1	Introductory Financials LGC Welcomes you to Resource 2006
2	Introductory Financials Class Purpose For the person who has little experience using LGC’s Flexgen Accounting, Purchasing, or Payroll software. Intended to provide you with a better understanding of how the software relates to the work performed in your office. Not intended to be a comprehensive training of the software nor how your office functions.
3	Introductory Financials Topics Reconciling your Bank Statements Month End Closing Preparation Vendor Management Vendor Checks Maintaining Employees Printing Payroll Checks
4	Reconciling Bank Statements Check Reconciliation Menus
5	Reconciling Bank Statements Scroll Check Reconciliation Accessed via either Accounting or Purchasing Lookup provides Check Type Options Enter Starting Check Info Function number could be either: The actual account number (11211, 11130, or 11140) Check stock number if a payroll check Keep this in mind when entering the starting check info
6	Reconciling Bank Statements Scroll Check Reconciliation The instructions for reconciliation are displayed at the top of the window 1=Reconcile Enter=Skip Space Bar=Unreconcile
7	Reconciling Bank Statements Batch Reconciliation Automatically Reconciles all checks in the range entered Select Check Type Enter Ranges Exercise Caution when using No option to mass unreconcile
8	Reconciling Bank Statements Full Check Maintenance Use Full Check Maintenance for making corrections to the Check Reconciliation file To correct a reconciled check, locate the check using the Lookup options, then change the Check Status
9	Reconciling Bank Statements Reconciling Checks by Diskette Available if using LGC’s Positive Pay function If a county office, information available from your county trustee Information provided on floppy diskette Automatically reconciles checks/warrants
10	Reconciling Bank Statements Reporting Now that we’ve considered our options for reconciling our checks, let’s take a look gathering information to continue the reconciliation process. Cash Disbursement Journal Account Analysis – Cash Account Reconciled, Unreconciled, Both
11	Reconciling Bank Statements Cash Disbursement Journal Account Analysis by Type or in Standard Reports Reports vendor checks issued using the Purchasing software Includes all CD (Cash Disbursement) entries Will not include payroll checks created using Payroll software Identifies Missing Checks on the report
12	Reconciling Bank Statements Account Analysis – Cash Account Most useful report in assisting with the reconciliation of bank statements To run, select Account Analysis from the Report panel, then select Account from the Select order Enter the Beginning and Ending Month and your Cash in Bank account number in the fields as shown in the Account Analysis Account Order Window.
13	Reconciling Bank Statements Account Analysis – Cash Account
14	Reconciling Bank Statements Reconciled, Unreconciled, Both Use these reports to identify checks by status Located in the Check Reconciliation menu Each of the three reports provides you with a Selection box similar to the one pictured
15	Reconciling Bank Statements Reconciled, Unreconciled, Both Unreconciled Checks Report Provides total of unreconciled checks by account (Fund and Function) Lists Check No., Date, Paid to the Order Of, Check Type (Pay or Ven) Reconciled status, and Amount
16	Reconciling Bank Statements Reconciled, Unreconciled, Both Reconciled Checks Report Provides total of reconciled checks by account (Fund and Function) Lists Check No., Date, Paid to the Order Of, Check Type (Pay or Ven) Reconciled status, and Amount
17	Reconciling Bank Statements Reconciled, Unreconciled, Both Reconciled and Unreconciled (Both) Reports provides all the information presented in the two previous examples Provides separate totals for Reconciled and Unreconciled checks
18	Reconciling Bank Statements Balancing Now that you have all the information you will need, what now? Once all adjustments and entries have been identified and made to the Cash in Bank account Possible Adjustments Include bank service charges authorized automated debits or credits bank errors A Trail Balance will provide you with a close to real-time cash in bank balance
19	Reconciling Bank Statements Balancing
20	Reconciling Bank Statements Balancing You should make it habit to reconcile your bank accounts on a regular basis to make sure your records and the bank's records agree and ensure an accurate period end total.
