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eFunds User Guide - Rocky Mountain School District 6

1. In order to log into your eFunds session you will be provided with a unique web URL by the district office This URL will allow you access to your school s data and only your school s data z SDS j a Welcome Username Password 1 Open an Internet Explorer PC users or Safari Mac users session 2 Type in your unique URL and Enter GO 3 The Via Welcome screen appears with the Login fields 4 Enter your Username and Password 5 Click Wms Note You might want to save this URL as a Favourite and call it eFunds for quicker access in the future CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 1 Last updated May 2012 6 The screen will refresh and you will now see the main Via SDS application selection screen Change Password License Agreement Logout Welcome adrtest lt a Accounting Purchasing Copyright 2012 Harris Computer Systems The refreshed screen will provide you with the following e Applications that are available for you to access i e eFunds e Who is logged into this session top right corner e A button to logout the current user 7 Click the eFunds icon from the Applications area 8 The screen refreshes into the main Welcome to eFunds screen CONFIDENTIAL Information in
2. eFunds General Ledger gt Create Departments Accounts gt Department Transfers gt Journal Entry gt G L Report gt Journal Entry Listing Receive Money gt Receipt of Money gt Deposit to Bank gt Receipt Listing gt Deposit Listing gt Receipt Audit Listing gt NSF Cheques Pay Bills gt Payment of Bills gt Cheque Register gt Print Cheques gt Void Cheques gt Record Spoiled Cheques Bank Reconciliation gt Reconcile Bank gt Cleared Cheques Listing gt Cleared Deposits Listing 1 From the Receive Money section click the NSF Cheques link the NSF Cheques screen appears NSF Cheques 2 Enter the NSF Cheque Number or click to search and select from your saved cheque listing the screen will refresh with the cheque data CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 33 Note Last updated May 2012 NSF Cheques STUDENTS Mar 04 2009 Click the NSF Date and select the date the cheque was NSF your bank statement should provide this information for you Click din assigned an NSF status and the reversing G L entries have taken place the screen refreshes and is now clear the cheque has now been Click to return to the Welcome
3. gt Create Departments Accounts gt Department Transfers gt Journal Entry gt G L Report gt Journal Entry Listing Receive Money gt Receipt of Money gt Deposit to Bank gt Receipt Listing gt Deposit Listing gt Receipt Audit Listing gt NSF Cheques Pay Bills gt Payment of Bills gt Cheque Register gt Print Cheques gt Void Cheques gt Record Spoiled Cheques Bank Reconciliation gt Reconcile Bank gt Cleared Cheques Listing lt lt gt Cleared Deposits Listing 1 From the Bank Reconciliation section click the Cleared Cheques Listing link the Cleared Cheques Listing screen appears Cleared Cheques Listing Cleared Outstanding September 4 2009 To September 4 2009 2 Select the Cleared or Outstanding radio button 3 Enter a date or range of dates to report on amp Print 4 Click icon on the PDF tool bar the report is generated in PDF format print the report using the printer x Close 5 Click to go back to the Welcome to eFunds main screen CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 63 Last updated May 2012 Cleared Deposit Listing Similar to reporting on cleared cheques you can run a report that will show you all the deposits that you ha
4. Audit Listing gt NSF Cheques Pay Bills gt Payment of Bills gt Cheque Register gt Print Cheques gt Void Cheques gt Record Spoiled Cheques Bank Reconciliation gt Reconcile Bank gt Cleared Cheques Listing gt Cleared Deposits Listing 1 From the Bank Reconciliation section click the Reconcile Bank link the Bank Reconciliation screen appears Bank Reconciliation Bank Charge interest Description Amount 2 Click Gammell reconcile to your bank statement the screen refreshes with data in the available fields that you must now CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 56 Last updated May 2012 Bank Reconciliation Date September 4 2009 Bank Statement Balance 0 00 18 057 31 Outstanding Cheques 10 655 88 Outstanding Deposits 0 00 Total Adjustments To Bank Statement Bank Charge interest Date Description Amount Add Note Ensure you have your latest bank statement to work with If you have access to the account online you should be able to print a copy of the statement for the given month the first day of the next month otherwise you will need to wait for the statement to arrive by mail Please always remember to ta
5. Cheque Run from the Print Cheques link amp Print Later This cheque will also be available to print on demand from the main Payment of Bills screen Payment Of Bills B Print Now 5 Print Later Invoice Description Total HST Amount HST Category 30 00 9 64 Rebate Payment Of Bills Aug 10 2011 Peter Mansbridge Aug 9 2011 John MacDonald Aug 8 2011 Chris Christopherson Aug 5 2011 Bobby Orr Aug 3 2011 Freddy Mercury 55 Aug 1 2011 A cheque that has been set to Print Later will display Print Later next to the cheque number These cheques can be deleted ESS GG a Eo creuenumber emt tat CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 10 Last updated May 2012 Printing Cheques Pay Bills gt Payment of Bils A H Cheque Register gt Print Cheques gt Record Spoiled Cheques Void Cheques There are two ways to print cheques 1 The on demand Tean option can be used to print one cheque at a time This option is available when the cheque is created or when a cheque has been saved and stamped with Print Later it will be available to select individually from the main Payment of Bills screen 2 Alternately from the Print Cheques link in the Pay Bills section you c
6. DORIS PER PO BOX 602 DUNVILLE NL AOB 150 PER CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 12 Last updated May 2012 Printing Tips Note Your cheque printer should be different from other printers in the office If you are printing cheques to a shared printer remember that others will be using the same printer and therefore take care not to leave printed cheques in the printer for any extended period of time e Ensure you insert the cheques into the printer the right way To test this insert a blank piece of paper with this side up top of page bottom of page messages on it to gauge how the printer is set up e If your IT department has your system set up with pop up blocking software when you print your cheques you will get a warning that your report has been blocked Click the Ok button the cheque s will pop up as a PDF document and this is what you will print Question Pop up report has been blocked Do you want to manually open the report i Cancel e You might want to show this to your IT department they will be able to change the server settings to allow the pop up report which is your Cheque in PDF If not this message will appear each time you try to print a cheque CONFIDENTIAL Informat
7. EE E TE 41 Create Department ACCOUNTS seme neem re ne A EEE 41 OPO Woo ae crear a wee cree E E E 42 Addin REDOC FOU eae r O E EET OANE sere cae 44 CS MO E E E E E S EN EEEE racecars 45 NO UM aE EE A E E EE E E peeuesieettscd 46 CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees i Last updated May 2012 Depreni I SINS BOS ceisses este arrest sorte cara detec AE EN E EOE 47 Joan EN essere a e E E E E A E EE E E 49 Journal Entry LISUNE sreneriisnarini nni E E E 53 OB OO T a A A AEEA T A E E AE 54 Bank OC OMI IAN IOMN arene E E E E E E E E 56 Cleared Chegues Listing sesirrnariierieniei enis ihre nn ei E ORTONE E EDETEN 63 dered Depos OSUDE pererin EE E Ea 64 CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees ii Last updated May 2012 Introduction amp Login Procedure Welcome to eFunds This application is the first SDS web based product and it is the pioneer application for SDS s migration from telnet onto the web eFunds is delivered as part of the Via for schools portal which provides schools with a single point of login for all SDS applications
