User Manual

Transcription

User Manual

TASBOOKS2
User Manual
For Voluntary Secondary Schools
For Private Circulation Only to Voluntary Secondary Schools
For further information contact:
Financial Support Services Unit
Emmet House, Milltown,
Dublin 14
Tel: 01 269 0677
Fax: 01 202 8219
Email: [email protected]
Website: www.jmb.ie
FOREWORD
The vast majority of Voluntary Secondary Schools are now using the specially adapted
TAS 2 Accounts package which was first recommended by the JMB Financial Support
Services Unit (FSSU) in 2005 to maintain school accounts.
By agreement with the FSSU, Sage Ireland has enabled us to adapt the program for use
in our schools and has prepared a Chart of Accounts and general guidelines as part of the
package. A TAS 2 manual for schools was circulated to all schools when the program was
first distributed following agreement with Brother Sean Brereton who had been using the
program in the network of schools under the trusteeship of the Irish Christian Brothers.
This new version of the TAS 2 manual has been developed and expanded by Carol
McDonald and the FSSU team. Carol, who has been trained by Sage Ireland is providing
front line support to all schools using the package. We are deeply indebted to her for the
level of commitment and support she has given the schools since she commenced her
work in the FSSU.
We see the publication of this manual as another step in the support role which the FSSU
provides for our schools. In the near future we intend to produce further enhancements
to our TAS 2 support which will enable schools to advance to the next level such as
maintaining purchases and sales ledgers. It is our objective that the quality and standard
of financial records and reporting will continue to develop in all Voluntary Secondary
Schools.
Fergus Dunne
Director, JMB Financial Support Services Unit.
JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only.
i
SECTION
CONTENTS Page
Foreword
Contents
Introduction
1
TAS ESSENTIALS
i
1
3
1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8 Getting started on TB2
Checking the Version Number of TB2
Changing the Nominal Ledger Date
The Secretariat Chart of Accounts
The Remember Button
Backing up your work
Restoring a backup File
Re-indexing the data
7
8
9
10
17
18
23
30
2
CASHBOOK
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
2.9
2.10
2.11
2.12
Creating a new bank account Entering a lodgement Entering a payment Entering Inter-Bank Transfers
Editing and deleting entries
Reversing old cheques Entering petty cash transactions
Checklist of cashbook reports
Reconciling with the bank statement
Outstanding items report
Payments & receipts reports plus petty cash
Inputs/Outputs report
3
NOMINAL LEDGER
3.1
3.2
3.3
3.4
3.5
3.6
3.7
3.8
3.9
3.10
3.11
Creating a new nominal ledger code Entering the budget Journal between nominal codes Recurring Journals
Creating and using TAS Multiple Departments
Exporting reports to Excel
Checklist of nominal ledger reporting
Printing the Trial Balance
Printing an Income & Expenditure Report
Printing a Balance Sheet
Printing a nominal ledger activity report
4
YEAR END
4.1
4.2
4.3
4.4
Notes on Year End
Processing the Year End
Posting into previous years
Schools checklist for monthly and annual reporting JMB, Financial Support Services Unit. For use by Voluntary Secondary Schools only.
35
38
40
42
43
46
50
52
53
57
58
62
65
66
69
71
74
79
82
83
84
86
87
91
92
100
101
1
INTRODUCTION
Welcome to the TAS BOOKS 2 User Manual.
TAS Books 2 was designed for smaller enterprises and therefore is user friendly. This
manual will demonstrate, in a simple, straightforward manner how to use TB2 to deal
with many financial situations in your school. Cash receipts, payments, journals and bank
reconciliations are all explained in jargon free terminology. For the purposes of these
notes the school accounting year is September (Period 1) to August (Period 12).
The following modules are covered in this book:
n
n
n
n
Essentials
Cashbook (Bank)
Nominal Ledger
Year End
The following modules will be covered in subsequent publications:
•
•
•
•
•
•
Purchase Ledger
Sales Ledger
Raising Fee Notes
Projects
Fixed Asset Register
Central Information and settings
When used to its full potential the program is capable of fulfilling all the reporting
requirements necessary in a school environment.
Based on our experiences in visiting many schools over the past number of years we
have decided to expand on the original notes which were issued in 2005. This publication
brings together existing notes into one user friendly manual for schools.
The manual is based on TAS Books 2 version 6 as this is the standard version which we
recommend for schools.
We hope that the end result proves beneficial to you.
Carol McDonald
August 2009
3
Section I TAS Essentials
Section 1
TAS Essentials
Page
1.1 Getting Started on TB2
1.2 Checking the version Number of TB2
1.3 Changing the Nominal Ledger date
1.4 The Secretariat Chart of Accounts
1.5 The Remember button
1.6 Backing up your work
1.7 Restoring a backup file
1.8 Re-indexing the data
7
8
9
10
17
18
23
30
5
1.1 Getting started on Tas Books 2 (TB2)
Section 1 TAS Essentials
1.1 Getting started on Tas Books 2 (TB2)
To access the program double click on the TB2 shortcut; this is located on your desktop and looks
very similar to the icon below.
By double clicking the above icon the following login screen will appear.
User code SPV is the standard login and has full supervisor rights.
1. Enter User Code: SPV in the first box.
2. Enter Password spv in the second box.
3. Click Login.
Step 1: Enter SPV in the first box
Step 2: Enter spv in
the second box.
Step 3: Click login
Licence Warning: This message will always
appear unless you have a private technical
support contract with TAS. It cannot be
deleted but while it is there it will not affect
your data. The majority of schools use the
support service offered by the FSSU and will
therefore always see this message displayed.
This is no cause for concern.
7
1.2 Checking the version number of TAS Books 2
1.2 Checking the version number of TAS Books 2
There are two different methods of checking which version of TB2 you are currently running.
METHOD 1
1. Double click on the TAS shortcut located on your desktop.
2. Double click on your school name to open it.
3. On the top right hand corner of your login screen you will see a number starting with v.
In the example below this user has version 6.20 installed.
This is the version number of the program.
METHOD 2
1. Log into the TB2 program as normal, using the instructions on page 7.
2 Click on Help which is on the top right hand side of the toolbar.
3. Click on About the last option on the list.
This is the version number of the program.
8
In the example above this user has version 4.07 installed.
1.3 Changing the Nominal Ledger Date
1.3 Changing the Nominal Ledger Date
It is a good idea to keep all ledger dates current. The current month means the month for which you are processing
the data. For example, if you are working on March 2009 data then your ledger dates should be set to 31.03.09.
The same rule applies to Sales and Purchase Ledgers.
To change the date of the Nominal Ledger:
1.
2.
3.
4.
5.
Run Program 199.
Click into the date box next to Current Ledger Date and change to the date that you require.
Using the drop down arrow in the next box choose the option No.
Ignore: Only change within current period.
Click on Save.
Step 1: Enter the date you
require. Month end is best.
Step 2: Choose No
Step 3: Remember to SAVE
Or alternatively double click on NL date at bottom of screen
By double clicking on this NL
date you can change it
NB: Using the correct date will eliminate warning messages from the program regarding the accounting period
in which you are working. These dates drive the postings on the Sales Ledger, Purchase Ledger and Cashbook;
therefore it is essential that they are correct.
9
Background:
In 2005 the FSSU approached Sage Ireland with a list of the most frequently used income and expenditure areas
within a school situation. They were asked to produce a chart of accounts suitable for schools and to format
monthly reports that would be both user friendly and time saving for schools. The idea was that when a school
first installed TAS, it would not have to create all new nominal codes from scratch. The result of this liaison is
what has become known as “The Secretariat Chart of Accounts”. This chart is loaded onto the schools system
during the initial installation of the TB2 program, before any processing begins thus enabling the school to utilize
the nominal codes necessary for their daily postings. The monthly reports are also produced in a format which
is suitable for school management and BOM.
Use of the Chart
The chart is based on the grouping together of appropriate nominal codes. See page 11.
For example: All of the DES grant codes are grouped from code 3010 to code 3290. All of the Education-Other
expenses are grouped from code 4300 to code 5000.
Please note the following critical rules regarding the Secretariat Chart of Accounts:
1. Do not delete codes.
2. Only add new codes where absolutely necessary.
3. NB: Always create new codes within the appropriate range. For example If you wish to create a new DES
grant code you must choose a new number that is not already in use from within the range 3010 and 3290. If
you wish to create a new administration expense code you must choose a number from within the range 6010
to 6990. Creating codes outside of the appropriate range may result in your balance sheet not balancing. It
may also mean that the codes you have created will not appear on your reports.
4. When adding new codes always enter the correct TYPE, GROUP and ANALYSIS. You can verify these by
looking at an existing code within the same range or group.
5. Further instructions on how to create a new nominal code can be found on page 65 of this manual.
ALWAYS TAKE A
BACKUP WHEN YOU
HAVE WORKED ON
TAS. ALWAYS DATE IT
AND KEEP IT IN A SAFE
PLACE. SEE PAGE 18
FOR GUIDELINES ON
BACKUPS.
10
1.4 The Secretariat Chart of Accounts GROUPING OF NOMINAL CODES WITHIN THE CHART OF ACCOUNTS
NOMINAL
CODES
PROFIT & LOSS
INCOME
3010-3890
BALANCE SHEET
EXPENDITURE
4110-8090
INCOME
3900-3890
EXPENDITURE
1400-1500
DES GRANTS
3010-3290
EDUCATION
SALARY
4110-4250
CAPITAL GRANTS
3900-3990
CAPITAL
ADDITIONS
1400-1500
SCHOOL
GENERATED
3330-3600
EDUCATION
OTHER
4300-5000
FIXED ASSETS
1400-1500
CURRENT ASSETS
1600-2000
OTHER INCOME
3650-3890
REPAIRS & MAINT.
5010-6000
CURRENT
LIABILITIES
2100-2690
ADMINISTRATION
6010-6990
INCOME &
EXPENDITURE
2700-2710
FINANCE
7300-7800
DEPRECIATION
8000-8090
11
Secretariat of Secondary Schools Chart of Accounts
Account No
Group
Description
1400-100
CAPITAL
Capital: Land & Buildings
Type
D/C
Analysis
Fixed Asset
Debit
Fixed Assets
Balance Sheet Codes
12
1410-100
CAPITAL
Capital: Depn: Land and Build.