21	Month-End Closing The following steps should provide you with a guideline for closing your Accounting month Reconcile your checking account. Ensure all entries for the month you are closing have been made to the General Ledger Verify balances on your Trial Balance Assets should have Debit balances Liabilities should have Credit balances Determine if you have paid all appropriate Liabilities, such as Insurance, Retirement, or Taxes. You will also want to ensure your Fund is in Balance
22	Month-End Closing The Steps Close Purchasing Month Scan Unposted Manual Checks If unposted checks with current month date exist, will need to correct Once all are correct message complete
23	Month-End Closing The Steps Month-End Closing Procedures First Select your printer This is the printer on which you will print your Month-End Reports Proceed with steps in Order
24	Month-End Closing The Steps - Explained Step 1 scans for unposted manual transactions Step 2 builds G/L Control Account Records Step 3 prints the Month-End accounting reports Could be a lengthy process Step 4 clears the Accounting Flags Step 4 is the Point of No Return
25	Vendor Management Creating and maintaining vendors uses Vendor option May also create vendors during the Add Purchase Order or Add Invoices options To begin creating select Vendor
26	Vendor Management Creating Vendors Three options for vendor numbering Full (provides both letter and number) Partial (software provides number, you provide the letter) None (user provides full vendor number) Full vendor numbering shown
27	Vendor Management Creating Vendors After the vendor number is assigned, the software defaults values for the vendor status, account status, and the establish date Change if necessary The Add/Change Name box allows you to control how to sort the vendor’s name Using and asterisk (*) between a first and last name will sort last name first
28	Vendor Management Creating Vendors Complete all additional information Separate Mailing/Remittance Info Properly completed vendor Number assigned shown
29	Vendor Management Maintaining Vendors To Maintain an existing vendor, use Lookup in Vendor No. field Type all or a portion of vendor name in the lookup window and press enter After selection, maintain as necessary
30	Vendor Checks Adding Invoices Enter your vendor and invoice information as shown in the examples Invoice Due Date allows invoices to be paid at a later date. Enter desired payment date Invoices may be selected based on this date Specify payment information on Add Invoice Detail screen
31	Vendor Checks Process Payments Begin in Purchasing by selecting Invoice, Invoice Payment Process, Select Invoices Three Choices for Invoice Selection Process All Scroll Process Individually De-Select All Invoices is used for clearing invoices selected
32	Vendor Checks Process Payments
33	Vendor Checks Process Payments Scroll Invoice Selection Based on criteria entered Yes if invoice is to be selected Continue in like manner until all desired invoices are selected
34	Vendor Checks Process Payments Pre-Check Register should be printed following invoice selection Check closely to ensure only desired invoices will be paid
35	Vendor Checks Process Payments Printing Checks Information entered for each Fund Enter Date on Checks Beginning Check Number After first fund’s checks are sent to printer, enter next fund’s information. Continue until all checks for all funds are printed
36	Vendor Checks Process Payments Be sure and print all check register reports Detailed Summary By Fund
37	Vendor Checks Process Payments Process Payments to the G/L After Printing and Verifying Checks After Printing Check Registers Point of No Return After completion, checks must be voided to be corrected
38	Vendor Checks Manual Checks To begin entering Manual Checks select from the Invoice Payment Process, Manual Check, Add Manual Check Invoices Adding a manual check is much like adding an invoice Main difference Check Number and Check Date are already known Entered as entering invoice information Invoice Detail screen same as adding an invoice
39	Vendor Checks Manual Checks After all manual check invoices are entered print Check Registers Manual Check Register (Detail) Manual Check Register Totals
40	Vendor Checks Manual Checks Once all check registers have been printed, the final step is to process this information to your general ledger. Ensure check registers are printed prior to execution Cannot be run after processing
41	Adding Employees Employee Master Used for adding and maintaining/changing employees Begin by keying the employees Social Security Number Entered without any dashes or spaces Figure shows required fields for adding an employee Fields not shown completed are purely informational or demographic
42	Adding Employees Payroll Master The Payroll Master screen is shown with all required fields completed. Fields not shown completed either aren’t required or don’t apply because of other information entered. One of the most important screens in adding or maintaining an employee. Controls an employee’s amount of pay and federal tax information (taken from form W-4). Pressing the Lookup button will show the choices for most fields.
43	Adding Employees Payroll Master - Fields Defined FICA Code: 01-Exempt, 02-Regular, 03-Medicare Only/Regular Employee, and 04-Medicare Only/Federal Employee FIT Code: 01-Regular, 02-Regular & Fixed Amount, 03-Fixed Amount Only, 04-Exempt, 05-Remaining Net Pay, and 06-Percentage FIT Fixed Amt: This field is only used if one of the choices in the FIT Code field designates a fixed amount be used Percent (Pct): Use this field only if you choose the Percentage type in the FIT Code field FIT Exemptions: The number of exemptions indicated on form W-4. FIT File Status: 01-Single, 02-Married, and 03-Married Filing Single
44	Adding Employees Payroll Master - Fields Defined Advanced Earned Income Credit (AEIC): - A Yes/No field. To receive this, an employee must complete the appropriate forms. If Yes, the next field (Spouses Fil W-5) must be completed. The software performs special calculations related to FIT and FICA for employee flagged as receiving AEIC. Spouses Fil W-5: Choices include 01-One Spouse, 02-Both Spouses, and 03 – Single. Make the appropriate selection based on the W-5 filed by the employee. TCRS Type: If completed, this employee is participating in the state’s retirement plan. If your office delays an employee’s participation, leaving this field blank will keep the employee’s wages from being considered for the state’s retirement plan. These choices vary by office. Pressing the Lookup button will allow you to see the choices for your particular office.