8. a Cheque Previous Fiscal Year Voiding a cheque from a previous fiscal year includes the same steps involved in voiding a current year cheque The only difference is if you void a previous fiscal year cheque you will see a message on the screen telling you that it is a Previous Fiscal Year Cheque You will also be able to see that there are reversing entries on the bottom of the Void Cheques screen verifying what journal entries will take place The reversing entries will occur in the current year s G L Note Your Previous Year has been audited and stored it can no longer be changed If the original account the cheque was posted to no longer exists you can double click on the line item to select a different account to post the reversing entries to a pop up window appears Invoice Number 1749 Description Statement Department Cafeteria Account Supplies Amount 1 Click the Department and select the new Department 2 Click the Account and select the new Account v OK 3 Click you are taken back to the Void Cheques screen 4 Click Gikk to save your changes and void the previous fiscal year cheque CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 20 Last updated May 2012 Cheque Register For a list of
9. agreement made with Harris School Solutions eFunds User Guide for School Office Employees 18 Last updated May 2012 2 Manually enter the cheque number you wish to void and click Enter Or Click for a drop down list of printed cheques to choose from the screen refreshes and the fields are all populated with that cheque s data Note If you use the drop down arrow to view the list of cheques you can click the column headers to re sort the list 3 Ensure you enter the correct Void Date the system will default this field to the current date click the to use the pop up calendar to change dates ff Save 4 Click and you will receive a successful void message Notice GS Cheque 4580 has been voided 5 Click Ok the cheque is now officially voided out of the system 6 Click to return to the Welcome To eFunds main screen Congratulations you have just learned how to Void a cheque from the eFunds system Note Voiding cheques using the Void Cheques option in eFunds completes two tasks for you simultaneously first it purges the system of the cheque and second it reverses all the appropriate journal entries automatically CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 19 Last updated May 2012 Voiding
10. been deleted CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 36 Last updated May 2012 Receipt Audit Listing The Receipt Audit Listing report will generate a list of all receipts added modified printed or deposited within a specified date range EL t SDS gt gt eFunds Welcome To eFunds Welcome eFunds General Ledger gt Create Departments Accounts gt Department Transfers gt Journal Entry gt G L Report gt Journal Entry Listing Receive Money gt Receipt of Money gt Deposit to Bank gt Receipt Listing gt Deposit Listing gt Receipt Audit Listing gt NSF Cheques Pay Bills gt Payment of Bills gt Cheque Register gt Print Cheques gt Void Cheques gt Record Spoiled Cheques Bank Reconciliation gt Reconcile Bank gt Cleared Cheques Listing gt Cleared Deposits Listing 1 From the Receive Money section click the Receipt Audit Listing link the Receipt Audit Listing screen appears Receipt Audit Listing cat Open Changed since ao p Receipt Number tera Ra UserName lt CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Soluti
11. the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 59 Last updated May 2012 7 Ensure to check this list of deposits to your bank statement and check off the ones that have cleared your bank Note All deposits not cleared from your previous bank reconciliation plus new deposits will be listed here Only check those that have cleared your bank 8 Click is again look at the Deposit field total now it will reflect what you cleared Bank Reconciliation Date September 4 2009 Bank Statement Balance 0 00 0 00 Outstanding Cheques Oo lt 0 00 Outstanding Deposits 0 00 Total Adjustments To Bank Statement Bank Charge interest Date Description Amount 45 159 40 t Note The Deposits field is now 0 but the un reconciled balance field has changed again Don t forget to post the bank charges interest payments that are appearing on your statement 9 Click ieee Bank Charges a pop up window appears August 31 2009 bank charges 25 00 CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 60 Last updated May 2012 10 Selec
12. 04 Deposit Date Cash Count Denomination Coin Rolls Loose Coins so et OO OO E Cash Total Cheque Receipt UL Cheque Total SsSSSSCS 0 00 ue Total 50 00 Page 1 of 1 CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 31 Last updated May 2012 Once your deposit slip has printed close the PDF and when you go back to the Deposit to Bank screen you will see your system generated Deposit Number Deposit To Bank cm GS GS i Es Ee 63 September 1 2009 n Receipt Received From Total Include 559 SDS Software Inc 560 SDS Software Inc oS ESSE OS ESSI OC ESSE OS Bee OS Gee DS 5 Click x Close Fm return to the Welcome to eFunds main screen Congratulations You have just learned how to create a bank deposit CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 32 Last updated May 2012 NSF Cheques In this section you will learn how to process an NSF cheque in eFunds SDS gt gt eFunds Welcome To eFunds Welcome
13. 2 Select your filters Filter Options Summary Reports By Report Group Department Report Layout By Report Group Department Account By Account Type Account Department By Department By Department Account Financial Statement Detail Reports By Report Group Department By Report Group Department Account By Account Type Account Department By Department By Department Account Effective Date Select from calendar pop up Page Break Check this box to insert page breaks Report Group 3 Click A Print All for all groups or if you don t have any groups If you have set up Report Groups you can filter here by Group All or Specific Department only All or Specific Account only CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 55 Last updated May 2012 Bank Reconciliation In this section you will learn how to complete a Bank Reconciliation at the school office level through Via Welcome SDS gt gt eFunds Welcome To eFunds eFunds General Ledger gt Create Departments Accounts gt Department Transfers gt Journal Entry gt G L Report gt Journal Entry Listing Receive Money gt Receipt of Money gt Deposit to Bank gt Receipt Listing gt Deposit Listing gt Receipt
14. CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions x xK xxx 28 Last updated May 2012 2 For anew deposit click New f the screen refreshes with all the receipts that were entered after your last deposit or not included in that last deposit Deposit To Bank Ecm Deposit Number aE Deposit Date September 1 2009 Deposit Total 385 00 Total Cheques 50 00 Total Cash Receipt Received From Total Include 559 SDS Software Inc August 20 2009 560 SDS Software Inc September 1 2009 x x KFK K K x xx OK Field Section Data Deposit Number Auto generated by system each time New is selected Deposit Date Click to view the calendar and select the deposit date This will be the total of your receipts selected to include in this deposit cash and cheques Deposit Total All cheques receipted since last deposit or not included in the Total Cheques l previous deposit Toti Cah All ceh as since last deposit or not included in the previous deposit Will list all receipts since last deposit and those not included in Receipt Listing Section the previous deposit you can select which receipts to include by checking the Include Box This is a Required Field Ensure to itemize your cash Count Section denominations here prior to printing your deposit or you will rece
15. DS Software Inc 611 Alexander St Cash Count Student Total Cheque Dept Description Account Name Comment 3 If the receipt is for cash click the button to enter the denominations on hand a pop up window will appear for you to fill in Note This option is NOT a requirement for receiving cash you do not have to enter denominations here You can simply enter the total amount of cash in the pop up window 4 In the Count fields enter how many of each denomination you have on hand for the receipt you will see your Grand Total at the bottom of the window 5 Click Ekfisi E Lance can Udita to clear your data if you make an error the Cash Count field will now be populated with the Grand Total or you Note Double check to ensure your Grand Total matches with your cash in hand To enter cash and or cheque information click add a pop up window appears with fields for you to populate Choose one of two methods to record the cash and or cheque information Entry by Student or Entry by Department CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 23 Last updated May 2012 Entry by Student If your District Office chose to upload your student database into eFunds you will be able to enter receipts based o
16. If you make errors on this screen you can to clear your data entry Also if the student you are looking for was not part of the original load you can Add Student click to enter a new student s information Entry by Department If your District Office chose not to upload student data into eFunds then you will select the Entry by Department radio button Receipt Of Money Ea Entry by Student Entry by Departm Cheque Amount Cash Comments 1 Enter a Department 2 Enter an Account 3 Type in the Cheque Number if this is a cheque entry 4 Split if your District is using Student information you can split a cheque for a family that has multiple children but are paying with one cheque 5 Total a running total will appear on the bottom of the screen Ok 6 Click to see the completed receipt CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 25 Last updated May 2012 Receipt Of Money 2 NEW August 20 2009 SDS Software Inc 611 Alexander St Vancouver VGA 1E1 Student Total Cheque Dept Description Account Name Comment 50 00 123456 5001 Office 1720 Revenue Once the Receipt of Money main screen appears you wil
17. To eFunds main screen Congratulations You have just learned how to process an NSF cheque in eFunds You will only be able to process an NSF cheque this way IF you receipted the cheque on an individual basis and not as part of a group of cheques If the NSF cheque was part of a group of receipted cheques you will need to adjust your balance with a journal entry Shown in another section of this guide CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 34 Last updated May 2012 Receipt Listing You can run a report to view a Summary or Detail list of your receipts at anytime SDS gt gt eFunds Welcome To eFunds Welcome eFunds General Ledger gt Create Departments Accounts gt Department Transfers gt Journal Entry gt G L Report gt Journal Entry Listing Receive Money gt Receipt of Money gt Deposit to Bank gt Receipt Listing lt _ gt Deposit Listing gt Receipt Audit Listing gt NSF Cheques Pay Bills gt Payment of Bills gt Cheque Register gt Print Cheques gt Void Cheques gt Record Spoiled Cheques Bank Reconciliation gt Reconcile Bank gt Cleared Cheques Listing gt Cleared Deposits Listing 1 From the Receive Money section click the Receipt Listing link the Receipt List
18. an print cheques in a Bulk Cheque Run When you print a cheque or cheques a pop up PDF document is created To print these click the Printer Icon in your PDF viewer select the correct printer and send the cheque s to print 1 1 mx i e ey Find Note The printed cheques will fit nicely into a standard size window envelope for mailing Once a cheque is printed the amounts are posted to your general ledger and you can no longer go back and edit any part of it If you need to make a change your only option will be to VOID the cheque You are only able to edit a Saved cheque With either option there are certain technical considerations and a test printing should be conducted with any new setup CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 11 Last updated May 2012 SDS Software Inc 322 611 Alexander St Vancouver BC YGA 1E1 Phone 604 251 9600 Fax 604 251 9633 INVOICE NUMBER DESCRIPTION AMOUNT SDS Training PAY TO NAME CHEQUE DATE TOTAL AMOUNT AMOUNT SMITH DORIS Aug 6 2009 500 00 SDS Software Inc 9999 3227 611 Alexander St Vancouver BC YGA 1E1 Phone 604 251 9600 Fax 604 251 9633 DATE 080629009 MMDDY YY Y PAY THE SUM OF EXACTLY 500DOLLARSOOCENTS TO THE ORDER OF 500 00 SMITH
19. ast updated May 2012 Payment Of Bills Save p lt Cancel Eu ff amp Print Later September 1 2011 Invoice Description Total HST Amount HST Category 2 Enter the following information e Pay To information This field will auto complete if the name has previously been entered e Address amp City Region Postal These fields will auto complete if the Pay To name has been entered before with an address The address is optional e Date Click the to use the pop up calendar e Click to enter the Cheque Details A new screen will pop up Note As you add new Pay To clients they will be saved in a list that can be accessed with the drop down arrow attached or by using the auto complete feature which will allow you to type in the first few letters of a last name eFunds will display all matching names from the list for you to choose from CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 6 Last updated May 2012 Mesum Jengih 33 characters Category Rebate Department me Book Account Name Amount Note Clicking the button in the top left hand corner of this pop up screen will allow you to save changes and exit the screen 3 Complete the following fields e Enter in the Invoice or any other reference number i e the da
20. department CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 46 Last updated May 2012 Department Transfers In this section you will learn how to transfer funds from one department to another in eFunds Remember these funds are really all kept in one account so the transfer of funds is a book keeping function for your school s departments G Logout SDS gt gt eFunds UE Logout Welcome To eFunds Welcome General Ledger gt Create Departments Accounts gt Department Transfers 4 gt Journal Entry gt G L Report gt Journal Entry Listing Receive Money gt Receipt of Money gt Deposit to Bank gt Receipt Listing gt Deposit Listing gt Receipt Audit Listing gt NSF Cheques Pay Bills gt Payment of Bills gt Cheque Register gt Print Cheques gt Void Cheques gt Record Spoiled Cheques Bank Reconciliation gt Reconcile Bank gt Cleared Cheques Listing gt Cleared Deposits Listing 1 From the General Ledger section click the Department Transfers link the Department Transfers screen appears Department Transfers September 4 2009 Maximum length 35 characters 2 Click the Date and select the date for your transfer CONFIDENTIAL Information in this docum
21. documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 3 Last updated May 2012 eFunds Buttons Glossary Table While navigating through the eFunds application you will come across many buttons that will allow you to complete different tasks The following table outlines the most common buttons that you will encounter and the purpose of each one Create a new bill payment receipt deposit Edit a current bill payment receipt Cancel out of a screen without saving any changes Save changes made in a screen without printing which can be edited later B Print Print a cheque receipt deposit Close out of a screen and return to the main eFunds starting screen Add details to a cheque or receipt To view and select existing data from a list To accept out of certain pop up windows after completing the data within the window CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 4 Last updated May 2012 Pay Bills In this section you will learn how to create cheques add vendors print cheques and run a cheque register to view all your existing cheques Payment of Bills In this sectio
22. e an error pop up warning you that there aren t any receipts to print Generate a receipt number and save the receipt The receipt will NOT print 8 Click ij to return to the Welcome to eFunds main screen CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 27 Deposit to Bank In this section you will learn how to create your bank deposits eFunds SDS gt gt eFunds Welcome To eFunds General Ledger gt Create Departments Accounts gt Journal Entry gt Journal Entry Listing Receive Money gt Receipt of Money gt Receipt Listing gt Receipt Audit Listing Pay Bills gt Payment of Bills gt Print Cheques gt Record Spoiled Cheques Bank Reconciliation gt Reconcile Bank gt Department Transfers gt G L Report gt Deposit to Bank gt Deposit Listing gt NSF Cheques gt Cheque Register gt Void Cheques gt Cleared Cheques Listing gt Cleared Deposits Listing Last updated May 2012 Welcome 1 From the Receive Money section click the Deposit to Bank link the Deposit to Bank screen appears Receipt Received From Total eFunds User Guide for School Office Employees Include Deposit To Bank
23. eFunds User Guide HARRIS School Solutions For School Office Employees Last updated May 2012 Table of Contents Introduction amp Login PrOCECULE ceccccssecccessccccsececesececesceceusceeeeeceseneceseucesseecesenecesseecesseeeeas 1 Welcome to eFunds Main Screen seccerscanaceetessatosicccnGsscnasercemecunapistesendoriccenssnsnsencemecerapessaaenderccesGsacses 3 EERE a e E E E A E S A E AA A A 3 RECENO MONE Y arenen E A A E ET 3 eae II e E E E E EE E E E E E T A O E E EN 3 BANK RECONNU aO spe E E EEEE EE A E NEEE E E E EE 3 eFunds BUTTONS Glossary Table sasaornenina ai E EE aa 4 PVD area E E E 5 PAVEN OV DINE ireo ne Een E E EE E A E E EA 5 Printinge IOC CS searrinnesrisrdEs enr aene AE eE DEE NTE EE 11 PENE TIOS aerer raa EE E E AE O A 13 BURK CO COR IN onere E E E E E AOE O 14 Racord Spora CREUS sariei e E E EOE 15 DENON S oe serpe E A EE EE R EE A A EE EEEE E 17 VoLTE GUC aare A E EEE AEE E EAEE 18 Voiding a Cheque Previous Fiscal Year sscsccscssssccsossssecsensesecuensssecneusssecsensssseneusseenenes 20 CIN REGIS TO aer A E T E E 21 Rec iVe MONEY sssrinin E E E E ERE E 22 CSO MONY arree Prr E A E E A 22 Enty DY dO E oa E A E OE E TOE 24 Enay Dy Depar mon a e E E N 25 DEDOS TOB a Aa E E E E EEEE 28 INS FS oae a E E EE E EER 33 ROC CWE SEIN eeri E E E E E eee 35 Receipt ICE LISUNE xara cece da ce aeccsasies oan i E EEEE EEEE NT 37 Depose ESUE eara a AEE ss OAE EEE 39 GOTO ia CG e AE E E E T E T E E T
24. eFunds Welcome To eFunds eFunds General Ledger gt Create Departments Accounts gt Department Transfers gt Journal Entry gt G L Report gt Journal Entry Listing Receive Money gt Receipt of Money gt Deposit to Bank gt Receipt Listing gt Deposit Listing gt Receipt Audit Listing gt NSF Cheques Pay Bills gt Payment of Bills gt Cheque Register gt Print Cheques gt Void Cheques gt Record Spoiled Cheques Bank Reconciliation gt Reconcile Bank gt Cleared Cheques Listing gt Cleared Deposits Listing 1 From the Receive Money section click the Deposit Listing link the Deposit Listing screen appears Deposit Listing Summary By Deposit Number September 4 2009 To September 4 2009 as lt CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 39 Last updated May 2012 2 Select your filters Ed Filter Summary R eport Layout Detail Deposit Number Sort Option Deposit Date User Name Deposit Number B Print 3 Click the report is generated as a PDF Deposit Summary Listing SDS ELEMENTARY Depasit Date User Name Cheque 63 Sep 01 2009 Mob 50 00 Grand Total 50 00 4 Print the report click the printer icon from the PDF toolbar 5 Click _ Close IA ret
25. entation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 47 Last updated May 2012 3 Click the From Dept and select the department the funds are coming from 4 Click the To Dept and select the department the funds will move to 5 Enter the Amount of the transfer 6 Add a Comment this is a required field i e Funds from car wash fund raiser you have a maximum of 35 characters to use Department Transfers September 4 2009 5701 Hockey Boys 5702 Hockey Girls 250 00 Funds from car wash Maximum length 35 characters Note In this example the boys and girls hockey teams participated in a fund raising car wash They raised 500 and the deposit was made to the boy s hockey department 5701 the transfer of 250 to the girls hockey department 5702 was to split the funds raised by both teams ff Save 7 Click your transfer is complete If there are insufficient funds in the department that the funds are coming from you will receive this warning Warning s CC Insufficient Funds For Department 5701 Note The system will still allow the transfer to take place and your G L will show a negative balance for the originating department Just click OK CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is
26. ing screen appears Receipt Listing By Date Received From CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 35 Last updated May 2012 2 Select your report filters Ea Filter Options Report Layout Summary Details or Student Details By Date Received From By Received From Date Sort Option By User Name Date Received From By Deposit Date Received From By Receipt B Print 3 Click the report is generated as a PDF Receipt Summary Listing Receipt Date November 3 2008 To December 16 2008 SDS Secondary School By Receipt Date Received From Date Receipt From Total Deposit UserName _ Prt Del Nov 04 2008 723 Mr Smith 45 00 89 SDS Nov 04 2008 715 Coffee Machine 45 00 89 SDS Nov 04 2008 719 Jack Adams 45 00 89 SDS Nov 04 2008 726 Cindy Who 45 50 89 SDS Nov 04 2008 716 Carl Berg 50 00 89 SDS 4 Print the report click the printer icon from the PDF toolbar 5 Click _ x Close to return to the Welcome to eFunds main page Note This report will feature columns such as Date Receipt From Cheque Cash Total Deposit User Name Prt Del If there is a Y flag in the Prt Column then the receipt has been printed if there is a Y flag in the Del Column then the receipt has
27. ion in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 13 Last updated May 2012 Bulk Cheque Run Pay Bills gt Payment of Sills Cheque Register Print Cheques Void Cheques gt Record Spoiled Cheques 1 From the Print Cheques screen ensure the cheques you wish to print are checked in the Print column Print Cheques Print Pay To Cheque Amount User M Orr Aug 3 2011 M Chris Christopherson Aug 5 2011 John MacDonald Aug 8 2014 2 Enter the Starting Cheque Number and click Print A PDF of all the cheques selected will pop up to your screen and be available to print Note If you enter a Cheque Number that has already been used you will receive a warning message This ensures you will never create cheques with duplicate Cheque Numbers Attention Q Cheque Number Is Already In Use 98 CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 14 Last updated May 2012 Record Spoiled Cheques Pay Bills gt Payment of Bills gt Cheque Register gt Print Cheques p Void Cheques gt Record Spoiled Cheques Possib
28. is School Solutions eFunds User Guide for School Office Employees 49 Last updated May 2012 Maximum length 35 characters 4 Click the Department and select the department 5 Click the Account and select the account 6 Type ina Description of your transaction Maxman length 33 characters Note If you hover your mouse over the Debit or Credit field a hint box will appear to help you CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 50 Last updated May 2012 The following chart is a guide which explains what will occur in different scenarios Enter the amount in the Debit field Enter the amount in the Credit field Enter the amount in the Credit field Enter the amount in the Debit field Enter the amount in the Credit field Enter the amount in the Credit field Enter the amount in the Debit field Enter the amount in the Debit field Enter the amount in the Credit field Enter the amount in the Debit field Note You MUST have 2 transactions for all your journal entries you will require a CREDIT to one account and a DEBIT to another You CANNOT complete a journal entry without a 0 00 balance 7 Enter the Debit or Credit entry in the correct field 8 Click Biiihs Journal Entry Posti