Fixed Asset
Credit
Fixed Assets
1420-100
CAPITAL
Capital: Furniture, Fittings
Fixed Asset
Debit
Fixed Assets
1430-100
CAPITAL
Capital: Depn: Fixtures and Fittings
Fixed Asset
Credit
Fixed Assets
1440-100
CAPITAL
Capital: Motor Vehicles
Fixed Asset
Debit
Fixed Assets
1450-100
CAPITAL
Capital: Depn: Motor Vehicles
Fixed Asset
Credit
Fixed Assets
1460-100
CAPITAL
Capital: Computer Equipment
Fixed Asset
Debit
Fixed Assets
1470-100
CAPITAL
Capital: Depn: Computer Equipment
Fixed Asset
Credit
Fixed Assets
1480-100
CAPITAL
Capital: Other
Fixed Asset
Debit
Fixed Assets
1490-100
CAPITAL
Capital: Depn Other
Fixed Asset
Credit
Fixed Assets
1700-100
CUR ASSET
Sales Ledger Control
Current Asset
Debit
Debtors
1720-100
CUR ASSET
Prepayments
Current Asset
Debit
Other Cur. Assets
1800-100
CUR ASSET
Current Account
Current Asset
Debit
Cash
1810-100
CUR ASSET
Deposit Account
Current Asset
Debit
Cash
1900-100
CUR ASSET
Petty Cash A/c
Current Asset
Debit
Cash
2100-100
LIABILITY
Purchase Ledger Control
Liability
Credit
Creditors
2105-100
LIABILITY
Fees Received in Advance
Liability
Credit
Oth. Cur. Liabilities
2150-100
LIABILITY
Grants Received in Advance
Liability
Credit
2200-100
LIABILITY
Net Wages Control
Liability
Credit
2250-100
LIABILITY
PAYE/PRSI Control
Liability
Credit
2300-100
LIABILITY
Creditors
Liability
Credit
2310-100
LIABILITY
Bank Loans
Liability
Credit
2320-100
LIABILITY
Loan
Liability
Credit
2330-100
LIABILITY
Leasing
Liability
Credit
2440-100
LIABILITY
Accruals
Liability
Credit
2500-100
LIABILITY
Suspense Account
Liability
Credit
9999-100
LIABILITY
Opening Balance Control
Liability
Credit
2700-100
OWNER EQ
Retained Profit
Owners Equity
Credit
Owners Equity
2710-100
OWNER EQ
Profit Brought Forward
Owners Equity
Credit
Owners Equity
3900-100
OWNER EQ
DES Building Grant
Owners Equity
Credit
Owners Equity
3920-100
OWNER EQ
DES Equipment Grants
Owners Equity
Credit
Owners Equity
3940-100
OWNER EQ
DES Building Fees
Owners Equity
Credit
Owners Equity
3960-100
OWNER EQ
Fund Raising-Fixed Asset
Owners Equity
Credit
Owners Equity
3980-100
OWNER EQ
Parents Contribution-Fixed Asset
Owners Equity
Credit
Owners Equity
1.4 The Secretariat Chart of Accounts Account No
Group
Description
3010-100
DES
Capitation
Type
D/C
Analysis
Income
Credit
Income
Income and Expenditure Codes
3020-100
DES
DEIS Grant
Income
Credit
Income
3050-100
DES
Support Services Grant
Income
Credit
Income
3100-100
DES
Secretarial Grant
Income
Credit
Income
3130-100
DES
Caretaker Grant
Income
Credit
Income
3150-100
DES
Book Grant
Income
Credit
Income
3170-100
DES
Special Subject Grant
Income
Credit
Income
3190-100
DES
Home Economics Grant
Income
Credit
Income
3200-100
DES
Transition Year Grant
Income
Credit
Income
3210-100
DES
Leaving Cert Applied Grant
Income
Credit
Income
3220-100
DES
Grant for Traveller Students
Income
Credit
Income
3230-100
DES
Computer/IT Grant
Income
Credit
Income
3240-100
DES
Supervision/Substitution
Income
Credit
Income
3250-100
DES
Substitute Teachers
Income
Credit
Income
3255-100
DES
DES Exam Income
Income
Credit
Income
3270-100
DES
Home School Liaison Grant
Income
Credit
Income
3275-100
DES
DES Minor Works Grant
Income
Credit
Income
3290-100
DES
Other DES Grants - Specify
Income
Credit
Income
3300-100
SCH GEN
Fees (Fee Paying Schools)
Income
Credit
Income
3310-100
SCH GEN
Transition Year Students
Income
Credit
Income
3330-100
SCH GEN
Book Rental Receipts
Income
Credit
Income
3335-100
SCH GEN
Classroom Books
Income
Credit
Income
3350-100
SCH GEN
Hall Rental Income
Income
Credit
Income
3370-100
SCH GEN
Locker Receipts
Income
Credit
Income
3375-100
SCH GEN
Journals & Year Book Income
Income
Credit
Income
3390-100
SCH GEN
Photocopying Receipts
Income
Credit
Income
3410-100
SCH GEN
Adult Education Income
Income
Credit
Income
3420-100
SCH GEN
Canteen Income
Income
Credit
Income
3430-100
SCH GEN
Tuck Shop Income
Income
Credit
Income
3440-100
SCH GEN
Uniforms
Income
Credit
Income
3450-100
SCH GEN
Religion - Retreats etc
Income
Credit
Income
3490-100
SCH GEN
Study
Income
Credit
Income
3495-100
SCH GEN
Exam Income
Income
Credit
Income
3500-100
SCH GEN
Games
Income
Credit
Income
3510-100
SCH GEN
Bus Income
Income
Credit
Income
3530-100
SCH GEN
School Tours
Income
Credit
Income
3535-100
SCH GEN
Student Insurance
Income
Credit
Income
3550-100
SCH GEN
Reimbursable Income
Income
Credit
Income
3570-100
SCH GEN
Other School Generated Income
Income
Credit
Income
13
14
Account No
Group
Description
Type
D/C
Analysis
3650-100
OTHER
Vol. Subs/Registration
Income
Credit
Income
3700-100
OTHER
Parents Councils/Association
Income
Credit
Income
3750-100
OTHER
Fund Raising- restricted
Income
Credit
Income
3751-100
OTHER
Fund Raising - non restricted
Income
Credit
Income
3770-100
OTHER
Insurance Claim
Income
Credit
Income
3800-100
OTHER
Bank Interest Received
Income
Credit
Income
3850-100
OTHER
Other Special Income
Income
Credit
Income
4110-100
ED SAL
Substitute Teachers
Expense
Debit
Expenses
4111-100
ED SAL
Privately Paid Teachers
Expense
Debit
Expenses
4130-100
ED SAL
Teachers Salaries
Expense
Debit
Expenses
4150-100
ED SAL
Supervisors Salaries
Expense
Debit
Expenses
4155-100
ED SAL
Exam Aides
Expense
Debit
Expenses
4170-100
ED SAL
Adult Education
Expense
Debit
Expenses
4190-100
ED SAL
Study
Expense
Debit
Expenses
4191-100
ED SAL
PAYE/PRSI Education Salaries
Expense
Debit
Expenses
4310-100
ED OTHER
Teaching Aids
Expense
Debit
Expenses
4330-100
ED OTHER
Religion
Expense
Debit
Expenses
4350-100
ED OTHER
Art
Expense
Debit
Expenses
4370-100
ED OTHER
Home Economics
Expense
Debit
Expenses
4390-100
ED OTHER
Science
Expense
Debit
Expenses
4410-100
ED OTHER
Computers/IT
Expense
Debit
Expenses
4430-100
ED OTHER
Woodwork / Building Construction
Expense
Debit
Expenses
4450-100
ED OTHER
Metalwork / Engineering
Expense
Debit
Expenses
4470-100
ED OTHER
Technology
Expense
Debit
Expenses
4490-100
ED OTHER
Other Subjects - Specify
Expense
Debit
Expenses
4550-100
ED OTHER
Leaving Cert Applied
Expense
Debit
Expenses
4570-100
ED OTHER
LCVP
Expense
Debit
Expenses
4590-100
ED OTHER
Transition Year
Expense
Debit
Expenses
4610-100
ED OTHER
Learning Support
Expense
Debit
Expenses
4620-100
ED OTHER
Teacher In-service & Training
Expense
Debit
Expenses
4630-100
ED OTHER
Career Guidance
Expense
Debit
Expenses
4640-100
ED OTHER
Library
Expense
Debit
Expenses
4650-100
ED OTHER
Physical Education
Expense
Debit
Expenses
4670-100
ED OTHER
Games (excl. travel)
Expense
Debit
Expenses
4671-100
ED OTHER
Games Travel
Expense
Debit
Expenses
4690-100
ED OTHER
Bus Hire
Expense
Debit
Expenses
4710-100
ED OTHER
School Tours
Expense
Debit
Expenses
4730-100
ED OTHER
School Books
Expense
Debit
Expenses
4750-100
ED OTHER
Examination Fees
Expense
Debit
Expenses
4770-100
ED OTHER
Trophies & Prizes
Expense
Debit
Expenses
4810-100
ED OTHER
Home / School / Liaison
Expense
Debit
Expenses
4850-100
ED OTHER
Student Council
Expense
Debit
Expenses
4910-100
ED OTHER
Other Educational Expense
Expense
Debit
Expenses
1.4 The Secretariat Chart of Accounts Section I TAS Essentials
Account No
Group
Description
Type
D/C
Analysis
5010-100
RME
Caretaker(s): Wages
Expense
Debit
Expenses
5030-100
RME
Caretaker Pension (School)
Expense
Debit
Expenses
5031-100
RME
Caretakers PAYE/PRSI
Expense
Debit
Expenses
5110-100
RME
Cleaners' Wages
Expense
Debit
Expenses
5111-100
RME
Cleaners PAYE/PRSI
Expense
Debit
Expenses
5150-100
RME
Contract Cleaners
Expense
Debit
Expenses
5170-100
RME
Cleaning Materials
Expense
Debit
Expenses
5310-100
RME
Repairs-Buildings/Grounds
Expense
Debit
Expenses
5315-100
RME
Grant Aided Minor Works
Expense
Debit
Expenses
5350-100
RME
Repairs-Furniture,Fittings,Equipment
Expense
Debit
Expenses
5400-100
RME
Security
Expense
Debit
Expenses
5450-100
RME
Insurance
Expense
Debit
Expenses
5510-100
RME
Heating
Expense
Debit
Expenses
5550-100
RME
Light and Power
Expense
Debit
Expenses
5610-100
RME
Rent and Rates
Expense
Debit
Expenses
5700-100
RME
Licence Fee to Trustees
Expense
Debit
Expenses
5800-100
RME
Other Repairs & Maintenance
Expense
Debit
Expenses
6010-100
ADMIN
Secretarial: Wages
Expense
Debit
Expenses
6050-100
ADMIN
Secretarial: Pension
Expense
Debit
Expenses
6051-100
ADMIN
Secretarial PAYE/PRSI
Expense
Debit
Expenses
6100-100
ADMIN
Staff Recruitment
Expense
Debit
Expenses
6150-100
ADMIN
Advertising / Public Relations
Expense
Debit
Expenses
6210-100
ADMIN
Postage
Expense
Debit
Expenses
6250-100
ADMIN
Telephone
Expense
Debit
Expenses
6300-100
ADMIN
Printing & Stationery
Expense
Debit
Expenses
6305-100
ADMIN
Photocopying Expenses
Expense
Debit
Expenses
6350-100
ADMIN
Office Equipment
Expense
Debit
Expenses
6400-100
ADMIN
Accounting / Auditing Fee
Expense
Debit
Expenses
6450-100
ADMIN
Other Professional Fees
Expense
Debit
Expenses
6500-100
ADMIN
Travel & Subsistence
Expense
Debit
Expenses
6600-100
ADMIN
Principal's Expenses
Expense
Debit
Expenses
6650-100
ADMIN
Board of Management Expenses
Expense
Debit
Expenses
6700-100
ADMIN
Annual Subscriptions
Expense
Debit
Expenses
6750-100
ADMIN
Donations / Charity
Expense
Debit
Expenses
6755-100
ADMIN
Medical and First Aid
Expense
Debit
Expenses
6780-100
ADMIN
Staff Room Expenses
Expense
Debit
Expenses
6800-100
ADMIN
Hospitality
Expense
Debit
Expenses
6830-100
ADMIN
School Tuck-shop
Expense
Debit
Expenses
6860-100
ADMIN
School Canteen
Expense
Debit
Expenses
6900-100
ADMIN
Other Administration Expenses
Expense
Debit
Expenses
15
16
Account No
Group
Description
Type
D/C
Analysis
7300-100
FIN
Photocopier & Other Leasing
Expense
Debit
Expenses
7320-100
FIN
Loan Charges
Expense
Debit
Expenses
7350-100
FIN
Fund Raising Expenses
Expense
Debit
Expenses
7400-100
FIN
Bank Interest Paid
Expense
Debit
Expenses
7450-100
FIN
Bank Charges
Expense
Debit
Expenses
7800-100
FIN
Reimbursable Expenses
Expense
Debit
Expenses
8000-100
DEPR
Annual Depr - Buildings
Expense
Debit
Expenses
8020-100
DEPR
Annual Depr Furniture Fittings
Expense
Debit
Expenses
8040-100
DEPR
Annual Depr Motor Vehicle
Expense
Debit
Expenses
8060-100
DEPR
Annual Depr Computer Equipment
Expense
Debit
Expenses
8080-100
DEPR
Annual Depr - Other
Expense
Debit
Expenses
1.5 The Remember Button
1.5 The Remember Button
This is a new feature in TB2 in V5 and above. By using this feature TAS will remember your enquiry or report
settings for future use if you wish.
RED: DO NOT REMEMBER
MY SETTINGS.
GREY: REMEMBER MY
SETTINGS THIS TIME UNTIL
I LOG OUT OF TAS.
GREEN: REMEMBER MY
SETTINGS FOR FURTHER
USE.
17
Section 1 TAS Essentials 1.6 Backing up your work
NOTES ON BACKUPS:
It is crucial that a backup is taken every time that you work on the TB2 program. The backup is quick to run and is
your only insurance against loss of data. A number of schools have experienced loss of data due to power surges
and computer glitches. Those with good, verifiable backups were able to restore their data promptly but those
schools without a decent backup had to re-input months of data.
A backup can be taken to a variety of different devices or drives, for example:
The Hard Drive: Every computer has an internal hard drive which is often labelled the C drive. A TAS BACKUP
folder can be created on the C drive and backup files can be stored there. This is very useful but should only be
used in conjunction with another method. Backing up to the hard drive alone is not sufficient.
The Memory Stick: This is a small device which plugs into the USB port of the computer, often with a drive letter
of E or F. This is the recommended method of backing up as memory sticks are now very reasonably priced.
They are easy to use and can be taken off site for security. Ideally invest in two memory sticks, each with a
minimum storage capacity of 1GB.
The CD: can be used if the computer has an appropriate drive, often with the drive letter D. Some older machines
do not have this drive. A CD is very robust and is a good device to use especially at year end or if sending data
to a third party. It is not usually possible to take a backup from TB2 directly to the CD, unless you have the
appropriate software. A backup must first be taken to the C drive and then written to the CD.
The Shared Drive: Many schools now have servers and access to networked or shared drives on the server which
can have any drive letter e.g N, W, T, K . The TAS BACKUP folder can be created on the network drive and backup
files can be stored there. The backup is then stored securely on the server.
The Floppy Disk: This is drive usually labelled the A drive. Floppy disks are being discontinued for a very good
reason. They are easily damaged and do not have the storage capacity for a full backup. This method should
only be used as a last resort.
The Zip Drive: can have any drive letter. This is external to the computer and is plugged in. It is hardwearing and
its capacity is extensive which makes it ideal for backups. However keep it safe. If it is stolen you may well lose
all of your backups.
GUIDANCE FOR BACKING UP
It is important to use a combination of the drives listed above. The important thing is not to limit yourself to just
one device. Use a minimum of two. For example:
Two memory sticks – labelled TAS A and TAS B.
One memory stick and the hard drive.
One memory stick and the network drive or the zip drive.
One CD and one network drive.
18
A backup log should be kept and the details of each backup recorded each time a backup is taken. See example
below where two memory sticks have been purchased and labelled TAS A and TAS B. Use alternative memory
sticks for added security and take the memory stick off site as an extra precaution. The memory stick should not
be left with the computer if you are unlucky enough to have both your computer and memory stick stolen you
will lose all your up to date information.
TAS A
TAS B
√
√
√
√
√
DATE
INITIALS
NOTES
15.12.08
CM
After Nov bank rec.
20.12.08
CM
10.01.09
CM
11.01.09
LL
21.01.09
CM
Reports for BOM
After Dec bank rec.
The backup log can be kept in a notebook or on a spreadsheet. Once it has been created remember to complete
it each time a backup is taken. Below is another example of a backup log in a large busy school where a mixture
of different backup mediums are used.
A
B
C
CD
SERVER
HARD DRIVE
SERVER
MEMORY STICK
CD
DATE
INITIALS
NOTES
After Nov bank rec.
15.12.08
CM
16.12.08
CM
17.12.08
CM
19.12.08
LL
Bad storm today
23.12.08
LL
Closed for hols
10.01.09
CM
After Dec bank rec.
19
Note 1: A DATASET THAT IS OPEN CANNOT BE BACKED UP OR RESTORED. Always close your school accounts
before proceeding with the backup or restore routine.
1. Double click on TAS icon and open the Multi Company Selection Screen. Highlight the company that you
wish to backup.
2. Click the Backup button at the bottom of the screen, next to the Select button. A message will be displayed
asking you to confirm that you wish to backup.
Step 2: Highlight the school
that you wish to backup.
Then Click backup.
3. Click YES and confirm that you wish to run the backup routine.
4. Destination options: choose OTHER. Only click Drive A if you are using a floppy disk for your backup. Please
only use floppy disks if you have no other practical alternative.
5. Click Browse and choose the directory where the backup will be stored, e.g. E for the memory stick.
Step 4: Make sure that
Other is clicked.
Step 5: You may have
to browse to locate the
correct folder.
20
1.6 Backing up your work Section I TAS Essentials
Step 6: Using the drop
down arrow, choose
relevant drive.
6. Drives: Using the drop down arrow choose
the correct destination drive, then the backup
folder within that drive and double click on it.
Then click OK.
7. Backup Screen: You will be returned to the
backup screen and the directory name that
you have chosen will appear in the Directory
Name box. E.g. C:\Tas Backups.
21
Step 8: Change the file
name to include the date
8. Filename: Click into the Filename box with the mouse and change the name of the backup file to include the
date. NB: make sure that you type in the DATE – BEFORE THE .TB2. Never use forward or back slashes in the
file name. A typical filename would be: StJos_31.03.09.TB2.
9. Password Protection: Leave unticked.
10. Data File Options: Using the drop down arrow select All Files. Only choose Data Files if you are using a
floppy disk and only use a floppy disk if you have no other option.
11. Backup: Click on the backup button at the bottom right of the screen and then confirm that you want to do
the backup upon receipt of the message. The backup will start to run and will take about 30 seconds.
12. Verify: Go to Start then “My Computer” and locate the destination folder on your memory stick or other
drive. Double click on the folder and make sure that you can see the backup file. It is not important what the
file icon looks like as long as the backup file has a .TB2 extension.
13. Note: YOU CANNOT OPEN A BACKUP FILE AND READ IT BY DOUBLE CLICKING ON IT. The only way to
read a .TB2 TAS backup file is to RESTORE it to a new dataset and view it. Hence it is important to ensure that
if you send your data file to a third party (e.g your accountant) that he/she has the TB2 program installed so
that he/she can restore your data and read it.
14. Transferring between computers: If you have two computers on which you have TB2 installed and you wish
to transfer your data between the two, then you must regularly take a backup of the data from one computer
and then restore that data on to the other. See notes on restoring a backup file on page 23.
22
1.7 Restoring a Backup File
Note 1: A DATASET THAT IS OPEN CANNOT BE BACKED UP OR RESTORED. Always close your data before
proceeding with the backup or restore routine.
Note 2: In the example below we are restoring a file called Secretariat of Secondary Schools to a dataset (school)
called St. Mary’s.
1. Double click on shortcut and open the Multi-Company Selction Screen. Highlight the School.
2. Data Directory: Look at the column entitled Data Directory and make a note of the filepath of the
school on which you wish to restore. In this case the filepath is: C:\TB2 V6\StMarysDublin
Step 1 & 2: Highlight the
dataset where you wish to
restore the file. Make a note
of the Data Directory. Then
click Restore.
3. Select Restore at the bottom of the screen.
Step 4: Always choose NO here.
4. The following message will appear: Do you want to restore the last backup made of this company’s data
files? Always choose No here.
23
Step 5: Select Browse in the
Restore From Section.
5. Section 1: Restore From: You must now find the file that you wish to restore. This will be a .TB2 file previously
created by taking a backup from TAS. It may be a backup that you have taken yourself or it may be one
that you received from a third party e.g. your accountant. To locate the file select Browse in Restore from
section.
Step 5: Find the folder
where your backup is
stored.
Step 5: Identify the required
backup file and double click
on it.
6. Look in: Select the appropriate drive from drop down menu and search for your file – note this file should be
DATED and therefore easy to locate. In this example the file is in a folder called TAS Backups and the file is
called SECRETARIAT 050907. TB2. Once you have located the .TB2 file that you wish to restore, double click
on it. You will be returned to the restore screen where the file will appear under Filename, the second box
from the top.
24
1.7 Restoring a Backup File Section I TAS Essentials
7. Section 2: Restore What: Restore All Files should be ticked. The Restore Selected Files should only be used
if you are being assisted by a technician to resolve a problem.
Step 8: Click on the Browse
button in the Restore
Where section.
8. Section 3: Restore Where: You must now find the necessary data folder and restore the backup into this
folder. Refer to Step 1, you should have made a note of the filepath that relates to the data set. Click on the
Browse button in the Restore Where section. A screen similar to the following will appear. By scrolling up and
down locate the drive where your TB2 is installed, in this case the C drive. Scroll through the list of folders
within the C drive until you find the TB2 folder, in this example it is TB2 V6.
Step 9: Find the folder that
holds the relevant school
data.
25
9. List files: Click on the plus symbol next the the yellow folder. A list of all datasets within the folder will be
displayed.
Step 10: Click on the plus
symbol button next to the
program (TB2 V6) . A list
will be displayed showing
all the datasets.
Step 10: Highlight the
relevant school and double
click on it. Click once on OK
at the bottom of the screen.
10. Date file: Highlight the school data that you are looking for, in this case StMarysDublin. Double click on it and
the yellow folder will open. Click OK at the bottom of the screen.The Restore Screen will reappear.
11. Section 1: Restore From check that the backup file that you have chosen is appearing in the Filename box.
26
1.7 Restoring a Backup File Section I TAS Essentials
Step 12: Check that your
data folder is correct.
12. Section 3, the Restore Where, check that your data folder is appearing. Remember that this will have the
same filepath as the path on the Multi-Company Selection screen that you made a note of at Step 1, See
figure below.
13. Filepath: Double check that the filepath under the data directory column of the Multi-Company selection
screen agrees exactly to the filepath under the Restore Where section of the restore screen. This is the
crucial step to the restore process.
14. Click on Restore at the bottom right of the screen. The restore process will start to run and usually takes
about 15 seconds to complete.
15. Once the restore process has successfully completed the following message will appear: “Restore of Your
School Data complete. You may need to choose ReScan Data Directories from the File menu before you can
access the restored data files. Then click OK.
27
16. Click on OK once. This confirms that you have read and understood the message.
17. Multi-Company Screen: Click once on File at the top left of the screen and then click once on ReScan Data
Directories which is the third option on the list.
28
1.7 Restoring a Backup File 18. The date in the first column on the right hand side will change to the date of the last backup. The restore
process is now complete.
ALWAYS TAKE A
BACKUP WHEN YOU
HAVE WORKED ON
TAS. ALWAYS DATE IT
PLACE. SEE PAGE 18
FOR GUIDELINES ON
BACKUPS.
29
Reindex Menu 147 – (Transfer of Profit to balance sheet)
Note: the 147 program commonly resolves the following issues:
a. Difference on the Cashbook Summary Report.
b. Wrong Starting balance in 433.
c. Unbalanced Trial Balance.
d. Wrong balance on profit for year or profit brought forward account.
e. Unbalanced balance sheet.
1. Run Program 147
2. Using the drop down arrow choose 4 Yr Past.
3. Click Transfer and allow the program to run through the sequence
4. When prompted by the message: Click OK
Step 2: It is imperative that
you start at 4 years past.
30
1.8 Re-indexing the data Section I TAS Essentials
Reindex Menu 147 – (Transfer of Profit to balance sheet.)
6. Click Transfer and allow the program to run through the sequence.
7. Click OK.
9. Click Transfer and allow the program to run through the sequence.
10. Click OK.
11. Repeat the same process for, 1 Yr past and Current year.
If you only choose current year or even one year past the 147 will not work regardless of how many years
accounts you have on the system.
Run your 147 at least every few months but ideally run it every month before you start the bank reconciliation.
In the event of a balance sheet that does not balance the first course of action is to run the 147.
31
Section 2
Cashbook (Bank)
Page
2.1 Creating a new bank account 35
2.2 Entering a lodgement
38
2.3 Entering a payment
40
2.4 Entering Inter-Bank Transfers
42
2.5 Editing and deleting entries 43
2.6 Reversing old cheques
46
2.7 Entering petty cash transactions
50
2.8 Checklist of cashbook reports
52
2.9 Reconciling with the bank statement
53
2.10 Outstanding items report
57
2.11 Payments and receipts reports plus petty cash
58
2.12 Inputs/Outputs report
62
2.1 Creating a new bank account – Part 1
Section 2 Cashbook
NOTE: All of the school bank accounts should be shown on the TB2 program. If the account exists at the bank or
any other financial institution then it should have a corresponding account on the system.
1. Run program 111.
2. Choose F2 from the keyboard and list your codes; look at the existing range of codes within the chart of
accounts. Decide upon the number to use for the new bank account.
This is a drilldown which
means that it has a list of
groups behind it.
3. Chart of Accounts: If you need to set up a
new bank account code then first select a new
nominal code using the guidelines for creating
new codes on page 9. In the example on the
left 1850 is an unused code and therefore may
be used as the new bank account. Your new
bank nominal ledger code should start with
18, e.g. 1805, 1825, 1841 so that the account
falls into the correct range of codes as per the
Secretariat Chart of Accounts.
35
Section 2 Cashbook
4. Number & Dept: Type in the code you have chosen, in this example it is 1850. Press the Tab key
5. Description: Type in the name of the new bank account and TAB to next field.
6. Account Type: Click on dropdown arrow, on the available list and select Current Asset.
7. Nominal Group – to view all groups available click Nominal Group underlined in blue as this is a drilldown – in
other words there is a list behind it from which you can choose the appropriate group. In this case choose
the group Current Asset.
8. Analysis Category: Click on the drop down arrow and select Cash from the available list.
9. Click Save.
Your new bank nominal code has now been created and is ready for the next step. See Below.
Creating a new nominal code for the bank account is just the first step – you must assign this new account as a
bank code so that it will appear on the 411 screen.
1. Run program 411 (Maintain bank accounts) – this screen will show a list of all existing designated bank and
cash accounts.
2. System Maintenance Program message: when this appears click OK. This will lock the system down while
you make the necessary changes to the bank accounts.
3. Add: Click on the next available row and click Add at the bottom left of screen. A second screen will
appear.
Step 2: Click OK.
Step 3: Click on Add.
36
Section 2 Cashbook
Step 5: Type in the new
nominal code that you
created in part 1.
4. Description: Type in the name of the new bank account. This does not have to be the same description as
the one used previously on the nominal ledger.
5. Nominal Ledger Account: Type in the new account number that you created in Step 1 – in this example it is
1850. Press Tab. The nominal description will automatically appear.
6. Reconciliation Details: Click Yes. You may choose not to set a bank account as reconcilable if this is more
appropriate. However you should always reconcile your main bank accounts.
7. Account Type: Click on the drop down arrow and choose an appropriate flag for the account, in this case it
is a current account. If you are unsure you can choose Unknown.
8. Sort code and Account Numer and Name: If you have the sort code, the account number and the name
available for this account you can now enter it under the account details section. If you do not have the
information you can always go back at a later date and enter it by highlighting this account number on the
411 screen and clicking Edit.
9. Save: Once you have entered all of the available information click Save at the bottom left of the screen. You
will be returned to the front screen of the 411 menu.
10. Click Save again at the bottom left of the front screen. This will close the 411 menu.
11. Run program 411. Make sure that your new bank account appears on the list. If it does not appear then repeat
the process making sure to Save on both back and front screens of the menu.
12. The process is now complete and you have successfully added a new bank account.
ALWAYS TAKE A
BACKUP WHEN YOU
HAVE WORKED ON
TAS. ALWAYS DATE IT
PLACE. SEE PAGE 18
FOR GUIDELINES ON
BACKUPS.
37
Section 2 Cashbook
Step 2: Using the drop
down arrow, choose the
relevant bank account.
Step 7: The slip number
is crucial. Enter the
lodgement slip number
here.
1. Run Program 421
2. Bank No.: Select bank Account using the drop down arrow into which the lodgment is to be made. This can
be any account that is designated as a bank account on screen 411. Using the TAB key move through the
following screens:
3. Posting No.: Tab through and leave blank. The Program automatically generates a unique 6 digit reference
number for every transaction entered on TB2.
4. Date: Enter the lodgment date as per your paying in slip or your lodgement book.
5. Type: Use the default Home Receipt unless you are posting an Inter Bank transaction. When Home Receipt
appears simply TAB through the field.
6. Def Dist: Tab through and leave blank.
7. Slip No.: Use the paying in slip number on the Lodgment Slip from your lodgement or credit book. If you
are entering interest or similar items directly from the bank statement then you must enter your own Slip
No here e.g INT. If you are entering receipts from the DES you must enter a unique reference here if one
is not provided– e.g. DES002. If you omit a reference the transaction will not appear on your 433 Bank
reconciliation screen.
8. Desc: Enter a short description of the Lodgment (e.g. Newgrange trip 1st years).
9. Net Amt.: Enter the TOTAL Amount of the lodgement.
10. VAT Amt.: Ignore – TAB through it. (The program is set for Exempt rate).
11. Total Amt.: Program enters this amount automatically. (Same amount as Net. Amt.)
12. TAB down the screen to the double entry posting box. You need to post the receipt to an appropriate
nominal account in order to complete the double entry. Note: All income codes start with 3. Only income
should be posted to these codes.
13. To list all of the Nominal Accounts press F2.
38
Section 2 Cashbook
2.2 Entering a lodgement Note: if you click on Description when you have the chart of accounts open, the accounts will be ordered
alphabetically.
14. When you have found the appropriate code on the chart of accounts highlight then select this code and it
will appear under Account on the posting screen.
15. TAB to the credit side of the posting box. By pressing F10 the amount will be entered automatically saving
you the job of typing in the number again, however if you are using more than one nominal account you will
have to type in the individual values against each nominal code.
16. When you have completed a transaction the “Still to Post” at the bottom will be zero.
Click on Save and then Confirm when requested.
Step 7: Remember the
crucial slip number.
Step 12: Type in the values
against the relevant codes.
Step 16: Always ensure that
Still to Post equals Zero.
Note: If making a single lodgment that relates to a variety of different nominal codes on the same paying in
slip, you can enter all of the entries on the same screen simply by adding additional nominal codes as illustrated
above. At end of month when reconciling using Program 433 each of these lodgments will be combined as a
single lodgment.
You can separate your lodgments over as many nominal codes as you require and if you use the same date and
slip number each time they will appear grouped together when you run your bank reconciliation report. Each
paying in slip or DES receipt must be entered separately to avoid the problem of multiple lodgments when
reconciling the bank in 433.
ALWAYS TAKE A
BACKUP WHEN YOU
HAVE WORKED ON
TAS. ALWAYS DATE IT
PLACE. SEE PAGE 18
FOR GUIDELINES ON
BACKUPS.
39
Section 2 Cashbook
Step 7: Enter the name of
the payee here.
Run Program 422:
1. Bank No.: Select the bank account from which the payment will be made using the drop down arrow next
to Bank No. This can be any account that is designated as a bank account on screen 411. Using the TAB key
move through the following screens.
3. Date: Enter the date as per the cheque book stub or if entering a Direct Debit or Standing Order use the date
as per the bank statement.
4. Type: Use default Home Purchase unless you are posting an inter-bank transaction. When Home Purchase
appears simply TAB through the field. The system has been set this way in order to save you time.
5. Def. Dist.: Tab through and leave blank.
6. Chq/Ref.: Enter Cheque Number (If standing order or direct debit use ‘S/O’ or ‘DD1’, ‘DD2’ etc. Ideally use
DD plus the date of entry as per the bank statement. It is important that each reference number is unique to
avoid problems later on while running the bank reconciliation.
7. Desc.: Enter name of recipient of Cheque – the Payee e.g. Folens Supplies
8. Net Amt.: Enter the total Amount of the cheque.
9. Vat Amt.: Ignore - (The program is set for Exempt rate).
10. Total Amount: Program enters this amount automatically (same as Net Amount).
11. Using the TAB key move down the screen to the double entry posting box. You need to post the payment to
an appropriate nominal code in order to complete the double entry.
12. To list all of the Nominal Accounts press F2.
40
Section 2 Cashbook
2.3 Entering a payment Note: if you click on Description when you have the chart of accounts open, the accounts will be ordered
alphabetically.
13. Once you have found the appropriate code on the chart of accounts you can select this code by clicking on
it and it will appear in the account box on the posting screen. Alternatively if you know the code already you
can just key it in under the heading account. All expenses codes start with the number 4 or higher. Only post
payments to expense codes and never to an income code.
14. TAB to the debit side. By pressing F10 the amount will be automatically entered saving you time, however if
you are using more than one nominal account you will have to type in the individual values.
15. SAVE and Confirm
Step 6: Remember the
crucial reference number.
Regardless of the number
of codes used, the still to
post must always be zero.
An unlimited number of NL
codes may be used here.
Note: If making a multiple payment, you can enter all of the entries on the same screen simply by adding
additional nominal codes. See Above.
At end of month when reconciling using Program 433 each of these transactions will be combined as a single
payment under multiple payments. On the cheque book stub make a note in red of the nominal code that you
used so that you can refer to it later if required.
ALWAYS TAKE A
BACKUP WHEN YOU
HAVE WORKED ON
TAS. ALWAYS DATE IT
PLACE. SEE PAGE 18
FOR GUIDELINES ON
BACKUPS.
41
Section 2 Cashbook
Use this program if you want to make a transfer of funds between two different bank accounts. A designated
bank account is one that appears on your 411 screen. This entry should only be made after you have physically
transferred funds between your actual bank accounts.
In the example below we are transferring €20,000.00 from Current Account to Deposit Account.
1. Run Program 422.
2. Bank No.: Select the bank account into which the lodgment will be posted using the drop down arrow next
to Bank No. This can be any account that is designated as a bank account on screen 411. Using the TAB key
move through the following screens.
4. Date: Enter the date as per the cheque book stub or the date on the statement.
5. Type: Click on the drop down arrow and choose Inter-bank.
6. Def. Dist: Tab through and leave blank.
7. Chq/Ref: Key in the cheque number or enter a reference for the transfer e.g. TRANS1
8. Desc: Enter a description for the transfer or use the standard default description as above.
9. Net Amt: Tab to the Net Amt. box and key in the value of the transfer. Tab three times.
10. A second box called Inter-Bank Transfer will appear listing all nominal accounts that have been assigned as
bank on the 411 menu. Click on the account to which the funds are being transferred. In the example above
we have chosen the Deposit Account. Click on Deposit Account and then click OK.
11. Confirm that you wish to Save the transaction.
12. On the TB2 system €20,000 has now been transferred from the Current Account to the Deposit Account.
Note: This is a book entry only and will only reflect the physical transfer of funds between bank accounts. If you
wish to physically transfer funds between different bank accounts you must contact your bank and arrange the
transaction with them.
Use this method if you have cashed a cheque for Petty Cash. Make a transfer from the bank account into the
petty cash control account.
42
2.5 Editing and deleting entries Section 2 Cashbook
2.5 Editing and deleting entries
On the TB2 program all entries can be edited or deleted very easily up until the point that they are reconciled.
You cannot edit a transaction once it has been reconciled. You must un-reconcile it first through 434. However
it is not recommended that you use the 434 method unless you are an experienced TAS user as it can cause
extreme unnecessary difficulties for you when trying to re-reconcile the entries later. Unreconciling previously
reconciled entries is always to be avoided whenever possible. Editing can be done through many different
menus. However the 412 menu works particularly well when editing a cashbook entry.
1. Run Program 412 (Bank Account Enquiry).
2. Bank Account No: Using the drop down arrow choose the bank account that you wish to view. This can be
any account that appears on menu 411 and is therefore a designated bank account.
3. Financial Year: Choose the relevant financial year. This will usually be the Current year but can be any year
up to and including 4 Years Past depending on the amount of historical information that is available to you.
Step 6: Print to Screen.
4. From Period: Choose the relevant period in which the transaction was posted.
5. To Period: Choose the relevant period in which the transaction was posted. If you are not sure of the date of
the transaction then enter the full year, from period 1 to period 12.
6. Print to Screen.
7. The print preview screen will appear. This screen can be sorted by clicking on the grey cells at the top of the
screen. E.g. if you click on the Cr Amt cell at the top, all of the entries on this screen will be put in ascending
order by value. By clicking on Ref at the top of the screen all entries will be ordered by reference number.
This makes it very easy to find the transaction that you wish to edit.
43
Section 2 Cashbook
2.5 Editing and deleting entries
Step 8: Find the item
you wish to amend and
highlight it. Double click
on it, this is called drilling
down.
8. By using the above technique find the item that is to be amended and highlight it.
9. When the magnifying glass appears double click on the entry, this is known as drilling down. The Display CB
Journals Double Entry screen will appear showing full details of the entry.
Step 10: Make sure this
setting is N.
Step 11: When you have
drilled down on the item
click on the Edit Journal
button.
10. Check that N appears in the Reconciled box. If the entry has previously been reconciled through program
433 then you will not be able to edit it through this program.
11. Edit journal click on this button at the bottom on the left hand side. The screen will then move to the Enter/
Change program. You will now be able to make the necessary changes.
12.Tab through the fields until you reach the field that requires editing. You will not be able to change the
source bank account. However you will be able to change the following:
The
The
The
The
The
date,
reference,
description,
amount,
nominal code(s),
13. TAB through the fields and make the necessary changes.
14. SAVE the changes and confirm.
44
2.5 Editing and deleting entries Section 2 Cashbook
NOTES ON DELETING TRANSACTIONS
If you have accidentally entered a lodgment as a payment or vice versa then you should delete the transaction
and re-enter it correctly.
If you accidentally enter a transaction twice during the same month then it is acceptable to delete the duplicate
entry using the steps below.
Never delete an entry posted during the previous year. Old cheques not cashed should be reversed using the
method on page 42.
TO DELETE AN ENTRY
1. Run menu 412.
2. Follow steps 1- 7 from the editing and deleting entries note on page 43.
3. Locate the entry that is to be deleted and highlight it.
4 When the magnifying glass appears double click on the entry, this is known as drilling down. The Display CB
Journals Double Entry screen will appear showing full details of the entry.
5. Click on the Edit journal box at the bottom on the left hand side. The screen will then move to the Enter/
Change program. You will now be able to make the necessary changes.
Step 6: Click on the delete
button.
6. Choose the Delete option;this is the middle button on the bottom left.
7. Save and Confirm.
8. Your entry has been deleted.
9. Run program 147 as a precaution. See page 30 for note on how to do this.
45
Section 2 Cashbook
Note: Use this process to reverse an old cheque that has not been presented to the bank and is at least 6 months
old. It is inappropriate to simply delete the cheque as this may cause a difference on your cash book summary
report or may cause a difference on your bank balance.
1. Run menu 442.
2. By Date: Tick this circle on the top left of the screen.
Step 2: Tick: By Date.
Step 4: Tick: Include both
receipts and payments.
3. Bank Account: You may choose any designated bank account from the list by clicking on the drop down
arrow.
4. Include both Receipts and Payments: Tick the circle against this option.
5. Print to screen and view the report. The oldest cheques will appear first on the list.
Step 5: Identify the
cheque(s) that you wish to
cancel.
6. Identify the cheque(s) that you wish to reverse, this will be among the first on the list as the oldest cheques
will appear first. Right click on the cheque and select Display Double entry.
46
2.6 Reversing old cheques Section 2 Cashbook
Step 7: Do this in order to
verify the detail behind the
entry.
Step 7: Make a note of the
reference number.
Step 7: Note the 4 digit
nominal code used
originally.
7. Make a note of the details that you will need:
The
The
The
The
The
bank account that was used
original date of the cheque.
cheque number.
value of the cheque
nominal code used in the double entry.
Current Account
05/05/2006
503445
5200
4630
8. Run Program 421.
47
Section 2 Cashbook
Enter the same details but
as a lodgement.
9. Enter the same details that were on the original cheque apart from the date. The date will normally be
entered as the current month (the month in which your are processing your data) and it will be at least six
months later than the original cheque.
To clear the old cheque off the system so that it no longer appears on the 442 report you will need to
reconcile it.
Run Program 433
10. Bank Account: Using the drop down arrow select the account to be Reconciled.
11. Statement Ending Date: Type in the date as per your last bank reconciliation. This is a mini bank reconcilation
which you are running as a tidying up exercise so the date remains the same.
12. Starting Balance: This is the last reconciled balance as per TAS so it will be brought forward automatically
from last month, therefore it is important not to change it.
13. Ending Balance: Type in the same value as the one that appears in Starting Balance.
14. Next. Click once on Next and the following screen will appear, alerting you to the fact that a reconciliation
has already been run for the specified date. Click Yes to confirm that you wish to continue. Note: this is not
a full bank reconcilation it is a tidying up exercise in order to clear old cheques.
48
2.6 Reversing old cheques Section 2 Cashbook
Step 15: By clicking on
reference you can easily
identify original entry and
reversal.
Step 16:Clicking off both
entries will not affect the
overall balance.
15. Click on Reference in the grey cell at the top of the screen. This will sort the transactions by reference,
making it easy to identify the original cheque and the reversing entry.
16. Tick off both the original cheque (which is now out of date) and the new reversing lodgement. They should
both have identical reference numbers and values. Since the same amount will be cleared on both the debit
and credit side of the bank, the reconciliation will not be affected therefore the difference will still be zero.
17. Print the bank reconciliation report by clicking on the button next to Utiliites.
18. Save the reconciliation by clicking on the button at the bottom left of the screen.
19. Print the cashbook summary report when prompted.
20.The out of date cheques have now been cleared and will no longer appear on your 442 report.
49
Section 2 Cashbook
The petty cash is treated in the same way as a bank account on the TB2 system. It is not necessary to enter each
transaction on the TB2 system. The petty cash book must be totaled for the month and the total under each
expense heading is entered to the TB2 system.
See below for an example of a petty cash book for the month of October 2008.
Petty Cash Book
Date
Description
Ref
Total
Games
Postage
Papers
Sundry
Oct 2008
Nominal
Codes
1900
4670
6210
6780
Misc.
01/10/
Papers
1/10
10.00
01/10/
Referees
2/10
30.00
02/10/
An Post
3/10
58.00
03/10/
Cakes
4/10
10.00
10.00
04/10/
Book M
Brown
5/10
15.00
15.00
05/10/
Hardware
6/10
22.00
22.00
06/10/
Petrol
7/10
5.00
5.00
07/10/
Papers
8/10
10.00
08/10/
referees
9/10
30.00
09/10/
Milk
10/10
15.25
Total
205.25
Balance c/f
39.98
Starting
Balance
245.23
10.00
30.00
58.00
10.00
30.00
15.25
60.00
58.00
20.00
67.25
Once the petty cash book has been updated for the month, the items must then be posted to the TB2 system.
See note on page 51.
50
Section 2 Cashbook
2.7 Entering petty cash transactions Step 1: Using the drop down
arrow choose the Petty
Cash Account.
1. Run Program 422.
2. Bank No: Using the drop down arrow choose the Petty Cash account.
3. Date: Tab to the date field and enter either the date of the petty cash voucher or the month end date.
4. Type: Tab through this field leaving the default Home Purch.
5. Def Dist: Tab through and leave blank.
6. Chq/Ref: Enter a reference here e.g JANEXP which is short for January Expenses.
7. Desc: Enter a description e.g Petty Cash expenses Jan 2009.
8. Net Amt: Enter the total amount of the posting. In the example above the petty cash is being entered for the
entire month therefore the total value of all vouchers is entered in Net Amt.
9. Vat Amt.: Tab through and leave blank. (The program is set for Exempt rate).
10. Total Amt.: Program enters this amount automatically (same as Net Amount).
11. Using the TAB key move down the screen to the double entry posting box. You need to post the payment to
an appropriate nominal code in order to complete the double entry.
12. Referring to the petty cash book that you have completed, type in the first nominal code and tab to the debit
column. Type in the relevant amount of the expense and tab to the next row.
13. Continue typing in the nominal codes and appropriate values until you have entered all of the expenses for
the month. The “Still to Post” will read Zero if all expenses agree to the control total at the top. Click Save on
the bottom left of the screen.
14. The Petty Cash expenses have now been posted for one month.
51
Section 2 Cashbook
52
FREQUENCY
TAS MENU
REPORT DESCRIPTION
PAGE
MONTHLY
433
Bank Reconciliation Report
53
433
Cashbook Summary Report
56
442
Outstanding payments/
lodgements report
57
441
Bank account 1 payments
Listing
58
441
Bank account 1 receipts
Listing
59
441
Petty Cash payments Listing 60
441
Petty Cash receipts Listing
61
444
Inputs/Outputs – Cashflow
report
62
Section 2 Cashbook
2.9 Reconciling with the bank statement 2.9 Reconciling with the bank statement
The TB2 Cashbook must be reconciled against the Bank Statement at the end of the calendar month. Alternatively
you can perform a weekly reconciliation. Regardless of the number of times you reconcile within a calendar month
it is very important to follow the process correctly each time, running the reports each time and remembering to
cut off at each calendar month end.
N.B. Keep a copy of all the Reconciliation reports each time that you run and print. Shredding bank
reconciliation reports is to be avoided at all costs.
Before running the bank reconciliation always run the 147 as a precaution. See page 31.
1. Run Program 433.
Step 2: Using drop down
arrow choose relevant bank
account.
Step 3: This is the date of
bank statement.
Step 5: Enter the statement
balance as at the above
date.
2. Bank Account: Using the drop down arrow select the account to be Reconciled.
3. Statement Ending Date: Type in the date from your bank statement. This is the date to which you will be
reconciling (e.g. 31st December).
4. Starting Balance: This is the last reconciled balance as per TAS so it will be brought forward automatically
from last month, therefore it is important not to change it.
5. Ending Balance: Type this number in as shown at end of Bank Statement as at the date in Step 2.
6. Click once on Next and the reconciliation screen will appear.
53
Section 2 Cashbook
Step 8: By clicking on the
grey cells at the top you
can sort the transactions by
reference /date/type etc.
7. Before you go any futher check the date at the top right hand side of the screen and check the opening and
closing balances. If they are incorrect then click on Close and go back to the setup screen on menu 433 and
re-enter the details correctly.
8. Put the transactions in order using the grey cells at the top of the columns. Sorting by reference is the best
option when first starting to use the program but you can also use any of the other headings to order the
entries.
9. Look at the first entry on the bank statement and then find that entry on the screen. Double click it. It will
move to the top of the screen and a tick mark will appear next to it on the right hand side. Tick off the same
item on the bank statement in pen to indicate that you have reconciled it.
10. Repeat the same process for the second item on the bank statement. Double click it on TB2 and then tick
it off on the statement. Continue in this manner until all the items have been found and reconciled. It is
advisable to tick off the items in the same order as they appear on the bank statements.
11. As each transaction is reconciled it will move to the top of the screen (marked √).
Note: If an item is reconciled in error just double click on it to unreconcile it and the tick will disappear.
54
2.9 Reconciling with the bank statement Section 2 Cashbook
Step 11: As each item is
reconciled a tick will appear
on the right hand side and
it will move to the top of
the screen.
12. Once all the transactions have been ticked off the bottom right hand side of the reconcilation screen will look
similar to this one. The ending balance will agree to the reconciled balance and the differnece will be Zero.
Opening Balance
€119,950
Ending Balance
€72,135
Reconciled Balance
€72,135
Difference
€0.00
If you have anything other than a zero difference then the bank reconciliation is incorrect and you must
not proceed to save it.
13. NB: Once your difference is Zero you must now print off your bank reconciliation report, then click on the
Print button next to the Utilities button. Do this before you save the reconcilation.
Note: Remember if you are processing everything through just the cashbook this reconciliation is your only
true control. You must get it right. Taking short cuts and saving an unreconciled reconciliation is a bad choice
and will cause problems later in the year for you.
If you were previously advised that it is all right to save the bank reconciliation when the difference is anything
other than zero then you were given bad advice. It is incorrect to do this.
55
Section 2 Cashbook
Step 13: You must print the
reconciliation report before
you save.
Step 14: When you have
printed off the first report
you must now SAVE.
14. Save: Once you are satisfied that the reconciliation is all in order you must SAVE the reconciliation. There is
no going back once you have clicked saved. Only save the reconciliation when you are 100% sure that it does
in fact reconcile.
15. Once you have SAVED the bank reconciliation you will be asked if you wish to PRINT A CASHBOOK SUMMARY
REPORT.
16. Print the report: Always choose yes, print and keep it with the bank statements and the other reports. You
have only one opportunity to print the cashbook summary so make sure the report has printed before you
cancel out of this screen. These bank reports cannot be reprinted correctly afterwards. Always print all of the
required bank reports and keep them safely. Never shred them!
Step 16: Always choose Yes.
Print and keep the report.
This part of your reconciliation is now complete.
Now move on to the next step which is printing additional monthly reports for the cashbook.
56
Section 2 Cashbook
2.10 Outstanding items report 2.10 Outstanding items report
Note: Once you have completed the first part of your bank reconcilation the next step it to continue the process
by printing additional reports. The 442 report should be printed just after the Cashbook Summary so that the
two reports agree.
Step 1: Choose By Date
option.
1. Run Program 442
2. By Date: Choose this by clicking into the empty circle next to it.
3. Bank Account: Choose the relevant account, this can be any account which is designated as a bank account
on menu 411.
4. Options: Choose Include both Receipts and Payments by ticking into the circle next to it.
5. Print to Printer. Keep this report with your other cashbook reports for the month.
An example of a list of
outstanding receipts and
payments.
57
Section 2 Cashbook
2.11 Payments report
2.11 Payments report
Step 2: Click on drop down arrow and choose
the relevant bank account.
Step 3: Click on the drop down arrow and
choose the relevant year.
Step 6: Make sure that Cash Payments is ticked.
Step 4: Select any range of accounting periods.
1. Run program 441
2. By Date: Select this option by ticking the blank circle next to it.
3. Bank No: Using the drop down arrow choose the relevant bank account. This might be your main bank
account, your deposit account or even your petty cash. If the account appears on menu 411 you can access
it here.
4. Year: Leave the default of current year or alternatively click on the drop down arrow and select a different
year. The choice here will depend on how many years’ history that you have on the system. Long term users
may have current year plus as many as four year’s additional history.
5. Starting Period: Enter the appropriate number; September being period 1 and August being period 12.
6. Ending Period: Enter the appropriate number. You can print a range of accounting periods at one time e.g. 6
to 12 or just limit yourself to one e.g. 6 to 6.
7. Options: Ensure that Cash Payments and Journals are ticked.
8. Print to printer. This report can also be exported to excel as can all TB2 reports. See page 79 for notes on
downloading to excel.
58
Section 2 Cashbook
2.11 Receipt report
2.11 Receipts report
Step 2: Using the drop down arrow choose a
bank account.
Step 3: If there is history available for previous
years you can access it.
Step 6: Make sure that Cash Receipts and
Journals options are ticked.
2. Bank No: Using the drop down arrow choose the relevant bank account. This might be your main bank
account, your deposit account or even your petty cash. If the account appears on menu 411 you can access
it here.
6. Options: Ensure that Cash Receipts and Journals are ticked.
59
Section 2 Cashbook
2.11 Petty cash payment report
2.11 Petty cash payments report
Step 6: Make sure that Cash Payments is ticked.
1. Run program 441
3. Bank No: Using the drop down arrow choose the Petty Cash.
year. The choice here will depend on how many years history that you have on the system. Long term users
7. Options: Ensure that Cash Payments and Journals are ticked.
8. Print to printer: This report can also be exported to excel as can all TB2 reports. See page 79 for notes on
60
Section 2 Cashbook
2.11 Payments and receipts reports plus petty cash 2.11 Petty cash receipts report
Step 3: Click on the drop down arrow and
choose the relevant year.
1. Run program 441.
3. Bank No: Using the drop down arrow choose the Petty Cash.
7. Options: Ensure that Cash Receipts and Journals are ticked.
61
Section 2 Cashbook
2.12 Inouts/Outputs report
2.12 Inputs/Outputs report
Step 1: Choose the relevant
account from the list.
1. Run Program 444.
2. Bank No: Using the drop down arrow choose the relevant account.
3. Date Range: Using the drop down arrow choose the relevant year.
4. Starting Period: Enter the number of the accounting period for which you are running the report. This can be
just one month or a range of months.
5. Ending Period: Enter the number of the accounting period for which you are running the report. This can be
just one month or a range of months. The starting and ending dates will appear based on the period numbers
that you have entered.
6. Under Options on the right hand side make sure that all boxes are ticked.
7. Print to Printer.
8. See below for an example of the 444 report.
An example of the 444 report.
62
Section 3
Nominal Ledger
Page
3.1 Creating a new nominal ledger code
65
3.2 Entering the budget
66
3.3 Journal between nominal codes
69
3.4 Recurring Journals
71
3.5 Creating and using TAS Multiple Departments
74
3.6 Exporting reports to Excel
79
3.7 Checklist of nominal ledger reporting
82
3.8 Printing the Trial Balance
83
3.9 Printing an Income & Expenditure Report
84
3.10 Printing a Balance Sheet
86
3.11 Printing a nominal ledger activity report
87
Section 3 Nominal Ledger
3.1 Creating a nominal ledger Code
3.1 Creating a nominal ledger Code
Step 5: Enter the new code here.
Step 4: Check an existing code
within the same range. These
3 settings must match those of
the other account.
1. Run program 111.
2. Use F2 to bring up a full list of your existing codes.
3. Select a new Nominal Code using the guidelines for the Chart Of Accounts on page 10.
4. Use F2 function key on the keyboard to check an existing code in the same range, make a note of the
Account Type, Nominal Group and Analysis Category.
5. Number & Dept: Enter a new Nominal Number using a 4 DIGIT Code - if the number is already in use the
detail will appear on your screen – if this happens then choose a different number. Keep within the range unit
for each group of accounts so that this new account will appear in its proper place in the reports produced
later.
6. Description: Enter the description for the new code here.
7. Account Type: Using the drop down arrow choose the relevant type. Refer to another code in category if
unsure which type to use. Income or expense is the most common for profit and loss codes.
8. Nominal Group: To view all groups available click Nominal Group underlined in blue as this is a drilldown.
Select the relevant group. Refer to a similar code within range if unsure.
9. Analysis Category: Click on dropdown arrow and choose the relevant category.
10. Save at the bottom left of the screen.
11. Your new nominal code has now been created.
65
Section 3 Nominal Ledger 3.2 Entering the Budget
3.2 Entering the Budget
Note on entering the budget: If you have not yet processed your year end and want to enter the budget for
next year, choose the Future Budget column to enter the budget. If you choose Future Budget your work will be
saved for the following year as during the year end close you can choose to carry these numbers forward as the
original budget for the following year. Choose Original budget column to enter the budget for the financial year
that you are in currently.
Run Program 111 (Maintain Chart of Accounts):
Step 2: Click on the Budgets tab.
Step 3: Click into appropriate
field and enter the budget
amount.
Compare the signs. Income
should always be entered as a
minus.
1. Number & Dept: Enter the Nominal Account Number. (E.g.3010 for Capitation Grant).
2. Budgets tab: Click once on this tab to bring up the budget entry screen.
3. Original Budget: Enter the numbers for the present year here. Click into the appropriate month (use
September if you are annualising your budget) and type in the values. Income should always be entered as
a minus.
4. Future Budget: If budgets are available for the following financial year, these can be entered in advance here
will roll forward during the year end run if that option is chosen.
Note: All Income is entered as a negative amount and all expenses as a positive.
5. Monthly: The Budget may be entered for each month separately, if it is known when the transaction is likely
to take place or a figure may be entered into each month.
6. Annualized: Many schools choose to enter a single annualized amount in month 1. (In the example above the
Capitation budget is entered for September, December and March).
7. Save: Once you have entered any value that you require for the nominal code, click on Save at the bottom left
of the screen. The budget value is now saved for that nominal code and you can move on to the next code.
66
3.2 Entering the Budget Section 3 Nominal Ledger
8. Number & Dept: Type in the number for the next code and follow the same process as at steps 1 to 8 above.
Each budget amount must be entered against an indiviudal nominal code and saved.
9. Verification: When all data has been entered you must run the budget report through menu 142 – this will
enable you to compare your TAS budget to your original source documents and ensure that it all agrees.
Run Program 142.
Step 1: Choose P&L1 from the
drop down menu
10. Script: Choose P&L1 from the drop down menu
11. Column 1 choose Budget from the drop down menu.
12. Starting period: Enter 1, in ending Period enter 12.
13. Column Title: Enter Draft Budget-Continue to step 13 on the next page.
14. Print the budget report from TB2 and compare to the final budget.
15. Ensure that all amounts that have been entered on TB2 agree to the final budget.
16. Ensure that the surplus/deficit agrees with the final budget.
67
Section 3 Nominal Ledger 3.2 Entering the Budget
Step 18: Double click on the
error. Change it to the correct
amount. Then Click on Save.
If you find an error:
17. Run program 111 and type in the code with the error, click on budget tab.
18. Double click on any values that are incorrect, this will allow you to overtype the field.
19. When you have completed all the necessary changes click Save. Repeat steps 15-17 and agree to budget.
ALWAYS TAKE A
BACKUP WHEN YOU
HAVE WORKED ON
TAS. ALWAYS DATE IT
PLACE. SEE PAGE 18
FOR GUIDELINES ON
BACKUPS.
68
3.3 Journal between nominal Codes Section 3 Nominal Ledger
3.3 Journal between nominal Codes
Program 121.
Benefits of journals:
• It is a very good way of accounting for payroll and depreciation.
• The audit adjustments can be entered through this program.
• Year end accruals and prepayments can be entered here.
• A general journal is used to transfer or adjust different nominal ledger codes without affecting the cashbook
or any of the other ledgers.
PLEASE DO NOT USE THIS PROGRAM TO ADJUST THE BANK ACCOUNT.
YOUR BANK RECONCILIATION CANNOT BE ADJUSTED BY USING THIS PROGRAM AND IT WILL RESULT
IN A DIFFERENCE ON YOUR CASH BOOK SUMMARY REPORT. Please use cashbook module 4 for any bank
adjustment.
In the example below an amount of €500 is being added to Repairs and taken from Contract Cleaners to correct
a posting error.
1. Identify which codes will be debited and which will be credited.
2. Run Program 121.
3. No: Leave blank as this is a unique reference number generated by TB2.
4. Description: Enter as much detail as possible to describe the adjustment.
5. Reference number: Use your own (e.g. AUD 10)
6. Date: Date should be within the correct accounting period.
7. Def Dist: Tab through it leaving blank.
8. Tab to the double entry box and enter the first nominal code under the column which is headed Account. In
the example below the first code is 5310 as repairs will be increased.
9. Tab to the next line and enter the nominal code for Repairs.
69
Section 3 Nominal Ledger 3.3 Journal between nominal Codes
10. Tab to the Debit column and enter the amount to be adjusted. In this example code 5310 is being increased
by €500 so we debit 5310 with the sum of €500.
11. Tab to the next line and enter the nominal code for Contract Cleaners.
12. Tab to the credit column and enter €500.
Step 5: Create your own
reference number.
The Still to Post should be Zero.
Debits should equal credits.
In the example above I have increased the cost of repairs by posting a Debit amount to code 5310 and reduced
the cost of contract cleaners by posting a Credit amount to code 5150. The bank remains the same as no posting
has been made to any bank code.
Note:
To increase an expense code: Debit it. To Decrease an expense code: Credit it.
To increase an income code: Credit it. To decrease an income code: Debit it.
ALWAYS TAKE A
BACKUP WHEN YOU
HAVE WORKED ON
TAS. ALWAYS DATE IT
PLACE. SEE PAGE 18
FOR GUIDELINES ON
BACKUPS.
70
3.4 Recurring Journals Section 3 Nominal Ledger
3.4 Recurring Journals
A recurring nominal ledger journal is very useful for posting payroll or deprecation. Once the basic journal has
been created it can be posted each month without having to recreate it. It can also be edited before posting. See
below for an example of a recurring journal for Depreciation being posted at the end of each calendar month
for the financial year 2008-2009.
Creating the Recurring Journals
1. Run Program 122.
Step 2: Click New in order to
enter a new recurring journal.
2. Click New at the bottom left of the screen. This will allow you to create a new recurirng journal. The following
screen will appear: Enter Change Nominal.
Step 3: Choose appropriate
frequency for the new journal.
71
Section 3 Nominal Ledger 3.4 Recurring Journals
3. Frequency: Click on the drop down arrow and choose an appropriate frequency. Monthly is the usual choice
for depreciation, although Weekly may be suitable for some payroll journals.
4. Process next occurrence on: Enter the date of the first journal to be posted. In this example the first
depreciation charge will be on 30 September 2008.
5. Number of times to post: Enter the appropriate number here. Since the depreciation will be posted once a
month for the next twelve months, 12 is chosen here.
6. Reference: Create a suitable reference for the journal that is no longer than eight characters, in this example
it is DEPN0809.
7. Description: Create a suitable description for the journal as this will appear on the month end reports. In this
example the description is Monthly Charge Depn 08-09. Then TAB.
Step 4: Choose date of next
posting.
Step 7: Enter a suitable
description.
8. NL Acct: Type in the first code of the new journal. In our example this is nominal code 8000 as we are
debiting the depreciation charge. TAB to the Debit column and enter the value.
9. NL Acct: Type in the next code of the new journal. TAB to the Credit column and enter the value.
10. Continue entering all relevant nominal codes and values until the journal is complete (see the figure below).
11. Check: Ensure that Still to Post is zero.
12. Save the journal and confirm.
An example of a recurring journal for depreciation.
72
3.4 Recurring Journals Section 3 Nominal Ledger
13. The new journal will appear on the Recurring Nominal Journals screen as will any other recurring journals
that you have created.
Processing the Recurring Journals
1. Date: Set the nominal ledger date to the date of the journal you wish to post.
2. Process All: click on this button at the bottom right hand side of the screen and the following screen will pop
up: Post Recurring Transactions.
3. Choose: The Post Recurring Transactions screen allows you to untick any journals that you do not wish to
post at that time. You can also choose to post all of the journals on the list.
4. Post Now: Once you have chosen the journals to process click on Post Now at the bottom of the screen.
5. Post: The Journal will post and you will receive a confirmation.
6. Times: You will be returned to the main Recurring Nominal Journals setup screen. Under the Times heading
the number will have reduced. In this example the number has reduced from 12 to 11 meaning that the journal
has been posted once. Under the heading Next Date the date of the next journal will appear. In this case it
will be 30.10.08.
73
Section 3 Nominal Ledger 3.5 Creating and using TAS Multiple Departments
3.5 Creating and using TAS Multiple Departments
The benefit of using TAS departments is that you can run separate income and expenditure reports for these
areas of school activity listed below. This makes it very clear as to whether or not different enterprises are
operating at a surplus or deficit.
This function is not to be used for subject departments (e.g. Woodwork or Art) it is intended for use in areas
where there are a large number of income streams and related expenditure codes.
Examples would include the following:
•
•
•
•
•
•
•
•
Large Canteen or Tuck Shop
Sports hall rented to several third parties
Adult Education
Musical
Overseas Tours
Transition Year
Parents Council
Capital Projects.
TO ENABLE MULTIPLE TAS DEPARTMENTS (This only needs to be done once)
1. Run Program 011
2. Click on Chart of Accounts under Company
Step 3 : Click the Multiple Dept.
button
3. Click into the box: Multiple Department Nominal Ledger. Click OK.
4. Confirm that you want to save.
5. You can now move on to the next step and create your new departments.
74
3.5 Creating and using TAS Multiple Departments Section 3 Nominal Ledger
TO CREATE NEW TAS DEPARTMENTS:
METHOD 1 – PREFERRED METHOD
Choose specific TAS codes that you wish to create departments against e.g. you may wish to split insurance
costs over various TAS departments – this will keep your chart of accounts more manageable.
Decide on the number of departments that you wish to create, this will decide the increment that you use
Refer to the table below for guidance. E.g if you wish to have 12 departments available to you then choose an
increment of 75 or less.
TAS Department 100 is the system default and is for main school use only.
Example of TAS Departments
INCREMENT
NO OF DEPTS.
NUMBER SEQUENCE
100
9
200,300,400,500…900
75
12
175,250,325,400…925
50
18
150,200,250,300…950
10
99
110,120,130,140…990
1.
2.
3.
4.
5.
If you have a large number of TB2 departments to create then you will need to choose a smaller increment.
Once you have decided on your requirements enter the information in the required fields.
Click Create.
Click OK when you receive the message regarding control accounts.
The system will run through the set up and in about 5 seconds you will receive a message that your
departments have been created successfully.
6. It is important to identify and allocate a name to each new department and not to confuse them. Create a
list of TAS departments on Excel or in a notebook and keep with your chart of accounts.
7. Run Program 111.
8. Select the new codes with department numbers against them that you have created.
9. Tab to the description box.
10. Amend the description to include the name of the new deparment.
11. Save.
12. The nominal code has been successfully renamed.
75
ENTERING A PAYMENT
Step 4: Choose the most
appropriate department for
each posting.
Run Program 422.
Follow the standard posting procedure for a payment – see page 40.
Select the most appropriate nominal code for the payment.
Instead of using the default TB2 department number 100, use one of the alternative department numbers
that you have previously created.
5. In the example above, you can see that we have used 3 of our additional new departments.
6. The total cheque value can be split across a variety of different codes and a variety of different departments
or a combination of both.
1.
2.
3.
4.
ENTERING A LODGEMENT
Step 4: Choose the most
appropriate department for
each posting. F2 to list all codes.
Run Program 421.
Follow the standard posting procedure for a lodgement – See page 38.
Select the most appropriate nominal code for the lodgement.
Instead of using the default TB2 department number 100, use one of the alternative department numbers
that you have previously created.
5. In the example above, you can see that we have used department 200 the Hall Account.
6. Once you have chosen the appropriate department, save the entry as normal.
1.
2.
3.
4.
76
3.5 Creating and using TAS Multiple Departments Section 3 Nominal Ledger
RUNNING DEPARTMENTAL REPORTS
Step 3: Select the relevant
department to print.
Step 7: In column title, key in the
name of the department
1. Run the 142 in the standard manner (see page 84).
2. Script: Using the drop down arrow select P&L1 from the list.
3. Departments: Select the full range (100-999) of departments if you wish to print the accounts for the entire
school. If you wish to print the accounts for an individual department (e.g. department 200-the hall) enter
the range 200-200.
4. Column 1: Click on drop down box and choose Current.
5. Starting period: Enter 1 (Enter your own accounting period as required).
6. Ending Period: Enter 12 (Enter your own accounting period as required).
7. Column Title: Type in the name of the department you are printing.
8. Complete the other columns as required for additional information (e.g. budget).
9. Print: to screen or Printer.
10. You now have a P&L report for just the Hall accounts for the year. See over for an example of the Income and
Expenditure report.
77
INCOME & EXPENDITURE REPORT BY DEPARTMENT
Profit & Loss Statement
Hall Account
01/09/2008 - 31/10/2008
INCOME
School Generated Income
3350-200 Hall Rental Income
€
9,000.00
Total School Generated:
€
9,000.00
TOTAL INCOME:
€
9,000.00
EXPENDITURE
Repairs, Maintenance & Establishment
5110-200 Cleaners Wages - Hall account
€
500.00
5310-200 Repairs to Grounds - Hall Account
€
1,340.00
5550-200 Light and Power - Hall Account
€
1,200.00
Total Repairs, Maintenance & Establishment
€
3,040.00
Administration
6450-200 Other Professional Fees - Hall Account
€
876.00
Total Administration:
€
876.00
Financial
7320-200 Loan Charges - Hall Account
€
1,000.00
7450-200 Bank Charges - Hall Account
€
31.00
Total Financial:
€
1,031.00
Depreciation of Fixed Assets
TOTAL EXPENDITURE
Total Expenditure:
€
4,947.00
PROFIT/(LOSS)
Net PROFIT/(LOSS):
€
4,053.00
78
3.6 Exporting reports to Excel Section 3 Nominal Ledger
3.6 Exporting reports to Excel
Notes on exporting reports
•
•
•
•
Downloading/exporting to excel can be run from any of the print screens in the program and on any report.
Setup of the report remains the same whether you are printing to screen or printer or in this case printing to
disk.
The downloads can be useful at year end for the purpose of analysing account(s).
The Income and Expenditure Report can be exported and used as the basis for preparing the budget.
Step 7: This is a standard
message click OK.
Step 7: For exporting, always
choose Print to Disk.
In this example we will export the 132 report which is the Nominal Ledger by activity report.
1. Run Program 132.
2. Starting account: Enter the first nominal that you wish to view.
3 Ending account Enter the last nominal code that you wish to view.
4. Year: Choose the default current year or using the drop down arrow choose a previous year.
5. Starting Period: Enter the starting period as required, September being month 1 and August being month 12.
6. Ending Period: Enter the ending period as required. September being month 1 and August being month 12.
7. PRINT: Select “To Disk” and click on Ok when you receive the next message.
79
Section 3 Nominal Ledger 3.6 Exporting reports to Excel
Step 10: Create your own file
name here.
Step 11: Once you are satisfied
with the file name and the
location of the data – Save.
8. SAVE AS: This screen will now appear as above.
9. Save In: Choose a folder in which to save the new file.
10. File Name: Click into this box and overtype the default name. Choose an easily identifiable name, something
that will be easy to locate at a later date.
11. Save as type: Leave at the default option which is CSV.
12. SAVE.
13. The following message will appear: “Do you want to view report”. Choose Yes.
ALWAYS TAKE A
BACKUP WHEN YOU
HAVE WORKED ON
TAS. ALWAYS DATE IT
PLACE. SEE PAGE 18
FOR GUIDELINES ON
BACKUPS.
80
3.6 Exporting reports to Excel Section 3 Nominal Ledger
•
The above is an example of the download - an excel spreadsheet showing full details of the account that you
have exported.
•
The advantage to exporting data in this manner is that you can manipulate the spreadsheet, copy it and
add formulas and additional information as required. It can be used in the same way as any ordinary
spreadsheet.
•
If your printer tends to be unreliable it is a good idea to get into the habit of exporting your reports on a
regular basis, especially the bank reconciliation reports which cannot be reprinted at a later date.
NOTES:
81
Section 3 Nominal Ledger 3.7 Checklist of nominal ledger reporting
3.7 Checklist of nominal ledger reporting
82
TAS MENU
REPORT
PAGE NO:
134
Trial Balance
83
142
Income & Expenditure
Actual V Budget
85
142
Balance Sheet
86
132
Nominal Ledger Activity Report
87
1. Run Program 134.
2. Year: Choose the default year which is Current or alternatively click on the drop down arrow and choose one
of the other years that is available depending on your requirements.
3. Starting Period: Enter the relevant month – e.g. Month 1 for September.
4. Ending Period: Enter the finishing month in the second box. This can be any month of your choice (e.g. to
print the full year choose month 12).
5. Options: Select your requirements.
6. Print to printer.
7. The Trial Balance shows a list of every account that you have set up on your TAS nominal ledger regardless
of whether or not it is a balance sheet or profit and loss item.
8. In the event of your trial balance not balancing you will receive a warning from TAS and you will be given the
option to launch the trial balance wizard. Close the data set and launch the trial balance wizard through the
multi-company selection screen.
83
Section 3 Nominal Ledger 3.9 Printing an Income & Expenditure Report
BASIC REPORT, PRINTING PERIODS 1 TO 12
1. Run Program 142
2. Script box: Click on drop down and choose P&L1. Note: Only 1 column required.
For Column 1 follow the steps below:
3. Year: Click on drop down arrow and choose Current.
4. Starting Period: Enter 1 for Period 1.
5. Ending Period: Enter 12 for Period 12.
6. Column Title: TAB through this to select the default which is Current or alternatively type in your own title.
7. Include BBF: Tick this box.
9. Print: To Printer.
84
BUDGET REPORT PRINTING ACTUALS V BUDGETS
1. Run Program 142
2. Script box click on drop down and choose P&L1. Note: Only 3 columns required.
3. Year: click on drop down and choose Current.
4. