screen 3 Delete Button This button deletes the current record unless there is some reason why you are not allowed to remove it You can always remove entries from data entry files like Adjustment Entry before they are updated You can always remove maintenance file records like Vendors or GL Accounts before they have been used in a transaction You may NOT remove a Vendor with activity You may NOT remove a GL Account with activity 4 Printer Button This button usually launches a journal or report associated with the screen 5 Help Button This button takes you to the Help file most
297. sfers Cash Transfers Multi Line Transfers Receipts 7 Step 2 Enter percentage selections C Step 3 Other Options Transaction Record Print list of missing checks Count Count TERS 3 e Print list of void checks Print list of missing receipts Print list of missing POs List all checks over 1000 00 IT Print Prior Year Comparison Prior Year School Code L Step 4 Create File y Create File Remember Settings _ 2 View Print Acancel PA Date The default selection is for all dates If you want to limit the selection to a certain date range enter the Starting and Ending dates here Step 1 Gather Data Enter the date range for the transactions you wish to audit Then click the Gather button SchoolBooks reads through your histo ry files and displays the number of each type of transaction below Step 2 Enter percentage selections Enter the percentage of each type of transaction you wish to audit The program will display the actual number of t ransactions to the right of the percentage The screen defaults to 100 for each type of transaction You can change that to any percent you want Step 3 Other Options You can enter options for additional data you need Missing checks Check this box to see a list of missing checks Void checks Check this box to see a list of void checks Missing receipts Check this box to see a list of missing receipt
298. shown in this drop box Fields are marked either Text or DATA The text field Date Text will print the word Date on the form The data field DATE DATA will print the actual date today s date like 4 2 05 05 on the form To add a field to the form find it in the list and click on it SchoolBooks will add the field to the layout screen The screen uses drag and drop functionality You can move a field around by clicking on it and dragging it To delete a field you don t want right click on the field and choose Delete Note that it is possible to print a field more than once on the Purchase Order Preprinted Form Blank Paper Load From Other School Load From External File 1 Preprinted Form This will load the default layout for the standard Blue Bear receipt form If you purchase forms from Blue Bear this is the template to use 2 Blank paper This will load the default layout for printing a receipt on plain paper 3 Load From Other School This will allow you to load an existing receipt form layout from another school in SchoolBooks You can use this feature to set up a receipt form in PlaySchool and then copy it into your real school 4 Load From External File This allows you to load a template from an external file You can use this feature if you need to load a template from your district office or from Blue Bear 191 SchoolBooks User Guide Detail Button You can click on these buttons t
299. sign the form a little IOU verifying that they received money from you Remember that this petty cash slip is not income It is an expense and should NOT be tracked in Tracks Eventually your petty cash fund will begin to run low and you will want to fill up the cash box again It s time to replenish your Petty Cash Fund 1 First total all the Petty Cash Request forms you have running a tape is nice too Let s assume the total is 74 53 Make a check request for the amount due 74 53 to reimburse the petty cash fund Often this will be payable to YOU because you re the one who controls the petty cash fund 3 Now write a check from SchoolBooks payable to yourself or whoever controls the petty cash for the amount owed 74 53 to the petty cash account charging all the appropriate expense accounts 4 Cash the check at the bank and put the money in the petty cash box The petty cash box should now contain cash in the total amount of your G L Petty Cash account like 100 00 How to void a check Entered previously What if you want to void a check that was written and entered into SchoolBooks previously but now needs to be voided Maybe it was lost in the mail Go into Manual Void Check Entry Enter the number of the check SchoolBooks checks the history files and finds that you wrote this check already so asks This check has been recorded Do you want to reverse it Reverse a Check i i This check has been recorded
300. sk yourself these questions Have I updated all of my journals o Did lenter the beginning and ending balances proper Is the calculated book balance too high or too low If it s too high that means not enough checks NN have been cleared If it s too low that means too many checks or not enough deposits have been cleared Have entered all manual checks that may have written during the month Havel entered all of the deposits l ve received S Have recorded any interest earned or deposit corrections S Have I recorded NSF checks and bank charges correctly o Can I calculate the amount of debits and credits my bank has processed to check my figures aa Some banks count NSF checks as credits we consider them adjustments The same applies to interest your bank may include it with credits we count it as an adjustment If you balance with your bank but have a variance Print your Account Analysis Detail Report for the cash account only selecting only the date range for the month you are working on Compare all transactions There will be something on one report that is not on the other report That s your difference How to compare Detail Report See some hints below If all the transactions match up check to make sure the starting balance for the cash account on the AA Detail Report is the same as the ending balance for this account on the report you printed last month People have been known to post transactions
301. so we will end up with one line for Homecoming Dance one line for Backwards Dance etc If you have a short account number you probably will not use this field Just press Enter to accept the default of everything See Appendix for more details about how to use this feature Print Accounts with zero balance Check this checkbox to see all accounts regardless of the balance Leave the box cleared to see only GL Accounts with a non zero balance Use GL Print Groups If you have defined GL Print Groups and want to include sorting and subtotals by Print Group check this checkbox Leave the box cleared to print all accounts in their natural order with totals only for Income and Expense Remember Settings Check this box to have SchoolBooks remember the settings for the next time you run this report Clear the checkbox if you do not want the program to remember these settings Mini Profit and Loss What does it do The Mini Profit amp Loss Statement uses GL Print Groups to display the revenues expenditures and net profit for a group of accounts These accounts can be any type of account except Cash accounts For example if you have several accounts that relate to the yearbook regardless of whether they are Trust accounts or Income or Expense accounts you can group them together for a Mini P amp L Statement This report prints in the same format as an Account Analysis Report You can choose to print the report in Summary or Detail
302. sword Enter a password for this user Passwords may be up to 6 characters and are not displayed on the screen Re enter Password Enter the same password again for verification Role Choose a role for this user Roles must already be defined in Role Maintenance Default School Choose the default school for this user Warning Be careful about changing this password because you don t want to lock yourself out of the program Locking yourself out If by chance you lock yourself out of the program by mistake call Blue Bear Support and we ll help you PRINTING THE USER LISTING Printer button The printer button on the User Maintenance screen launches the User Listing Report The User Code Listing shows you a list of all Users This report can only be launched from this screen 63 SchoolBooks User Guide Role Security Maintenance What does it do Once you have Roles set up you can access Role Security Maintenance to assign rights to each menu option by role The rules are simple Either a Role has the right to access a menu option like Bank Deposit Entry or not This screen allows you to assign rights to SchoolBooks menu choices to the roles you have set up in your system Where is it Go to the Management Menu System Maintenance System Security and choose Role Security Maintenance Using the Screen roe gt Y Accept ea e E OOO HECK e nm e
303. t Journal And Update cccccccsessecccccesseeeeeceeeeeeeeeceaeeeeeeeaeeseeeeeeaeaseceeesseaeceeseseaseeeesseaaeceeessaageeeeesseageeeesssageeeees 87 Receipt History Report EE 89 Bank Depost EMILY coi 90 BEDEO ut E 91 Bank Deposit EAtry Detall TaD lt aiii editada 92 Reversing Bank DEPOSI seater de tant 93 Bank Deposit Journal And Mee EE 94 Bank Deposit MISTOM ODO errar a a a TR 95 Iayleieivgi gelunn 96 Chapter 5 Purchase Orders amp INVOICES ccoocccocnccocncconccononconnncnnnconnncnnncnnnnronnrnnanrnnnrrnanennnns 98 SO A A eee ee 99 Purchase Order Entry Header Section srein a a a a a a a a 100 Purchase Order Enty Detal SA a 101 Purchase Order F OMNIS ssn a dicas 104 Panting Purchase EE 105 Open Purchase Order REDOT iii ii ali eke ee 107 Purchase Order HIStory ee di aiii 108 Purchase Order Approval hepoiuiiiii a a a O 109 VOCS ENUY AI E E A OE 110 invoce Entry Header Sections EE 111 INVOICE Entry Detail SEGUON EE 111 Loading Invoices From Existing Purchase Orders a dls 114 Open INVOICE REDON GE 115 tems RECESO IU EC EE 116 iV SchoolBooks User Guide Chapter 6 Check EECHELEN 118 Manual Vol Checo En sisanne ccna ana a a a a a 119 Manual Void Check Entry Header Section rca 120 Manual Void Check Entry Detail Gechon serpiasseeneni na a a 121 Manual Void Check Journal And Update ooccccnnccccccconncccnncccconononnccnnnncnnnnnnnncnnnnnnnnnnnnnncnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnas 122 Compuler CA
304. t both For example for Office Supply Expense you would only enter an amount in the Expense Budget and just leave the Income Budget field blank Current Balance SchoolBooks will display the current balance in this field You may not edit this field Current Encumbered Balance SchoolBooks will display the current encumbered balance in this field This is the actual balance less any open invoices and less any open purchase orders for this account You may not edit this field Optional Fields If you have turned on these options in Customize School Settings the following fields will be displayed on the screen and allow data entry Export Number This field is used if you want to create an export file of SchoolBooks transactions with each SchoolBooks account tied to a longer district or county fund account number Enter the district or county fund account number here UDF1 If you have entered a UDF label like President in School Settings you can enter the name of the club president here This field is enabled for Auto Complete For more information about how the Auto Complete feature works please go to Using Auto Complete in the Getting Started section UDF2 If you have entered a UDF label like Secretary in School Settings you can enter the name of the club secretary here This field is enabled for Auto Complete For more information about how the Auto Complete feature works please go to Using Auto Complete in the Getting Sta
305. t deposit transactions in detail You will get individual detail lines for each separate transaction Watch out here You probably don t want to import detail for an account like Student Store Income because if you re importing receipt transactions you may end up with an individual record for each pencil and pen you sell instead of a summary total by date e Choose None if you don t want to import amounts to this account at all For example you would b ery use this option if you collect monies on behalf of the district office but all that cash does NOT get deposited into SchoolBooks but into a separate district bank account The None choice only 34 SchoolBooks User Guide shows if you have the Allow Selective Imports option checked in School Settings e Note You can override the default selection at any time when importing a specific transaction Print Group You can assign a GL Print Group to this account GL Print Groups give you the ability to sort and subtotal accounts on financial reports For more information about using this grouping option on reports see GL Print Group Maintenance Income Budget Enter the revenue or income budget amount for this account This is an optional field Expense Budget Enter the expense budget amount for this account This is an optional field Hint You can enter both Income and Expense Budgets for Trust Accounts For Income or Expense Accounts you can enter one or the other no
306. ta Click OK and Rebuild ONLY with assistance from a Blue Bear Support Technician Click Cancel to quit entering a new school before you ve saved anything Click Delete to delete a school from the School list This will NOT delete the data for this school Printer Button Click the Printer Button to print out a School Listing a list of all the schools on your system Help o Click the Help button to access help information Change Schools You are about to delete the school named 1 L CM1 Are you sure you want to delete this If you need to delete a school you School will see these warnings Note that even though deleting a school will remove it from the School Lookup you will still need to remove the school folder manually The data files from i C APPS BlueBear Server SBData CM1 will not be deleted by this process and must be deleted manually af OK 27 SchoolBooks User Guide Auto Complete Maintenance What does it do Auto Complete Maintenance allows you to manage your Auto Complete files all at once without having to edit each individual entry You can create an Auto Complete file from your history or get rid of everything if you want to make a clean start The screen is fairly self explanatory You can t really hurt anything so go for it See the disclaimers about the Authorized by and Purpose fields below Where is it Go to the Management Menu System Maintenance and choose Auto Complete Mai
307. ta correct This is your opportunity to check your work actually look at the Journal to make sure it is correct The default here is Yes so you can either click on the Yes button or press lt Enter gt to proceed SchoolBooks then displays the Update window with the prompt Do you want to update the Multi Line Transfer Journal with a default of No If you press lt Enter gt the program will return to the menu You must select the Yes either by moving to the Yes to have SchoolBooks update these entries This protects you from accidentally hitting the lt Enter gt key and having the program perform an update without your approval This also means that SchoolBooks NEVER does an update without you 138 SchoolBooks User Guide Transfer History Report What does it do The Transfer Report prints the detail for all the transfers in a selected date range Even though each type of transfer has its own journal and update process for the purposes of reporting historical transaction detail SchoolBooks prints all transfers on the same report Therefore you can select which types of transfers to print on this report Where is it Go to the Reports Menu GL Reports Other and choose Transfer History Report Using the Screen _ Transfer History Report Play School High School Test Selection All Starting Date 07 01 2009 09 02 2009 Include In Report Regular Transfers Cash Transfers Multi Lin Transfers
308. ted or not If the Import Type on the GL Account is either Detail or Summary the transaction will be imported if the Import Type is None the transaction will not be imported See Appendix K for more information You will only use this option if some of the money you collect in Tracks shouldn t come over to SchoolBooks at all Date Format Enter the date format you want to see displayed in SchoolBooks SchoolBooks will use this format to display dates on screens throughout the program Note that on many reports the program defaults to a format of MM DD YY in the interest of saving space Report Date Starting at Enter the starting date for reports This will usually be the starting date of your fiscal year Account Mask Enter a display mask for your GL Account number Account numbers may be alphanumeric SchoolBooks stores the actual GL Account number as one continuous number of 25 characters but when the program displays that number on the screen or on a report it uses this mask to format it the way you want to view it Valid characters are as follows 9 where 9 represents both letters and numbers The valid segment separators are the period the hyphen dash and the forward slash You may have as many segments as you wish and the separators do not count as characters If your account number looks like this 1234 56 78 enter your mask as 9999 99 99 If your account number looks like this 1234 AB 789 23 enter yo
309. tegory Code for this vendor This is an optional field Type Enter a company type for this vendor This is an optional field Our Reference No Enter your account number your customer number with this vendor You can choose to print this number on purchase orders and checks CYTD Purchases Calendar Year to Date Purchases This is a calculated field When SchoolBooks recalculates account balances this field is updated with the amount of all checks paid to this vendor during this calendar year You cannot edit this field 39 SchoolBooks User Guide FYTD Purchases Fiscal Year to Date Purchases This is a calculated field When SchoolBooks recalculates account balances this field is updated with the amount of all checks paid to this vendor during this fiscal year You cannot edit this field Terms Enter the payment terms for this vendor This might be Net 30 days or Due on receipt This field can be printed on purchase orders This field may be left blank Ship Via Enter the shipping information for this vendor This might be UPS Ground or USPS This field may be left blank Temp Vendor If this is Temporary Vendor check this box If this is a Permanent Vendor leave this box cleared Hint There are differences between Permanent Vendors and Temporary Vendors Permanent Vendors are people or companies you pay more than once the place you get your sports equipment Temporary Vendors are people or companies you may
310. that you can add them at any time The only real thing you need to watch for is to make sure you assign the same GL Print Group to every single account that should be included If you assign ATHG to Girls Volleyball Girls Basketball but not to Girls Baseball your report will present an incomplete picture of Girls Athletic Accounts Category Maintenance What does it do The purpose of Categories in general is to allow the user to mark individual transactions with a code that can be used for reporting later on Category Codes are NOT GL Account specific They are transaction specific The purpose of Category Maintenance is to give you a place to set up codes for all the things you want to track For example let s assume you want to track equipment purchases At the end of the year you want a report showing all the equipment you bought during the year regardless of which account it was charged to If you set up a Category called EQUIPMENT you can assign that code to each individual appropriate transaction Then at the end of the year you can run the Category Transaction Report for EQUIPMENT and see how much you spent on equipment You can enter an unlimited number of Category Codes You can even attach Category Codes to transactions you ve made in the past And you can change Category Codes on existing transactions Find out more information about these features in Modify Categories on the Special Functions menu Where is it Go to the
311. the sample screen shown below to discuss the way these screens work This is an example of a format that prints on plain paper Note that the School Name and Address fields are displayed in the upper left of the screen so they will print on the purchase order If you have pre printed purchase orders you wouldn t want to print those fields because you probably already have the school name and address and logo on the form itself 188 SchoolBooks User Guide Form Manager Play School High School Test Form PO Header hs General Margin Detail Start 4 25 Select Data or Text PO No Text wi Header Section Detail Spacing Footer Section 9 00 Page SCHL NAM O No FONO DATA CHL ADDR1 O Dt PODTE DATA end AME DATA ADDR1 DATA SHIPADDRi DATA SHIPADDR2 DATA ITY STATE ZIP DATA hone a Print Sample PO Top Left A Delete Field Accept Acance LS Select Data or Text The fields available to print on the form are shown in this drop box Fields are marked either Text or DATA The text field PO Date Text will print the words PO Date on the form The data field PO DATE DATA will print the actual date today s date like 12 05 05 on the form To add a field to the form find it in the list and click on it SchoolBooks will add the field to the layout screen The screen uses drag and drop functionality You can move a field around by clicking on it and dragging it To delete a field you don t wa
312. time it will NOT assign a new number So if you tried to reprint on a pre numbered form the PO number would not match the control number on the form Not a great idea Type Choose a PO Type for this purchase order e A Standard PO is any purchase order that is issued to one Vendor It refers to a regular PO for a one time shipment If fully received this PO will be removed from the Open PO file during period end processing e A Blanket PO is a purchase order that allows multiple invoices against each detail line and will NOT be removed during period end processing e A Multi Vendor PO is a purchase order that can be used by several vendors For example you might issue a PO to OFFICIALS because you dont know exactly which guys are going to be acting as referees for the Boys Basketball game By using the Vendor OFFICIALS to encumber the account you ll be able to record a future expenditure Then when Ted Joe and Sam all work the game and need to be paid you can point all those check requests at the same PO Backorder button If you enter one or more invoices for less than the total amount ordered on this line SchoolBooks will backorder the quantity or the amount You can use the Backorder Button at the bottom of the screen to edit this amount if necessary For example if you originally ordered 10 widgets and have invoiced 4 of them you will show a backorder qty of 6 widgets But maybe the coach tells you he is canceling the
313. time click No 2 When you click on the Printer button on the lower right side of the Cash Transfer Entry screen SchoolBooks assumes you want to print the Cash Transfer Journal 3 Goto the Journals Menu and choose Cash Transfer Journal Using the Screen When you have printed the Cash Transfer Journal SchoolBooks will ask you Did the Cash Transfer Journal print OK and is the data correct This is your opportunity to check your work actually look at the Journal to make sure it is correct The default here is Yes so you can either click on the Yes button or press lt Enter gt to proceed SchoolBooks then displays the Update window with the prompt Do you want to update the Cash Transfer Journal with a default of No If you press lt Enter gt the program will return to the menu You must select the Yes either by moving to the Yes to have SchoolBooks update these entries This protects you from accidentally hitting the lt Enter gt key and having the program perform an update without your approval This also means that SchoolBooks NEVER does an update without you 136 SchoolBooks User Guide Multi Line Transfer Entry What does it do This program allows you to transfer funds from several accounts at once or a large lump sum balance from one Trust account hitting several other Trust accounts Multi Line Transfers consist of lines with positive amounts and lines with negative amounts and they a
314. times you become weary of having accumulated stuff from the past cluttering up your life your reports and your poor huge backup file One fine day you say Let s get rid of that junk And so you choose this option Choosing the purge date This program will remove check data from the files up through a certain date We have restricted the data selection so you can only select a calendar year end date We ve further restricted it so you can only delete data older than 18 months old For example if your current school has a fiscal year end date of 6 30 04 we figure you need to keep data back to 7 1 03 because it s for the current fiscal year but also you probably need to keep data back to 1 1 03 so you ll be able to print 1099s for the calendar year 2003 Therefore when you enter a date SchoolBooks won t allow you to enter a purge date greater later than than 12 31 02 Make a backup before you run this program Or better yet make a copy of this school using Save Prior Year Data Just in case Where is it Go to the Management Menu Special Functions and choose Purge Vendor Check History Using the Screen Enter an Ending Date and press Proceed to do the deed SchoolBooks will automatically populate the Ending Date field with the last possible date you can use You may change this date to make it earlier if you like Hint the program is going to check your fiscal ending date when checking the validity of your selection here P
315. to a prior month AFTER doing a bank rec OCA o Check each transaction off on a copy of your bank statement your Bank Rec Report and your AA Transaction Matching Hints 1 Outstanding checks that appear on the bank statement should appear on the Bank Rec Report but NOT on the AA Detail Report a Check to make sure that all outstanding checks that cleared this month were listed as outstanding on the Bank Rec Report from last month b Some transactions that happened this month will not have cleared yet so they won t appear on your bank statement but should appear on both the Bank Rec Report and the AA Detail Report If you would still like some more help please call Blue Bear Technical Support If your Bank Reconciliation is less than 45 days old support for the issue will be covered under your Client Care Agreement 179 SchoolBooks User Guide Chapter 12 Appendices These appendices are used to provide detailed information about a topic that may require a bit more explanation than some of the simpler functions in SchoolBooks We use these sections to explain the underlying theory and function of how the program operates and or how to use it effectively Appendix A Batch Numbers Appendix B Void Checks Appendix C Import from Tracks Appendix D Entering Opening Balances Appendix E Customizing Your Forms Appendix F Bank Reconciliation Procedures Appendix G Multi School Bank Reconciliation Instructions Appendix H
316. to balance your bank statement with your cash account in SchoolBooks This should be done monthly and in a timely manner You ll find the Bank Reconciliation Wizard on the Period End Menu Using the Screens 1 The first screen asks whether you want to balance your bank statement for a single school or multiple schools Choose Single School as shown below and click Next For more information about Multi School Bank Rec see Appendix G B Bank Reconciliation Play School High School Test This is the Bank Reconciliation Wizard You can reconcile any of the banks for a single school or you can reconcile a bank that includes multiple schools To reconcile multiple schools the check box for multi school bank reconciliation must be checked for any school that is to be included This checkbox is located on the Accounting tab in Management Customize School Settings Select which type of reconciliation you will be doing and then click on Next below Single School NW Onet f Acana lz 2 We assume that you have already set up your cash account in Bank Account Maintenance If you have several Bank Accounts in Bank Account Maintenance you must first select the correct Bank Code for the Reconciliation that you are about to do If you have a single bank account SchoolBooks will default to the A Bank Code Bank Code L Bank G L Account Number 1000 00 00 Account De
317. to format your checks to fit almost any form These are standard SchoolBooks check forms BLUE BEAR Style Printer type F10100 Check on top Dot matrix Multiple parts Voucher on bottom F10120 Voucher on top Dot matrix Multiple parts Check on bottom F10110 Voucher on top Laser One part only Check in middle Voucher on bottom Receipts Laser receipt forms print 2 UP Dot matrix receipt forms print 1 UP BLUE BEAR Style Printer type MN F10310 F10300 Multiple parts Purchase Orders Purchase orders may be printed either on pre printed forms or on plain white paper Many school auditors require that purchase order forms be pre printed with disclaimer and shipping information as well as a pre printed purchase order number for tracking purposes Please consult with all parties who need to give you input what a word BEFORE ordering purchase order forms Warning If you use laser forms one part only to print purchase orders and you need multiple copies you ll have to Xerox them BLUE BEAR Style Printer type I F10200 Purchase Order Multiple parts F10210 Purchase Order One part only 1099 s These Department of the Treasury Internal Revenue Service forms are generic 8 1 2 x 11 forms printing 3 UP meaning that you print three 1099s on each sheet Warning SchoolBooks doesn t allow you to REPRINT a 1099 so if you use laser forms one part only to print purchase orders and you need multiple copies you ll have to
318. to use this feature Summarize Level This option works exactly the same way it works on other SchoolBooks reports Enter the account mask for summarizing this report If you have a short account number you probably will not use this field If you want to summarize or roll up your accounts to the 1st segment enter 2 in the first segment of your account mask Now SchoolBooks will group all transactions by the first 4 characters of the GL Account number See Appendix for more details about how to use this feature Only Accounts with Activity This option works exactly the same way it works on other SchoolBooks reports Click the checkbox to only include accounts with current activity in the selected date range Leave the box blank to select all accounts in the account range regardless of whether they have activity or not Remember Settings Select this box to have Tracks remember these settings the next time you run the report 77 SchoolBooks User Guide Bank Rec History What does it do This allows you to reprint past Bank Reconciliation Reports When printed there will be a message printed on the report so that you ll know it is a reprint Where is it Go to the Management menu Special Functions and select Bank Rec History Using the Screen Bank Rec History Report Play School High School Select a Bank Rec Report File BankRecA_20080731 pdf Remember Settings E aView Prin Select the Bank Rec Report file that y
319. ttings Bank Listing What does it do This report shows a listing of all the bank codes you have entered in Bank Code Maintenance Where is it Go to the Reports Menu Banking Reports and choose Bank Listing 164 SchoolBooks User Guide Vendor Reports Open Invoice Report What does it do This report shows a list of all open invoices sorted by Vendor Code In addition to invoice information the report also shows the invoice status H On Hold Do Not Pay X Invoice Out of Balance Note The summary version of the report displays a total of all the invoice header amounts The detail version of the report displays a total of all the invoice detail line amounts If all open invoices are in balance these reports will show the same total if any invoice is out of balance the reports will not show the same total Where is it Go to the Reports Menu Vendor Reports and choose Open Invoice Report Using the Screen Open Invoice Report Play School High School Test Selection Starting Ending vendor Number sR 27272272271 Print Detail Remember Settings Vendor Number If you want to print an Open Invoice Report for all Vendors leave the All box checked and click on Print or Preview If you do not want to see all your Vendors but only a specified range of Vendors you can enter a starting and an ending Vendor Number Play School High School OPEN INVOICE REPORT SUMMARY Wendor Range ALL Wendor Vendor Na
320. tton to select from a lookup list SchoolBooks will display the account description Category Enter a Category code if any for this item How much of it are you going to order f this is an Item line SchoolBooks will prompt you to enter a quantity received and a unit cost If this is an Account line you will be prompted to enter only an amount received Sales tax functionality is the same for both types of lines You enter either one or the other quantity or amount not both 112 SchoolBooks User Guide Quantity Amount Enter the quantity or amount received For an item line if you are purchasing 10 trophies at 3 50 each you would enter 10 in this field For an amount line if you are purchasing 10 trophies at 3 50 each you would enter 35 00 in this field Prev Rec SchoolBooks displays the quantity amount that has been previously invoiced for the selected PO Received SchoolBooks displays the quantity amount received to date Backorder SchoolBooks displays the quantity amount you have not yet received Unit Cost Enter the item or unit cost for this item If you are purchasing 10 trophies at 3 50 each you would enter 3 50 in this field If this is an amount line this field will be inactive Sales tax on this line If you have entered a default sales tax rate in School Settings that rate will be displayed here The sample below shows a rate of 7 75 SchoolBooks will use that rate to calculate sales tax on the taxable item
321. ual book balance If a variance is displayed please call Blue Bear at once BUT WAIT ONLY call us if you have a variance but ARE IN BALANCE WITH THE BANK Get in balance with the bank first then deal with the variance Sometimes a variance is caused because you are not yet in balance with the bank Balance your bank statement first Then deal with any variance b Click Next to print the Bank Reconciliation Report Bank Reconciliation Report You can print a Bank Reconciliation Report at any time to get a printout of your status This is especially helpful when you are not quite in balance and need to work from a paper rather than the screen to figure out where the problem is When you are finally in balance you should print a final copy of the Bank Reconciliation Report and attach it to your actual bank statement It is also a good idea to print a copy of an Account Analysis Detail Report for the Cash account and attach it too Now you have your bank statement bank reconciliation and the detail in your general ledger account all in one place YOU KNOW YOU ARE IN BALANCE AND YOU CAN PROVE IT 146 SchoolBooks User Guide Month End Processing Tasks Every school has a different set of procedures for month end or period end processing You may or may not have a prescribed set of steps you follow each month to close out a month Some schools send a set of reports to the district office each month other schools keep their reports locally and intern
322. udget Import Type detal Current Balance Print Group President Secretary Inactive og tee Moco Ja 2 Advisor Enter the name of the advisor or staff person responsible for this club or account This name will print on the Account Analysis Reports This field is enabled for Auto Complete For more information about how the Auto Complete feature works please go to Using Auto Complete in the Getting Started section Type Choose an account type for this account Account types determine where this account will print on financial statements Valid account types are listed below Every GL Account MUST HAVE an account type For your general student body fund account equity One only For expenses zeroed out at end of year Import Type SchoolBooks allows for importing receipt transactions into Bank Deposit Entry from Tracks or from SchoolBooks Receipting either in summary or detail Here is where you choose the default for this account e Choose Summary by GL to import deposit transactions in a summarized form You will get one summarized amount for the yearbook account e Choose Summary by Item to import deposit transactions that are summarized by item You will get one summarized amount for each item from Tracks or WebStore that is imported This is useful in the situation where you have several different items posting to the same GL Account but you want to see the deposits chunked together by item e Choose Detail to impor
323. ummary this field will say MISC because it is probably a combination of several receipts This is an optional field it may be left blank 92 SchoolBooks User Guide Income Expense Click Income if this amount affects income Click Expense if this amount affects expense Income items will be printed in the Income column on the account analysis report The system defaults to Income for deposits Note Usually deposits will affect income but occasionally you may receive money that should affect the expense side of an account An example you wrote a check for 5000 00 for athletic uniforms but were over billed in error The company issues you a refund check When you deposit that check you want to apply it to reduce the amount of that 5000 initial payment Therefore you would want it to affect the Expense portion of the account Amount Enter the amount of this item GL Account Enter the account number for this item or use the lookup button or press lt F2 gt to lookup accounts The system displays the description of this account SchoolBooks will not allow you to enter an invalid GL Account However it is possible to import an invalid account from Tracks or another front end system For the sake of efficiency SchoolBooks will allow you to import transactions with bad GL Accounts but once you import these transactions into Bank Deposit Entry you will see that they have an xX on the line item This indicates an invalid GL
324. unt so you can hand a single page to each club advisor You can choose to include budget amounts and a variance too If you only want this data for one account use the Account Snapshot Report it provides the same data but only for one account at a time Where is it Go to the Reports Menu GL Analysis Reports and choose Encumbrance Report Using the Screen Encumbrance Report Play School High School Test Selection Starting Ending 07 01 2009 09 02 2009 Filter Summarize Level Only Accounts With Activity Page Break on Account Print Budget Amounts Add Signature Line Remember Settings Account Number If you want to print a report showing all your accounts leave the All box checked and click on View Print If you do not want to see all your Accounts but only a specified range of Accounts you can enter a starting and an ending Account Number Date Range If you want to print a report showing transactions for ALL dates leave the All box checked If you only want to see transactions for a particular date range enter the starting and ending dates Filter If you want to filter your selection enter the appropriate account segment value here For example assume all your Girls Athletic accounts have a 20 in the 2nd segment of your account number and you want to see only these accounts You would enter a 20 in the 2nd segment entering question marks in the rest of the mask Now SchoolBooks will only
325. up and running in a heartbeat If you don t have a current backup available we can t help you We ll want to but there will be nothing we can do We will be sad That s what will happen Please make a backup and keep one off site We don t want to be sad Backup Manager What does it do Backup Manager keeps track of when you do and when you don t make a backup You can choose between options to have Backup Manager prompt you to make a backup every time you exit the program you can choose either Always Warn or Never Warn If you choose to be warned Backup Manager will display a screen showing you the date time User Code and path of your last backup If the program detects that you haven t made a backup for 7 days the warning message is printed in red If the program detects that you haven t made a backup for 30 days the program forces you to type I choose to risk losing my data before you can exit the screen It s a very serious program it means business Where is it Go to the Management Menu Customize and choose School Settings The Backup Manger option is located on the School Data Tab The default is set to Always Warn Backup Manager Never Warn Here are the sample messages that you will receive from SchoolBooks if you choose Always Warn Backup Manager What would you like to do Last Backup of Data for ZPLAY Date 04 19 05 Time 18 34 File Name CADOCUMENTS AND SETTI User Code MASTER Backup
326. ur mask as 9999 99 999 99 For more information about account masks see Appendix I Default Auth By Value If you want SchoolBooks to automatically populate the Authorized By field on screens that require it with a certain name enter it here In other words if you are the bookkeeper and you want your name to be on everything enter it here Then when you enter an Adjustment a Transfer or a Purchase Order SchoolBooks will display this name automatically in the Authorized By field Of course you always have the option to type over it at the time It just helps you out by displaying the default 16 SchoolBooks User Guide School Settings Accounting Tab What does it do This is where you enter configuration and functional information about your school Using the Screen School Settings Play School High School Test Basic Settings Purchase Orders Federal Tax ID 33 1234567 Allow Reprint Purchase Orders School ID PLY Don t Prompt to Print in PO Entry Screen Fiscal Year Begin Date 07 01 2009 Default Line Type in PO amp Inv Detail Fiscal Year End Date 06 30 2010 PO Forms Are Pre Numbered Last Closed Date 07 01 2009 Month Offset e Include in Multi School Bank Rec Recalc Balances on Startup Sales Tax Settings Sales Tax Rate Like 7 75 Show Export Number in GL Acct Maint Show Category in GL Transactions Use Sales Tax in Receipts
327. urge Yendor Check History Play School High School Test Please make sure you have a backup You will not be able to recover the purged records This utility REMOVES Vendor check transactions on or before the Ending Date below Please enter a date and click Proceed to continue Ending Date 12 31 2008 l Proceed ACancel LG Purge Receipt History What does it do This utility allows you to delete old receipt history from your files when it is no longer needed SchoolBooks does not automatically remove old receipt history from the files at year end Receipts stay in the Receipt History file until you purge them here Some users may choose to save this data so it s accessible in the current year but if you ve saved your prior year data you can always go there to view whatever receipt information you need Choosing the purge date This program will remove receipt data from the files up through a certain date We have restricted the data selection so you can only select a date prior to your current fiscal year You wouldn t want to delete anything that is part of your current year audit trail Make a backup before you run this program Or better yet make a copy of this school using Save Prior Year Data Just in case Where is it Go to the Management Menu Special Functions and choose Purge Receipt History Using the Screen Enter an Ending Date and press Proceed to do the deed SchoolBooks will automatic
328. urnal So in an effort to protect you the program will require you to choose the Journal again this time selecting the Print button before it will prompt you to update Keep your updated Journals It is important that you KEEP all your updated journals stored in a logical manner to make it easy for later reference and auditing You can keep all the journals and reports for one month in the same folder or notebook For example you might keep all the May work in a folder called May 2005 Or you can store journals by type For example you could have a folder called Multi Line Transfer Journals and all the journals for the whole year would be kept there Where is it You can print the Multi Line Transfer Journal from three places 1 When you click on the Close Screen X in the upper right corner of the Multi Line Transfer window to exit the screen SchoolBooks will prompt you Do you want to print the Multi Line Transfer Journal The default is Yes If you do not want to print the journal at this time click No 2 When you click on the Printer button on the lower right side of the Multi Line Transfer Entry screen SchoolBooks assumes you want to print the Multi Line Transfer Journal 3 You can print the Multi Line Transfer Journal from the Journals Menu too Using the Screen When you have printed the Multi Line Transfer Journal SchoolBooks will ask you Did the Multi Line Transfer Journal print OK and is the da
329. ve to the Yes to have SchoolBooks update these entries This protects you from accidentally hitting the lt Enter gt key and having the program perform an update without your approval This also means that SchoolBooks NEVER does an update without you Hint With both Adjustments and Transfers you should provide as much detail as possible in the Purpose field This is the description that goes to the General Ledger and the more detailed you can be the easier it will be for others to understand your entries and therefore not question you about them later So don t just write Bank Charges when you can write Check Printing fees it s more explanatory it will delight both auditors and advisors alike Adjustment History Report What does it do The Adjustment History Report prints a list of all adjustments between two dates for selected Bank Codes You may print or preview this report to the screen Where is it Go to the Reports Menu GL Reports Other and choose Adjustment History Report Using the Screen Selection All Starting Ending Bank Codes B z K Include Income and Expense Date The report selection screen defaults to All dates where the 12 31 99 is 12 31 2099 If you want a specific date range enter a starting date and an ending date Bank Codes The report selection defaults to All Bank Codes If you only want to view adjustment history for specific Bank Codes enter a starting Bank Code and en
330. vendor If you do not check this box you can still enter tax information but you aren t forced to enter an address Type e Choose None if you do not print a 1099 for this vendor e Choose Business if this is a business with a federal tax ID number e Choose Individual if this is an individual with a social security number Tax ID Enter the vendor s tax ID number If this is a business SchoolBooks will display a mask for entry of a federal tax ID number like 33 7877544 If this is an individual SchoolBooks will display a mask for entry of a social security number like 567 98 4577 Box Enter the box number on the 1099 form for this vendor s payments Usually this will be Box 7 for Non Employee Compensation 40 SchoolBooks User Guide Vendor Maintenance Invoices Tab What does it do This tab displays all open invoices for this Vendor Open invoices are invoices that have been entered into the system but have not yet been paid The screen shows the invoice number invoice date status X for out of balance H for on hold PO if any and amount Using the Screen Yendor Maintenance Play School High School Vendor Number BOBSYR eN Name Bob s Yearbook Productions Amount 250 00 s Jar PEPA By simply double clicking on the invoice you are able to see the details as seen in the example below Invoice Details Play Hig BOBSYR Bob s Yearbook Productions Inv N
331. vious field this field will disappear If you chose Item in the previous field you can enter the Item number here Enter the item number for this detail line This may be the vendor s part number or a style number For example if the vendor s style number for trophies is 12 747 you could enter that number here This is an optional field If you have told SchoolBooks where your Tracks data is located you can use the lookup button to do a lookup into your Item Maintenance file in Tracks and order items from Tracks Be careful Although you can lookup items in Tracks there is no validation on this field That means you can enter anything you want without the program stopping you If you enter CANDY as an item the program sees that as very different from CANDYBAR Purpose Enter the purpose or description for this expense The purpose entered for each line item will be updated to the general ledger when a check for this item is ultimately paid When you print a check the purpose on the TOP DETAIL LINE prints on the check stub as a description for the invoice If you selected a Tracks Item Number in the previous field SchoolBooks will display the Item Description from Tracks in the Purpose field This field is enabled for Auto Complete For more information about how the Auto Complete feature works please go to Using Auto Complete in the Getting Started section Hint This is the description that will stay with this entry forever on your books b
332. voices is saved in the Check History files Afterwards SchoolBooks will not allow you to enter transactions in any of the Entry screens with a date prior to the month end date you have selected This protects you from making entries in months that have already been closed Where is it Go to the Period End Menu and select Month End Using the Screen i Do you want to start printing Month End Reports for 077317097 Month End Date Click Yes to perform month end processing for the selected month i Do you want to perform Month End Processing for 07 31 09 If SchoolBooks detects that you have transactions that have not been updated it warns you Before you can proceed with Month End Processing all data entry files must be empty This is to ensure that all transactions wou have entered are correctly updated lt SchoolBooks has determined that the ij following entry files need to be updated before proceeding Computer Checks Bank Deposits Manual Checks 141 SchoolBooks User Guide After month end processing has been completed you will then get a message telling you that everything was successful Note SchoolBooks keeps track of the month to be closed Click No to return to the menu 142 SchoolBooks User Guide Bank Reconciliation What does it do SchoolBooks Bank Reconciliation allows you to balance your bank statement to your books The system displays current balances for cleared checks and deposits
333. will enter the tax amount yourself Use this feature when you want to enter a specific sales tax amount Freight Enter the amount of freight which pertains to this detail line This amount will be charged to the account number specified for this detail line OK Click on OK to save this line and enter another line Before SchoolBooks saves the line the program checks to make sure there is enough money in the GL account you have chosen If the account is short the program displays an Overdrawn message You can click on Proceed to go ahead and accept the line or you can choose Cancel to select a different GL Account These warnings about overdrawn conditions will only pop up if you have checked the option to Prompt when overdrawing account on the Accounting Tab in School Settings 103 SchoolBooks User Guide Overdrawn This line will overdraw account 5205 40 00 by 4 499 00 Show this prompt again Proceed Line options OK Click OK to accept and save this line Undo Click Undo to leave this line without saving changes Insert Click Insert to insert a blank line above the currently selected line Delete Click Delete to delete the currently selected highlighted line Detail lines displayed below SchoolBooks calculates and displays the extended amount for each detail line You may not edit these fields When you have completed one detail line the system automatically moves to the
334. xample you might keep all the May work in a folder called May 2005 Or you can store journals by type For example you could have a folder called Manual Void Check Journals and all the journals for the whole year would be kept there Where is it You can print the Manual Void Check Journal from three places 1 When you click on the Close Screen X in the upper right corner of the Manual Void Check Entry window to exit the screen SchoolBooks will prompt you Do you want to print the Manual Void Check Journal The default is Yes If you do not want to print the journal at this time click No 2 When you click on the Printer button on the lower right side of the Manual Void Check Entry screen SchoolBooks assumes you want to print the Manual Void Check Journal 3 You can print the Manual Void Check Journal from the Journals Menu too Using the Screen Print Journal i Do you want to print the a Manual Wolid Check Journal When you have printed the Manual Void Check Journal SchoolBooks will ask you Did the Manual Void Check Journal print OK and is the data correct This is your opportunity to check your work actually look at the Journal to make sure it is correct The default here is Yes so you can either click on the Yes button or press lt Enter gt to proceed SchoolBooks i Did the Manual Void Check Journal print Y OK and is the data correct SchoolBooks then displ
335. xporting Data Where And How Do You Find It Lookups Accessing a lookup window SchoolBooks uses the same lookup function throughout the program You can access a lookup window on a screen in either of two ways 1 Inthe example below click the button with the magnifying glass on the right side of the field to access the Vendor Code lookup 2 OR while the pointer cursor is on the field press lt F2 gt to open the lookup window E Vendor Maintenance Play School High 2 SchoolBooks User Guide Using the Lookup Screen Sort By You can use the sort arrow circled below to change the way data is presented In the example below you can choose to sort on either Vendor Number or Name To sort on Vendor Name simply click on the Name column header Yendor Lookup A Vendor N3 Ni me Address City BOBSYR Bob s Yearbook Productions 7866 Overland Drive Culver City CALSPORTS Cal Sportswear 1234 Park Way San Diego CLARA Clara amp Company Trophies Inc 3321 North Cassidy San Diego GREEN Green Photography Company 5622 W Jefferson San Diego HARPER Harper Office Products 4568 White Street Los Angeles JACK Jack s Snack Shop 8547 South River San Diego INIEDAL Jack Miedal 1654 Harper Lane East Fremont ISTRONG Jack Strong 873 Temple Street Los Angeles OFFIC Misc Officials Use this for MY PO e O Wendors 1 10 of 20 In the example above we have chosen to sort by Vendor Number Vendor No Name Then
336. y 80 Reie GE 150 Difference from Journal 150 EXPO Dalai 151 Using Masks A Gummares 199 Reprinting Purchase Crderg 18 101 Reset Moved Gcreens no nnnnonennnenneennnenenne 82 Restore From Backup 68 Reversing Bank Deposit iii 93 Multi Line Transfers aaannnannnannnnannnanennni 138 RECO uds oa 87 MA A tw 133 S Sales Tax Calculation on Receipts ccooooncnncccnoonconc 204 AMIA a 17 DMA CES e oe ES 113 On Recodo 17 85 Override Rate on INVOICES oooocccccccnoocconc 113 Override Rate on POe 103 EE eege 17 Save Prior Year Data 70 q COC rrna a a a 26 School Maintenance coccccccocccccccccccccnnccnnno 26 SCHOOLIN di a ei 15 School Gettnges 15 Screen Navigation 4 207 SchoolBooks User Guide SO CUNINY cio See System Security Selective IMpPorts ninenin rae en 16 SESSION CONSOlE veta ee en 80 Shipping Information for Vendors 40 Software Updates 13 SOIC BV ssoa oido 3 Startup Beginning Balances nnnaenneneenenni 30 185 Opening Bank Checke 31 Opening Bank Deposits n000nnnnn0ananenani 32 Statement Of Revenue ooocccncccccoccnnncconanennnoss 160 Sub Account MaintenancCe cooocccncccccncconncnnno 47 System Security ooccccccococcconcccnoncconcnnnnns 63 Menu Gecuty 64 System Setup oococcccccocccnccccconcnnnoss See Startup T Temporary Vendors soeannneneannneo
337. y number which will be used until the real purchase order is printed and a real purchase order number is assigned The Print PO Box will be checked by default when you enter this type of record How to edit an existing purchase order Purchase Order Click the drop down arrow or press lt F2 gt to view open purchase orders and to select a purchase order to edit 52 SchoolBooks User Guide Purchase Order Entry Detail Tab What does it do You will use this screen to enter the actual items or services you are ordering on this purchase order You can also enter Comment lines to print on your PO Information entered here will be automatically loaded on the invoice check history and eventually find its way to your general ledger and your financial reports The whole concept here is to enter data one time and have it flow through the system saving you data entry time and increasing accuracy Using the Screen Purchase Order Entry Play School High School Test so number E mme rain we C purpose i as O OSO E OA category DI Original Received Backorder Unit Cost Taxable Rate Ta Freight Line Type Enter Amount if this is a flat amount and not a number of individual items Enter Item if you want to enter an Item Number and track quantity ordered and quantity received If you think you re going to spend about 10 000 this year with the soda company use Amount rather than trying to guess how many
338. y recalculate account balances each time you launch the program check this box You can always choose Recalc Account Balances from the Management Special Functions Utilities Menu but this will do it automatically During the Recalc Account Balances process SchoolBooks updates all account balance fields in GL Account Maintenance as well as YTD payment fields in Vendor Maintenance Show Export Number in GL Acct Maint If you intend to export GL transaction detail from SchoolBooks so it can be imported into another financial system you may want to link the SchoolBooks GL Account number to a longer more complex account number used by your district or county If you check this checkbox SchoolBooks will display a field in GL Account Maintenance so you can enter a District number there Show Category in GL Transactions If you assign Category Codes to transactions you have the option of viewing these codes in GL Account Maintenance on the Transactions Tab If you want to have the Category Codes displayed check this box If you do not want to display Category Codes leave the box cleared Use Auto Complete You can choose to turn the auto complete functions on or off by selecting this option With Auto Complete turned on the program will remember values you ve entered into fields like Purpose Advisor and others as you begin to type the program will attempt to fill the field automatically Make this school read only Check this box to make t
339. y user Forms This section describes how to format your SchoolBooks forms There is a separate section for check forms purchase orders and receipts 14 SchoolBooks User Guide System Management School Settings What does it do Use the School Settings screens to set up options for your system The accordian tabs School Data Accounting UDFs Month End Other Settings Defaults and Journals contain different types of data that allow you to configure SchoolBooks for each specific school Each set of customize options is school specific not system specific If you run several different schools on one copy of SchoolBooks you will need to complete this data for each school you use Make sure you are in the right school not PlaySchool when you begin to enter these options Where is it Go to the Management Menu Customize and choose School Settings School Settings School Data Tab What does it do SchoolBooks allows you to set up and edit information about the specific school SchoolBooks will display information on this school Using the Screen Enter the name of your school in the School Name field exactly how you want to see it printed on all of your reports The address information on this screen will be used to print on your receipts and purchase orders School Settings Play School High School Test School Information School Name Play School High School Test Address Line 1 1123 Elm Street
340. you must increase the amount on hand by 100 00 The amount of the transfer will be 100 00 from the Inventory Adjustment account to the Inventory on Hand account Transfer Entry Play School High School Transfer Number Mewo0101 L LISS Dateiipr21rpg Amount 100 00 From GL Account No 5010 00 00 Inventory adjustment To GL Account No 1410 00 00 Purpose Adjust inventory to actual Authorized by Jack White Category Scenario 2 The amount of the Inventory on Hand account is 5 100 00 The physical count reflects only 5 000 00 You must decrease the inventory on hand by 100 00 The money will need to be transferred from the Inventory on Hand account to the Inventory Adjustment account Enter a transfer using a positive amount Transfer Number jeyyooioi SIAS 100 00 From GL Account No ha To GL Account No J Inventory adjustment Purpose Authorized by Category 172 SchoolBooks User Guide How to correct checks written for the wrong amount Let s assume you wrote check 1234 for the amount 23 50 and mistakenly entered it into SchoolBooks for 23 00 you need to make the check amount 50 MORE than the computer thinks it is e You can void the check and re enter it with an adjusted check number like 12345A in Manual Void Check Entry e Or you can make an adjustment Enter the date of the adjustment Enter the amount of the adjustment as a negative number as in minus 50 Remember that
341. you are increasing the amount of the check so you are decreasing your cash balance Enter the account number for this expense Enter the account number for your checking account The Adjustment Type is Expense Enter the purpose Correct Amount For Check 1234 Enter the person who authorized this adjustment Select Adjustment Entry Type Enter New Adjustment Edit Adjustment Not Yet Updated Reverse Prior Adjustment ye E How to enter an NSF check e Go into Adjustment Entry e Select Adjustment Type Returned Check Adjustment Entry Play School High School Select Bank and Type for Adjustment Bank Code la JJ 1254 4657 102 Sunshine Bank Checking 1000 00 00 Cash Chkg Sunshine Bank Adjustment Type Returned Check wi Enter the date the check bounced or the date the bank reported it to you NOT the original date the check was deposited Enter the amount of the check check number and student parent name Enter the GL account where the money went originally or a receivable account if you think you ll get the money back quickly Enter the person who authorized this transfer Enter a Category Code if appropriate Adjustment Entry Play School High School o x Adjustment for Returned Check Date Adjustment Number Check Amount Check Number Student Parent Name GL Account Number 16000000 H Authorized By Category Code Y 173 SchoolBooks User Guide How to enter bank charges e Go i
342. you can now search for an account by using the vertical scroll bar on the right or typing the first few characters of the vendor number in the box on the lower left of the screen SchoolBooks GREEN Green Photography goes to the closest entry it can find that matches what you enter In the example to the right we PE A typed a C and SchoolBooks displays CLARA the first C Vendor in the list If you are sorting by Bin ani SE Vendor number you would enter part of the Vendor number If you are sorting by Vendor name JSTRONG Jack Strong enter the first part of the Vendor name OFFIC Misc Officials SBOE State Board of Equa SHIRTFOR Shirts Forever Whol Mary Smith Even faster lookups You can make your search even faster by entering the first few characters and THEN pressing F2 For example if you want to find vendor Tom Robertson and you know the Vendor number begins with TR you can simply type TR and then press F2 Yendor Maintenance Play School High Vendor Number If your sort is set to Vendor Number the program will open the lookup at the first vendor it finds with a TR match If you change the Sort selection SchoolBooks will remember your choice and the next time you access this lookup the sort choice will be the same When you find the entry you want either click on Select or double click on the item itself 3 SchoolBooks User Guide Screen Navigation Moving between fields You can u
343. you enter the PO number In that case SchoolBooks assumes the PO has already been typed or handwritten somewhere else For computer purchase orders the box is checked until you actually print the PO and then SchoolBooks clears the checkbox Thoughts about Reprinting Purchase Orders f you want to reprint a purchase order that has already been printed simply check the box Assuming the Allow reprint of purchase orders option in School Settings is checked SchoolBooks will print another PO But think about what you are doing If you use pre numbered forms and you are using the number on the form as a control number not the actual PO number you re OK But if you use the number on the form as the actual PO number you ll have a problem trying to reprint on a form You should reprint only if you print your PO on plain paper not a pre numbered form Bear in mind that even if you reprint a purchase order SchoolBooks will use the same number it assigned the first time it will NOT assign anew number So if you tried to reprint on a pre numbered form the PO number would not match the control number on the form Not a great idea Type Choose a PO Type for this purchase order e A Standard PO is any purchase order that is issued to one Vendor It refers to a regular PO for a one time shipment If fully received this PO will be removed from the Open PO file during period end processing e A Blanket PO is a purchase order that allows multiple invoic
344. yped or printed yourself using another system or you can let SchoolBooks print your purchase orders for you Print Purchase Order This section explains how to print purchase orders Purchase Order Form This section explains how to customize your purchase order form Open Purchase Order Report This section explains how to print the Open PO Report and the PO History Report Invoice Entry Use Invoice Entry to enter bills check requests and vendor invoices into the system for payment Open Invoice Report This report allows you to view all your open invoices invoices that have not yet been paid Items Received Journal This report prints detail of items received and allows you to update quantities on hand in Tracks 98 SchoolBooks User Guide Purchase Order Entry What does it do Use Purchase Order Entry to enter existing purchase orders or to enter information for the printing of new purchase orders You can either enter information about purchase orders that you have typed or printed yourself using another system Manual Purchase Orders or you can let SchoolBooks print your purchase orders for you Computer Purchase Orders Where is it Go to the Entry Menu and choose Purchase Order Entry Purchase Order Entry Play School High School PO Number 1005 ay CG Date 071709 Amount 400 00 Vendor Number HARPER KA Harper Office Products Purchase Order Type Standard e Auth By Hilda Weston Print PO Separate Chk Email

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