29. ive an error message CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 29 Last updated May 2012 Error s Cash count grand total of 235 00 does not match the deposit cash total of 335 00 Note The Total Cash amount MUST equal the Grand Total amount from the Count section in each deposit this will help eliminate any typing errors when entering data 3 Once you have selected which receipts to include and your Cash Count equals your Total Cash field click your deposit is generated as a PDF Note If you are not ready to print your deposit now you can save it and it will be ready for printing at a later time 4 Click the Printer icon from the PDF toolbar to print your deposit slip atk https a sdswebsoftware com 44 7 isds EOE 4832 B60 408F RF 40478466 4RC84F4 164627 lac ef payment_chg rpt jaja x amp Oe eem hi h gf CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 30 Last updated May 2012 BANK DEPOSIT SLIP No 280 63 Credit Account Of SDS High School 123 Main St Vancouver BC Phone 604 251 9600 Fax 6
30. ke a look at the Un reconciled Balance field at the bottom of the screen this amount needs to be SO before you can Finalize the process CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 57 Last updated May 2012 We will now work our way through the Bank Reconciliation screen starting with the reconciliation of Cheques 3 Click the Cheques button a pop up window appears _ Uncheck All Cheque Amount Cleared June 13 2008 HYNES VICTORIA m April 9 2009 GRIFFIN CYNTHIA April 27 2009 PAMELA CONSTANTINE 100 00 April 27 2009 THORNE PATRICIA 250 00 April 28 2009 WHIFFEN JOAN 18 08 30 April28 2009 MILLEY RENEE 101 70 May 11 2009 CONSTANTINE PAMELA 441 02 May 12 2009 NEWHOOK CONNIE 13 36 May 12 2009 MILLE W ONNE 93 79 E E E E E E E E E E May 12 2009 HICKEY CARMEL Foo This pop up will list all the cheques that have been entered into the eFunds system but have NOT yet been reconciled You can now view your bank statement and match up those cheques that are showing on the statement to the ones listed in this screen 4 Click into the Cleared check box next to the cheques that have cleared your bank Note If the cheque is listed here but NOT in your bank statement don t check it
31. l Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 17 Last updated May 2012 Void Cheques If you have printed a cheque the only way to reverse it will be to void it from the system Only cheques that have been printed will need to be voided if you have saved a cheque and not printed it you can edit the cheque or cancel it out of the system Logout SDS gt eFunds Welcome To eFunds Welcome eFunds General Ledger Department Transfers Create Departments Accounts gt G L Report Journal Entry gt Journal Entry Listing Receive Money gt Deposit to Bank Receipt of Money Receipt Listing Receipt Audit Listing gt Deposit Listing NSF Cheques Pay Bills gt Cheque Register gt Payment of Bills gt Void Cheques q Print Cheques Record Spoiled Cheques Bank Reconciliation Cleared Cheques Listing gt Reconcile Bank gt Cleared Deposits Listing 1 From the eFunds main screen click the Void Cheques link from the Pay Bills section the Void Cheques screen appears Void Cheques BELL MOBILITY P O BOX 14100 STNA ST JOHN S NL A1B 0B7 June 15 2009 57 06 August 20 2009 Te CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to
32. l notice that the Total field has been populated with the sum of your cheque and cash entries and that the area at the bottom of the screen is populated with the information you have entered 7 You now have three options amp Print Now J miniin OF Create the PDF version of the receipt which you can then print to the printer you choose B Print Now RECEIPT SDS High School 123 Main St Vancouver BC Phone 604 251 9600 Fax 604 251 9633 Receipt Number SDS SOFTWARE INC 611 ALEXANDER ST VANCOUVER BC V6oA LEL Memo Year Book Note eFunds will print up to 3 receipts per page if you decide to Print Later and there is more than one receipt in the queue CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 26 Last updated May 2012 Queue your receipt for printing at a later time you will receive the following message Success i Receipt 1877 has been added to the S Print Later printing queue Note If you Print Now or Later you will get a receipt number that is auto generated by the system If you decide to print your receipts at a later time you will re enter the Receipt of Money screen and click A Print ow sided If you click this button and there aren t any receipts ready for printing you will receiv
33. le reasons for a spoiled cheque are e Printer Jam e Wrong cheque sequence e No ink or toner in the printer e Cheques inserted incorrectly The purpose of recording a spoiled cheque is to be able to print the cheque using a new cheque number 1 From the Record Spoiled Cheques screen check the cheques you would like to record as spoiled Record Spoiled Cheques Spoiled Pay ToO Bobby Orr Amount User 100 00 ADRTEST Chris Christopherson Aug 5 2011 John MacDonald Aug amp 2011 Note The Record Spoiled Cheques screen will default to list the cheques printed in the last process The Show All button will display all cheques printed 2 When the appropriate cheques have been selected click save 3 Once spoiled the cheque will appear in the Payment of Bills screen with Spoiled indicated in the Printed column Payment Of Bills Pay To Cheque Date Peter Mansbridge Aug 9 2011 9495 Aug 3 2011 CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 15 Last updated May 2012 4 Reprint the spoiled cheque on your next Bulk Cheque Run and a new cheque number will then be assigned Print Cheques Print Pay To Cheque Date Amount User M Peter Mansbridge CONFIDENTIAL Information in this documentation is the prope
34. n the student Click the Entry by Student radio button Receipt Of Money Ee Entry by Department crease Note Note Department Account Percentage Amount Select the Student B or type in the name field for auto complete function Enter the Cash Amount if you have not entered it in the Cash Count window Enter the Cheque Amount if the payment was made by cheque Enter the Cheque if the payment was made by cheque Enter a Comment By entering a Cheque Number here you will be able to use the eFunds NSF option if the cheque does get returned If you decide to enter in a grand total of multiple cheques here and not itemize each one you will not be able to use the NSF option if the cheque is returned you will have to complete a journal entry Click the at Department to select from the list required field Click the at Account to select from the list required field Enter a if you wish to split the G L If you need to split the GL accounts make sure you TAB to get a new line CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 24 Last updated May 2012 9 Click the Garbage Can icon to delete the G L line if you err Ok 10 Click to return to the Receipt of Money main screen Note
35. n you will learn how to e Create a cheque to pay an invoice e Choose a GST HST category and attach the G L component e Print cheques e Record spoiled cheques Logout SDS gt gt eFunds gt Logout Welcome To eFunds Welcome eFunds General Ledger Create Departments Accounts Department Transfers Journal Entry G L Report Journal Entry Listing Receive Money gt Receipt of Money Receipt Listing gt Receipt Audit Listing Payment Of Bills Pay To Cheque Date Amount Printed Voided Sep 1 2011 Eddard Stark 33 Aug 11 2011 900 00 Y Fay Bills i Matt Minglewood Fayment of Bills gt Print Cheques Record Spoiled Cheques Aug 10 2011 Aug 9 2011 Aug 8 2011 Aug 5 2011 Aug 3 2011 Aug 3 2011 Aug 2 2011 Aug 1 2011 Chris Kringle Peter Mansbridge Bank Reconciliation Reconcile Bank Freddy Mercury a4 110 M N Page 1 oas b Fl Displaying 1 to 10 of 941 items 1 From the Pay Bills section click the Payment of Bills link the Payment of Bills screen appears Click to create a new cheque CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 5 L
36. ng Date September 4 2009 Balance 50 00 Dept Description Account Name Trx Description Credit 5001 Office 4010 Postage incorrect original entry CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 51 Last updated May 2012 In this example a 50 00 Debit was added to an expense account therefore increasing that account the next step will be to add a 50 Credit to an account asset bank therefore decreasing that account to complete the journal entry 9 Click ieee to add your balancing transaction Note this Credit entry will balance the previous Debit entry allowing you to complete this journal entry with a 0 00 balance 10 Click OK Journal Entry Sha arte September 4 2009 B Balance 0 00 Dept Description Account Name Trx Description e bit Credit Add 5001 Office 4010 Postage Incorrect original entry 5037 Textbooks 4050 Expenses Incorrect original entry 50 00 EE 11 Click Eak to print a copy of the journal entry now or click to ff Save queue and print a copy later or click to only save the journal entry and not print it CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant
37. nvoice Description Total HST Amount HST Category 45678 SDS training 32 14 Rebate CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees Last updated May 2012 Note The Cheque Number will only be assigned when the cheque is printed With the Save or Print Later option no Cheque Number will be assigned Save the cheque The cheque will appear in your Payment of Bills list and be available to edit When a cheque is saved it is not available to print from the Print Cheques screen Close the screen the record and all information will be lost since the last time it was saved Save and print the cheque immediately A pop up box will require the Cheque Number be entered Payment Of Bills amp Print Now amp Print Later Chris Christopherson Invoice Description A cheque that has been printed will display Printed next to the cheque number A printed cheque cannot be deleted _ Ga Cheque Number CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 9 Last updated May 2012 Save the cheque and make it available for a Bulk
38. off You will need to clear it in eFunds on your next Bank Reconciliation when the cheque clears your bank You can also click the Check All button if all the cheques appearing in this list are on your bank statement the system will put a check into all the available boxes 5 Click vo when the main bank reconciliation screen appears you will notice that the Cheque field now shows only the amount s left over or SO if you are clearing the entire list CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 58 Last updated May 2012 Bank Reconciliation GES 6S Es es aa Date September 4 2009 Bank Statement Balance gt 00 Outstanding Cheques Outstanding Deposits 00 Total Adjustments To Bank Statement Bank Charge interest Description Amount Note The Cheques field is now 0 this example cleared all available cheques from the list Also notice the un reconciled balance has changed after the cheques were cleared 6 Click the Deposits button a pop up window appears Check All Uncheck All Amount Cleared May 11 2009 May 15 2009 May 15 2009 May 22 2009 May 29 2009 June 12 2009 June 19 2009 september 1 2009 CONFIDENTIAL Information in this documentation is
39. ons eFunds User Guide for School Office Employees 37 Last updated May 2012 2 Select your filters Ea Filter Options Sort Option Receipt Entry Date Time Entry Date Time Changed Since Date range to audit Receipt Number For a specified receipt User Name For a specified eFunds user A Print 3 Click the report is generated as a PDF SDS ELEMENTARY By Entry Date Time Receipt Date From Receipt Amt Printed Deposit Action User Name Entry Date Entry Time 559 Aug 20 2009 SDS Software Inc 50 00 MOD Aug 20 2009 15 37 40 Aug 20 2009 SDS Software Inc 50 00 Aug 20 2009 i MOD Aug 20 2009 15 37 40 560 Sep 01 2009 SDS Software Inc 335 00 MOD Sep 01 2009 12 18 34 Sep 01 2009 SDS Software Inc 335 00 Sep 01 2009 i MOD Sep 01 2009 12 18 35 Aug 20 2009 SDS Software Inc 50 00 63 Deposit MOD Sep 01 2009 12 28 03 Sep 01 2009 SDS Software Inc 335 00 63 Deposit MOD Sep 01 2009 12 28 03 4 Print the report click the printer icon from the PDF toolbar Close 5 Click Ua to return to the Welcome to eFunds main page CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 38 Last updated May 2012 Deposit Listing eFunds provides you with a listing of all your Deposits for a specified date range E Logout Welcome SDS gt gt
40. ool Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 41 Last updated May 2012 Scenario I SDS gt gt eFunds Welcome To eFunds Welcome eFunds General Ledger gt Create Departments Account gt Department Transfers gt Journal Entry gt G L Report gt Journal Entry Listing Receive Money gt Receipt of Money gt Deposit to Bank gt Receipt Listing gt Deposit Listing gt Receipt Audit Listing gt NSF Cheques Pay Bills gt Payment of Bills gt Cheque Register gt Print Cheques gt Void Cheques gt Record Spoiled Cheques Bank Reconciliation gt Reconcile Bank gt Cleared Cheques Listing gt Cleared Deposits Listing 1 From the General Ledger section click the Create Departments Accounts link the Create Departments Accounts screen appears Create Departments Accounts Account Name Attach 1700 Interest Income Revenue Sup Exam Fee Salary Benefit Exp Prof Dev Ad Admin Meeting Expense Memberships Subcr Office Supp Bottle Water Postage Phone Reg Phone Mobile RentaHEquip CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 42 Last updated May 2012 In Scenario your dis
41. provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 48 Last updated May 2012 Journal Entry In this section you will learn how to complete a journal entry in eFunds by completing a Credit and Debit entry to the appropriate accounts SDS gt gt eFunds Welcome To eFunds Welcome eFunds General Ledger gt Create Departments Accounts gt Department Transfers gt Journal Entry gt G L Report gt Journal Entry Listing Receive Money gt Receipt of Money gt Deposit to Bank gt Receipt Listing gt Deposit Listing gt Receipt Audit Listing gt NSF Cheques Pay Bills gt Payment of Bills gt Cheque Register gt Print Cheques gt Void Cheques gt Record Spoiled Cheques Bank Reconciliation gt Reconcile Bank gt Cleared Cheques Listing gt Cleared Deposits Listing 1 From the General Ledger section click the Journal Entry link the Journal Entry screen appears Journal Entry SER E September 4 2009 P 4 Balance Ca Dept Description Account Name Trx Description Credit a 2 Click the Posting Date to select a date from the calendar Add 3 Click to add a new transaction a pop up screen appears CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harr
42. rty of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 16 Last updated May 2012 Definitions Below are definitions on the various stages of a cheque Saved Cheque A cheque that is entered and is not yet queued or printed All data for the cheque can be modified The cheque is not yet posted to the GL Queued Cheque A cheque that was selected to be printed later using the Print Later option The HST GST and GL information can be changed The cheque is not yet posted to the GL Printed Cheque A cheque that is printed and posted to the GL Only the HST GST values can be changed Spoiled Cheque A cheque that was damaged during printing The cheque has not been forwarded to the recipient The cheque is recycled to the print queue from the Record Spoiled Cheques screen Only the HST GST values can be changed The cheque is posted to the GL Void Cheque A cheque that was printed without mishap The cheque is retained and physically voided using the methods approved by the district or a stop payment has been issued to the bank The Cheque is recorded as Void in the GL and a reversing entry is posted to the GL Cleared Cheque The cheque is indicated as having cleared the bank on a Bank Reconciliation CONFIDENTIAL Information in this documentation is the property of Harris Schoo
43. s 21 Last updated May 2012 Receive Money In this section you will learn how to receipt money make deposits and enter NSF cheque information You will also see how to run receipt and deposit listings SDS gt gt eFunds Welcome To eFunds eFunds General Ledger gt Create Departments Accounts gt Department Transfers gt Journal Entry gt G L Report gt Journal Entry Listing Receive Money gt Receipt of Money w gt Deposit to Bank gt Receipt Listing gt Deposit Listing gt Receipt Audit Listing gt NSF Cheques Pay Bills gt Payment of Bills gt Cheque Register gt Print Cheques gt Void Cheques gt Record Spoiled Cheques Bank Reconciliation gt Reconcile Bank gt Cleared Cheques Listing gt Cleared Deposits Listing Receipt of Money 1 From the Receive Money section click the Receipt of Money link the Receipt of Money screen appears 2 Complete the screen with the appropriate information e Receipt Number system generated NEW Date a for calendar Received From enter new or for a list of previously saved Address City Region Postal CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 22 Last updated May 2012 Receipt Of Money Receipt Number August 20 2009 S
44. t a Type Bank Charges or Interest 11 Select the Date the charges interest appear on the bank statement 12 Enter a Description 13 Enter the Amount Ok 14 Click Bank Reconciliation GE ES Ed a aa Date September 4 2009 Bank Statement Balance 60 Outstanding Cheques Total Adjustments To Bank Statement Bank Charge interest Date Description Amount Bank Charges August 31 2009 bank charges Your bank charges interest will appear in the section provided If you still have an amount in the un reconciled balance field you will need to make adjustments in the Adjustments field or double check your opening balances NEW eFunds clients entry to ensure the amounts are correct You will not be able to complete your bank reconciliation with a balance in this field 15 Click Adjustments to adjust for errors and or other adjustments that are required for the period being reconciled ate Description Amount Add 16 Click to enter the adjustment details CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 61 Last updated May 2012 Bank Reconciliation Date Bank Statement Balance 00 Outstanding Cheques 00 Outstanding Deposits ee Total Adjustments To Bank Sta
45. t to create a group for Athletics and associate all athletic type departments to that group This will allow you to report on a group of similar departments in one report Create Departments Accounts Save Account Name Interest Income Revenue Sup Exam Fee Salary Benefit Exp Prof Dev Ad Admin Meeting Expense Memberships Subcr Office Supp Bottle Water Postage 1 Select a Department that you consider to be associated with Athletics i e Volleyball 2 Inthe Report Group field type in the name of the report group i e Athletics ff Save 3 Click and repeat steps 1 2 for all your Athletic departments You will now be able to report on Athletics as a group of departments An example of this G L report will follow shortly 4 Ifyou have no other groups to attach please click mihamsnn tO go back to the Welcome to eFunds main screen CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 44 Scenario II In this scenario your district has provided you with the Departments and it is up to you to attach the Accounts required to each department Last updated May 2012 1 From the General Ledger section click the Create Departments Accounts link the Create Departments Accoun
46. t updated May 2012 2 Select your filters Filter Options By Posting Date Sort Option By JE Number By User Name Date Same day or Range Include System Generated JE Transactions A Print 3 Click once you have selected your filters the report is generated as a PDF G L Report You can run important G L reports filtered to your specifications SDS gt gt eFunds Welcome To eFunds Welcome eFunds General Ledger gt Create Departments Accounts gt Department Transfers gt Journal Entry gt G L Repot gt Journal Entry Listing Receive Money gt Receipt of Money gt Deposit to Bank gt Receipt Listing gt Deposit Listing gt Receipt Audit Listing gt NSF Cheques Pay Bills gt Payment of Bills gt Cheque Register gt Print Cheques gt Void Cheques gt Record Spoiled Cheques Bank Reconciliation gt Reconcile Bank gt Cleared Cheques Listing gt Cleared Deposits Listing CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 54 Last updated May 2012 1 From the General Ledger section click the G L Report link the G L Report screen appears G L Report Summary By Report Group Department May 11 2012
47. te 122511 The system does NOT auto add an Invoice and this is a required field e Type in a Description e Enter the Total of the invoice e Enter or Tab to accept the HST Amount e Click the GST HST Category to choose either Rebate or Book Click the i ini button to enter the GL details 4 Enter a Department and Account use the to choose from the list 5 Click and your cheque is now complete The details of the cheque can be seen in the area at the bottom of your pop up window CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 7 Last updated May 2012 Department Description Account Name Amount 4110 Teaching Aids 500 00 5001 Office Add Note If you require splitting the GL for this bill please click the button and enter another GL 6 If you are satisfied with the results click vo or you can click x Cancel to clear your data and start again if you make an entry error When you click a the Payment of Bills screen appears and it is complete with all the data that you have entered i e cheque amount invoice GST You now have four options save or B Print Later Payment Of Bills x Cancel PrintNow Wf Print Later George Washington 425 Independance Crescent September 15 2011 I
48. tement Bank Charge interest Date Description Amount Bank Charges August 31 2009 bank charges 25 00 Note In this example the entire un reconciled balance was adjusted to create a 0 balance however the Adjustments button should only be used to create adjustments that are legitimate For example if there are cheques outstanding that were issued prior to eFunds going live in your district then they will be considered adjustments until they are cleared by your bank in this case they will be a negative adjustment 17 Click the Finalize box to enter a check mark you must finalize each of your bank reconciliations or they will not post to Accounting amp Print 18 There are two options for the final step Click to complete your Bank Sie tak A Save aas Reconciliation process or click Save to save your unfinished work for a later time Congratulations you have completed your Bank Reconciliation CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 62 Last updated May 2012 Cleared Cheques Listing You can print a report of all your cleared or outstanding cheques to help you with your bank reconciliation SDS gt gt eFunds Welcome To eFunds eFunds General Ledger
49. this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees Last updated May 2012 Welcome to eFunds Main Screen SDS gt gt eFunds Welcome To eFunds eFunds General Ledger gt Create Departments Accounts gt Department Transfers gt Journal Entry gt G L Report gt Journal Entry Listing Receive Money gt Receipt of Money gt Deposit to Bank gt Receipt Listing gt Deposit Listing gt Receipt Audit Listing gt NSF Cheques Pay Bills gt Payment of Bills gt Cheque Register gt Print Cheques gt Void Cheques gt Record Spoiled Cheques Bank Reconciliation gt Reconcile Bank gt Cleared Cheques Listing gt Cleared Deposits Listing Note You will only have access to the sections that were granted to your User ID This screen has four distinct sections and each section has its own links General Ledger Receive Money Create Departments Accounts Receipt of Money Journal Entry Receipt Listing Journal Entry Listing Receipt Audit Listing Department Transfers Deposit to Bank G L Report Deposit Listing NSF Cheques Pay Bills Bank Reconciliation Payment of Bills Reconcile Bank Print Cheques Cleared Cheques Listing Record Spoiled Cheques Cleared Deposits Listing Cheque Register Void Cheques CONFIDENTIAL Information in this
50. to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 52 Last updated May 2012 Journal Entry Listing You can run a Journal Entry Listing to view journal entries and filter the report to view specific entries SDS gt gt eFunds Welcome To eFunds Welcome eFunds General Ledger gt Create Departments Accounts gt Department Transfers gt Journal Entry gt G L Report gt Journal Entry Listing Receive Money gt Receipt of Money gt Deposit to Bank gt Receipt Listing gt Deposit Listing gt Receipt Audit Listing gt NSF Cheques Pay Bills gt Payment of Bills gt Cheque Register gt Print Cheques gt Void Cheques gt Record Spoiled Cheques Bank Reconciliation gt Reconcile Bank gt Cleared Cheques Listing gt Cleared Deposits Listing 1 From the General Ledger section click the Journal Entry Listing link the Journal Entry Listing screen appears Journal Entry Listing Sort Option By Posting Date Date September 4 2009 To September 4 2009 JE Number 1 To 99999999 User Name ss Include System Generated JE Transactions gt eZ lt CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 53 Las
51. trict has provided you with both the Departments and the Accounts for each department therefore once you select a Department the screen will refresh and you will see the accounts attached to that department In this scenario the Attach column will be disabled greyed out but you will still be able to view all your Departments and Accounts 2 Click the Department 5 and select a Department the department accounts will populate in the area provided Create Departments Accounts Department 5001 Department Title Office Account Interest Income Revenue Sup Exam Fee Salary Benefit Exp Prof Dev Ad Admin Meeting Expense Memberships Subcr Office Supp Bottle Water Postage Note In this scenario you will see those accounts available to you in any department they will have a check mark in the Attach column If you require an additional account you will have to contact your district office amp they will administer your Departments and Accounts CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 43 Last updated May 2012 Adding Report Groups You will have the option to create specific Report Groups for your eFunds General Ledger regardless of the scenario in your district For example you might wan
52. ts screen appears Account 1700 Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to Name Interest Income Revenue Sup Exam Fee Salary Benefit Exp Prof Dev Ad Admin Meeting Expense Memberships Subcr Office Supp Bottle Water Postage Phone Reg Phone Mobile Renta Equip Interest Income Revenue Sup Exam Fee Salary Benefit Exp Prof Dev Ad Create Departments Accounts Click to attach an account to the department displayed above CONFIDENTIAL agreement made with Harris School Solutions eFunds User Guide for School Office Employees 45 Last updated May 2012 3 Click inside the check box of the available Account s you wish to attach to the Department the line of the selected account will display in brown verifying your selection and a green check mark will appear inside the check box A Click adie appears greyed out but with a check mark the screen refreshes and the check box for the account s you attached 5 Click to return to the Welcome to eFunds main screen Note In this scenario you will also be able to utilize the Report Group field please see the section called Adding Report Groups for a step by step demonstration Scenario III Scenario III will work similar to Scenario Il however in scenario III you will choose both your Departments and the allocated Accounts for each
53. urn to the Welcome to eFunds main page Note Running this listing as a detail report will show all the receipts that were part of each deposit CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 40 Last updated May 2012 General Ledger In this section you will learn how to create Department Accounts if applicable in your district initiate Department transfers and create Journal Entries Create Departments Accounts When creating Departments Accounts there are three different scenarios that can play out in your district 1 Your district office has provided the departments and accounts for you and if required you will contact the district office if and when additional departments and accounts are needed 2 Your district office has provided the departments for you and you will apply allocated accounts to each department 3 Your district office has allocated a range of department and accounts for you to apply The differences between all three scenarios will be the access level in the Create Departments Accounts screen Depending on the scenario in place at your district some options will be disabled this will tell you what your district has decided on CONFIDENTIAL Information in this documentation is the property of Harris Sch
54. ve cleared or that are still waiting to be cleared SDS gt gt eFunds Welcome To eFunds Welcome eFunds General Ledger gt Create Departments Accounts gt Department Transfers gt Journal Entry gt G L Report gt Journal Entry Listing Receive Money gt Receipt of Money gt Deposit to Bank gt Receipt Listing gt Deposit Listing gt Receipt Audit Listing gt NSF Cheques Pay Bills gt Payment of Bills gt Cheque Register gt Print Cheques gt Void Cheques gt Record Spoiled Cheques Bank Reconciliation gt Reconcile Bank gt Cleared Cheques Listing gt Cleared Deposits Listing 1 Click the Cleared Deposits Listing link from the Bank Reconciliation section Cleared Deposits Listing To September 4 2009 DB 2 Select Cleared or Outstanding 3 Enter a date or date range to report on 4 Click Biki toolbar to print the report the report will generate as a PDF click the printer icon on the PDF x Close 5 Click to go back to the eFunds main screen CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employees 64
55. your cheques you can click the Cheque Register link from the Pay Bills section Choose your filters and view your cheque register Cheque Register Report Layout Su mmary Sort Option By Cheque Number Printed Date May 11 2042 May 11 2012 Cheque Date May 11 2012 May 11 2012 Cheque Number 4 i 9999999999 User Name ata tee 1 Choose your filters Filter Options Report Lavoni Summary or Detail P 7 detailed reports include the G L information You can sort by Cheque number Cheque date Pay to amp Cheque Sort Option date User name amp Cheque date Printed Date Enter a range for the date a cheque was printed Cheque Date Enter a range for a cheque date Enter a range for the cheque numbers you wish to view or leave the default Cheque Number If you know who the cheque was made out to select the pay to or leave ALL To select cheques created by a certain user or leave ALL amp Print Pay To 2 Click to print your report a PDF of your report will generate 3 Click Ez return to the Welcome To eFunds main screen CONFIDENTIAL Information in this documentation is the property of Harris School Solutions and is provided for limited use and copying solely pursuant to agreement made with Harris School Solutions eFunds User Guide for School Office Employee

eFunds User Guide - Rocky Mountain School District 6

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