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1. dl If there is a difference check the amounts in the Rent Cards and Cash Receipts are correctly entered Circuit User s Manual Version 2 June 2009 The Cash Payments Worksheet This worksheet is for recording all expenditure for the month there is a separate worksheet for each month of the financial year Thir charge uill ant bo displayed in the Pruporty Heintan Jul 08 ACCOUNT PROPERTY CHEQUE TOTAL Record details of all cheques written during the month and any direct debits appearing on the bank statement Mark each unpresented cheque as a b c etc This is critical to the Bank Rec process rem It can be good practice to mark the presented cheques with an to mark them visually from the unpresented ones but you will need to delete the later for the bank reconciliation to balance Circuit User s Manual Version 2 June 2009 10 The Bank Rec Worksheet This worksheet is used to reconcile the bank statement with the financial activities for the month MONIES AT BANK BALANCE OF STATEMENT S AT END OF investments AC E TUER n 1 AIC AIC Record the end of month balances for all CERC bank accounts using a separate line for each TOTAL Mark this column if Unpresented Cheques still unpresented in YALUE Cheques still unpresented from the previous month must
2. Cash Payments Worksheets Circuit User s Manual Version 2 June 2009 Financial Report This report shows all income and expenses for the month quarter and year to date and is generated from the data entered in the Cash Receipts and Cash Payment Worksheets The Report shows if the CERC is running at a profit or a loss for the period The Report should be presented to the CERC Board and General Members at each meeting Property Maintenance File This Report shows all maintenance expenditure per property for the financial year The Report is generated from the data entered in the Cash Payments Worksheet provided a Property Address was correctly assigned to any Maintenance payments in that Worksheet This Report should be provided to the Maintenance Director regularly Occupancy Report This Report notes any tenancy changes in the period Most fields are automatically completed by Circuit from the Rent Cards some fields are required to be completed on the Report Reminder Quarterly Reporting The following reports will need to be forwarded at the end of each quarter to CEHL Financial Report Occupancy Report and Rental Report also include copies of last statements of quarter for all bank accounts as substantiation of the figures Circuit User s Manual Version 2 June 2009 Passwording Circuit Care should be taken in who may access the Circuit program particularly if it is operating on a shared family or CERC c
3. Enter the CERC s name e Enter street address of each property The Rent Cards Worksheet e Enter Tenant s name e Address e Property number e Tenancy start date Find tenant name in Rent Cards Find property address in Rent Cards Ge Type Name PROPERTY No 1 a SS Enter the tenant s wa aus a carried over balance e from the previous financial year could be positive or negative Paid thi nth Paid this month 20 Jul 08 1 WEEKS TO 26 Jul 08 Paid this month 27 Jul 08 2 WEEKS TO 9 Auz 08 Paid this month 10 Aug 0S 2 WEEKS TO 23 Aug 08 Paid this month 24 Aug 08 1 WEEKS TO 30 Aug 08 e Enter the rent to be charged take note the first rent period may be one week or two depending on the financial year adjust the rent figure appropriately e Repeat for each property Circuit User s Manual Version 2 June 2009 5 The Bank Rec Worksheet MONIES AT BANK BALANCE OF STATEMENT S AT END OF Investments Mark this columnif Unpresented Cheques still unpresented in i i i Cheque Payee Amount Enter details of any unpresented cheques from previous financial year still not presented in July Ihis month Cheque Payee Amount UNPRESENTED CHQ TOTAL TOTAL Adjusted Bank Balance BALANCE CASH RECEIPTS A
4. Circuit Users Manual Circuit User s Manual Index What LR CHOUIE gi ai aaa 3 SPEGINCALIONS Mer 3 Savignano 3 BackUp lele iDan 3 Prifting cile a E 3 Starting a new financial year cett ita ta dites 4 What should be gathered before starting eeeeeeeeeeeeeeeeeeeeenenennnnnnne 4 Loading Cire UE eruttiva 4 Updating Circuit for the new Financial Year 4 The Menu WOrksHeet einen erre Een ex pes epos Exe eds rece E cani 4 The Rent Cards Worksheet ss 4 The Bank Rec Worksheet inire krea cu e coro o hne xxu e kue ES ca Sa XR xu RC rEEqu iaa SERA REEraRT 5 Updating Circuit Gach month illa MENTA ED SE DDR m Mu E hissi ES 6 What should be gathered before starting ss 6 Updating Circuit aaa aaea ora erst eri iene feta Cuba eoa en de Mente tort 6 The Rent Cards Worksheet ss 6 The Cash Receipts Worksheet 2 cccccceeeeeeeeeeeeeeeeeeeeeeeneeeeeeeeeeeeeeeenaaaeeeeeeeeseeeeaaes 7 The Rental Summarny naar 8 The Cash Payments Worksheet ss 9 The Bank Rec Worksheet sssssssssnnsssseennssseeeeeeenses 10 Difficulties with the Bank Reconciliation eere 11 The Petty Cash Worksheet lineare 12 Circuit Reporte uui OUT UAM MIA EI MM MAMMA AE 13 R