45	Adding Employees Payroll Master - Fields Defined Employment Security Code (Emp Sec Code): Indicates on which of your plans the employee is reported. Location: A user-configurable field used to group employees by physical location. Larger employers use this field to group paychecks at the time of printing for easier distribution. Full/Part-Time: An informational field indicating an employee’s employment status. It has no effect in payroll calculation. Hire Date: An information field showing the employee’s date of employment.
46	Adding Employees Payroll Master - Fields Defined Pay Times: The number of times an employee is eligible to be paid in a year. Times Paid: Used as a count for those employees opting to be paid fewer times than the norm (i.e., 10 pay teachers). If desired, flag the Use field with a Yes. If used this field is automatically incremented each time this employee is paid. It may be reset to zero on the Year End Menu. Payment Method: Salary, Hourly Rate, or Daily Rate. Group Code: Used to specify a group of employees to be paid during the payroll process.
47	Adding Employees Payroll Master - Fields Defined Base Salary: Entered if the employee is paid by salary. The amount is the gross pay for each pay period (weekly, bimonthly, monthly, etc.) Daily Rate: Entered if an employee’s pay is based on a daily rate Hourly Rate: For employees whose pay is calculated using an hourly rate. Enter their rate of pay here. Default Hrs/Days: The number of hours or days an employee is expected to work in a pay period Annual Salary: Automatically calculated based on the information entered above
48	Adding Employees Payroll Master - Fields Defined Status: Determines if he will be paid at the time the payroll is processed Terminate Date: A required field if the employee’s Status is set to Terminated Reason: Also tied to the employee’s Status field. Again, if the employee’s status is set to Terminated you will need to enter a reason into this field. Direct Deposit: Select Yes if employee will be paid by Direct Deposit (Note: If your payroll does not have direct deposit, you will not be able to select Yes.) State Income Tax: If the employee’s state has a state income tax, select Yes.
49	Adding Employees Employee Distribution Distribution Type assigns the expenditure account from which the employee will be paid The User Type allows grouping of employees on certain reports The Amount Type field allows for either 01-Flat or 02-Percentage. Employee a Percentage amount equal to 100%. Complete the TCRS Department field even if the employee will not be participating during their probationary period
50	Adding Employees Employee Distribution This screen allows you to quickly view the information entered on the previous Distribution screen. If necessary, select a distribution line (Maintain button) and make the desired changes
51	Adding Employees Employee Deductions Deduction Sequence: Automatically increments based as deductions are entered Deduction Code: Deductions applicable to your system are available via the Lookup button Classification displayed was assigned to the deduction at the time it was set-up on the system
52	Adding Employees Employee Deductions Times to Take: Number of times in a calendar or fiscal year this deduction will be taken Times Taken: Automatically increments each time a payroll runs and the deduction is taken. Retain Deduction: Set this field to Yes for a continually recurring deduction. Total Amount to Take: If limited by the amount that should be taken, skip the Times to Take and set Total Amount to Take Total Amount Taken: The amount taken since the inception of this deduction
53	Adding Employees Employee Deductions Amount Type: Based on the configuration of the deduction being added to the employee Percent Amount: If the Amount Type is set to Percent, you may enter a percentage in this field Flat Amount: Like the Percent Amount, this is based on the Amount Type.
54	Adding Employees Employee Deductions Sheltered From Fields for informational purposes only May not be changed for each individual employee Based on the configuration of the deduction Related to how information for this particular deduction will be reported to the IRS.
55	Adding Employees Employee Deductions This screen allows you to quickly view the information entered on the previous Deduction screen If necessary, select a Deduction line (Maintain button) and make the desired changes Resequence of deductions (F6) also takes place here
56	Adding Employees Other Pay Information Pay Information provides access to: All options just accessed adding employee Adjustment Leave Notes
57	Maintaining Employees Employee Master From the Employee Master screen, you can access all information pertaining to a particular employee The PayInf button for access to the Payroll Master and all related information Pressing the OthInf button allows you access to the Other Information pertaining primarily to teachers
58	Maintaining Employees Employee Panel Provides Direct Access to personnel information Personal Items accessed via the Employee Master Payroll Items accessed via the Payroll Master Choose the appropriate option to maintain information
59	Preparing Payroll Current Pay Menu Provides Access to most options involving payroll preparation Current Pay Scroll Control Totals Report Select By Payroll Select By Employee
60	Preparing Payroll Current Pay Scroll Enter a Payroll Number Select to scroll by Name or SS# Select locations if applicable Choose Yes to load default hours/days
61	Preparing Payroll Current Pay Scroll Cursor stops on the appropriate field according to the Pay Method Pressing Enter progresses to other available fields. F9 advances to next employee F8 allows access to previous employee F7 allows selection of an employee on this payroll
62	Preparing Payroll Current Pay Scroll F5 provides access to other options Adjustment Distribution Leave
63	Preparing Payroll Current Pay Scroll Adjustment Maintenance Adjustment View & Maintenance Selecting Maint (F4) allows for maintenance to existing adjustments. Add (F5) enables adding an adjustment to an employee during the current pay scroll process
64	Preparing Payroll Current Pay Scroll Distribution Maintenance Distribution View & Maintenance Selecting Maint (F4) allows for maintenance to existing employee distributions. Add (F5) enables adding a distribution to an employee during the current pay scroll process
65	Preparing Payroll Current Pay Scroll Leave Maintenance Leave Maintenance Allows for adding new and maintaining existing leave Could eliminate the need for separate Leave Scroll process
66	Preparing Payroll Control Totals Report After completing the Current Pay Scroll for all payrolls run the Control Totals Report Information includes Amount of Regular pay and Adjustment Pay paid to all employees and the number of Check or Direct Deposits to be paid with this payroll.
67	Running Payroll Select By Payroll Pays all employees on selected payrolls Select By Employee Pays selected employees on selected payrolls Execute each in order
68	Running Payroll Select By Employee Select Payrolls Enter Payroll Number for processing Enter Beginning and Ending Pay Period Dates Enter Dates on Checks Determine if checks will be issued for DDP Employees
69	Running Payroll Select By Employee Select Payrolls If paying only select groups of employees on this report select Yes for Select Group Tag groups from lookup Zero salaries if paying only adjustment pay and not regular salaries FIT & SIT Percentage Used only if salaries are zeroed Stub Memo allows a message to be added to each check or direct deposit stub
70	Running Payroll Select By Employee The remaining fields are informational only After entering the information above a series of screens will appear to complete the process
71	Running Payroll Select By Employee Deductions: SelALL allows selection of all deductions for processing with this payroll. Pressing Enter selects specific deductions if all are not to be processed Leave: Select all leave types to be incremented with this payroll If not incrementing leave this payroll, or if leave is not tracked with the payroll software, press Exit
72	Running Payroll Select By Employee Payroll Selection Review Report Viewed after all information regarding payroll is completed Print and review all information contained for accuracy
73	Running Payroll Calculate Payrolls Next step is to calculate payrolls After selecting the option windows similar to those show should appear If a Red Box appears following the calculation process it indicates errors with the process
74	Running Payroll Calculation Reports Edit & Error Reports - print following the calculation process Calculation Reports - Lists Gross Salary, FIT, FICA, SIT, TCRS, AEIC, Other Deductions, and Net Salary for each individual employee Payroll Reports - A series of reports normally printed during the Print Payroll Reports step If printing these reports from this option you will need to print them individually
75	Running Payroll Print Checks Print Checks First enter the beginning Check Number This will be done for each check stock Next, if not printing laser checks, asked to align checks Continue to say yes until checks are properly aligned
76	Running Payroll Print Checks After checks are aligned, say not to continue alignment Wait until checks have finished printing before answering ‘Are Checks OK?’
77	Running Payroll Print Checks For Re-printing checks, answer No to ‘Are Checks OK?’ Select All Checks to print the entire check run again Select From First Bad Check if checks are incorrect after a particular check number Select Enter Range of Checks if a range of checks only printed incorrectly
78	Running Payroll Print Direct Deposits If applicable, the next step is Print Direct Deposits If Direct Deposit is not available for any employees on the payroll being processed, this option will not be available The screens and choices for printing direct deposits will be similar to those presented for printing payroll checks
79	Running Payroll Print Payroll Reports Following Check and Direct Deposit printing the next option is Print Payroll Reports Select Run Reports to print the payroll reports as associated with the payrolls being processed Select Chk/DPT Registers if those are the only reports remaining to be printed Select Maintain Reports to change the reports associated with payrolls being processed
80	Running Payroll Finishing the process Clear Payroll Notes Clears any notes for pay period on employees on selected payrolls Process Payrolls Point of No Return Processes information to employee history and the General Ledger Message appears once all payroll processes are complete
81	Running Payroll Select By Employee Allows processing of specific employees for payroll Only differences between this and Select By Payroll are in Select Payrolls step
82	Running Payroll Select By Employee After completing all information the Select Payroll screen Select Check Employees Tag all employees to pay with this process Select appropriate deductions and leave
83	Running Payroll Select By Employee After completing the the Select Payrolls screens, important to view/print the Payroll Selections report Lists employees to be paid with this process All remaining processes are identical to those in Select By Payroll
84	Introductory Financials LGC thanks you for attending Resource 2006