5. ND CASH PAYMENTS Type in the CASH BOOK BALANCE from end of last financial year TOTAL INCOME THIS MONTH Enter in previous financial year cashbook balance TOTAL TOTAL EXPENDITURE THIS MONTH TOTAL TOTAL CASH BOOK BALANCE DIFFERENCE Is your Bank Reconciliation OK IF NO THE ACCOUNTS ARE NOT RECONCILED SEEK ASSISTANCE Circuit is now ready for the new Financial Year Circuit User s Manual Version 2 June 2009 Updating Circuit each month What should be gathered before starting e Bank Statements e Centrepay Statements if applicable e Details of Monthly Expenditure Cash Payments Journal or Cheque Requisition Forms e Details of any tenancy or rent changes in the last month Updating Circuit The Rent Cards Worksheet Record all rents paid CERC Name Type Name PROPERTY No 1 Type Address DATE OF TENANCY Type Address END OF TENANCY PAID UP TO DATE m 28 Jun 08 1 WEEKS TO Be ux m x Balance Brought Forward as at 29 Jun 08 Paid this month 19 Jul 08 2 WEEKS TO 1 WEEKS TO 26 Jul 08 Enter total paid for the period Enter date and amount of rent paid Print a copy of the Rent Card each month for all tenants see Printing on pg 3 Circuit User s Manual Version 2 June 2009 The Cash Receipts Worksheet This worksheet is for recording all income f
6. ash Payment Journal e Is there a page missing from the Bank Statement e g there may be a second page on the back of page one e Are Centrepay fees recorded in the Cash Payments Journal e Has all income been recorded in the Cast Receipts Journal e g rents ATO refunds Interest CEHL refunds etc If having checked all of the above the Reconciliation still does not balance perhaps seek a second person to check the figures or contact CEHL for assistance Circuit User s Manual Version 2 June 2009 12 The Petty Cash Worksheet This worksheet may be used if the CERC operates a petty cash system it does not inter relate with the rest of Circuit and will not affect any other worksheet PARTICULARS PETTY ADMIN MAINTENANCE SUNDRIES DETAIL OF SUNDRIES CASH DESCRIPTION AMOUNT LOAT Fi Enter the amount of the Float Enter details of each item of expenditure in these rows TOTALS CASH ON HAND CASH ON HAND RECEIPTSIVOUCHERS EIMBURSEMENT CHQ NO Having entered the above details the Cash on Hand should equal the amount of cash actually in the Petty Cash box Cash a cheque for the amount required to restore the original float This completes all data entry tasks for the month Circuit User s Manual Version 2 June 2009 Circuit Reports Circuit automatically generates reports from the data entered into the worksheets They are essen
7. be marked with a b c etc on last month s Bank Rec These cheques will then automatically appear as unpresented in the current month Cheque Payee Amount Cheque Payee Amount UNPRESENTED CHO TOTAL T a 5 Adjusted Bank Balance TOTAL 6 TAKE 5 FROM 4 BALANCE CASH RECEIPTS AND CASH PAYMENTS CASH BOOK BALANCE PREVIOUS MONTH Ce J 1 TOTAL INCOME THIS MONTH TOTAL TOTAL EXPENDITURE THIS MONTH TOTAL CASH BOOK BALANCE TOTAL DIFFERENCE Is your Bank Reconciliation OK No IF NO THE ACCOUNTS ARE NOT RECONCILED SEEK ASSISTANCE All other fields on this screen are automatically filled in by Circuit If all information is correctly recorded so far the Difference line should read 0 and the No will change to Yes and the Bank Reconciliation is complete Circuit User s Manual Version 2 June 2009 Difficulties with the Bank Reconciliation If after completing the above actions the Bank Rec does not say Yes i e is not balanced there are various steps you can retrace e Did the bank reconciliation work last month e Are all the amounts entered in Cash Payments Journal entered correctly e Are the unpresented cheques marked off as a b c etc e Is the Rental Summary balanced e Are the closing balances on the Bank Statement entered correctly e Are all cheques accounted for i e entered into C
8. entatRepori rraieheihhibhibli ile 13 Expenditure Report ee 13 Budget 13 DS EROR 13 Financial ReDOF US iind siia ila 14 Property Maintenance File cioe iter 14 OGCUPANGCY Report mem 14 Reminder Quarterly Reporting nee 14 PASS WOKING CIC qme 15 Circuit User s Manual Version 2 June 2009 What is Circuit Circuit is an MS Excel software application for bookkeeping designed specifically for the CERC Program Specifications Circuit will operate on MS Office 95 and any later version and requires 256mb memory Saving Good practice is to Save at the end of updating any Worksheet A Save is required at the end of each Circuit session Back Up Good practice is to save a Back Up copy of Circuit on a memory stick CD or Portable Hard Drive each month Printing e Highlight the area of any Worksheet to be printed e Click the Print Option e Click on Selection in Print Range box e Click Ok Circuit User s Manual Version 2 June 2009 Starting a new financial year What should be gathered before starting e First Schedule from the CCA e Rent Cards from the previous period e Bank Reconciliation from the previous period e The new version of Circuit from CEHL for the new financial year Loading Circuit Take note of any changes flagged in the Notes tab of the new Version Updating Circuit for the new Financial Year The Menu Worksheet e
9. omputer To require a password to open Circuit e Open Circuit e Click File e Click Save as e Place Circuit in an appropriate folder e Name the file Save As Save in d Circuit e Click General Options e Enter a password in the Password to Open box e Ignore the options for Password to Modify and Read Only Recommended e Click OK e Repeat as requested e Click OK e Click Save The password will now be required each time Circuit is opened To avoid problems in the event that the Treasurer or person with the password is unavailable or no longer with the CERC it is recommended that two other CERC Directors are informed of the current password This could be the Rents Officer and Secretary for example Circuit User s Manual Version 2 June 2009
10. or the month there is a separate worksheet for each month of the financial year CEHL INSUR RATES CYCLICAL ONGOING OTHER ADMIN WAC amp BID In cells G2 to M2 type in the Budget from CEHL 55 00 1 00 10 00 12 00 10 00 1 00 9 00 2 00 ERC Mame DATE REFERENCE REF Jai 08 TENANTS RENTS ONLY Jul 08 HO 1 2 3 4 5 t 1 on each date received as per the bank statement in this section Note ATO refands shoulda t be inserted ia GST Colsma Note Interest mast go ia the Interest colema ACCOUNT ATO TRANSFER CYCLICAL ONGOING REFUND Record all income other than rent ATO refunds interest etc in this section Circuit User s Manual Version 2 June 2009 The Rental Summary The Rental Summary shows all rents paid per month by each property The worksheet is read only it compares the amounts recorded in the Rent Cards refereed to as Rent Ledgers on this worksheet with the amounts recorded in the Cash Receipts After entering the amounts in both the Rent Cards and Cash Receipts for the month it is good practice to refer to the Rental Summary __CERC Name PROPERTY No MONTH dul 08 Aug 09 Sep 08 Det 08 Nov 08 Dec 08 d E dan 08 If the two total amounts _ Feb 09 1 i for the month are Mar 09 t different it will appear in Apr 09 1 the Difference line for Magd Jun 03 TOTAL
11. tial for the Treasurer the CERC Board and General Members to make informed decisions about the CERC s finances Rental Report This report is generated from the data entered in the Rent Cards and shows the rent balances for all CERC properties and highlights any tenants more than 21 days in arrears For any tenants more than 21 days in arrears actions taken should be recorded in the lower section of the Report This Report should be presented to the CERC Board every month Expenditure Report This report shows all expenditure for the month and is generated from the data entered in the Cash Payments Worksheet The Report should be presented to the CERC Board every month Budget This Report provides a comparison between actual expenditure and allocated funds based on percentage of rents collected The Budget Year to Date YTD figures are generated from the Cash Receipts Worksheet The Actual YTD figures are generated from the Cash Payments Worksheet CERCs are able to change the budgeted percentage for each item except the Company Rent which is set at 55 of Forecast Rental Income in this Report by changing them in the Cash Receipts Worksheet The Budget is designed to act as a guide to better help CERCs monitor their financial operation BAS The BAS Business Activity Statement is a report to assist the CERC in preparing the quarterly BAS Statement for the ATO The Report is generated from the Cash Receipts and

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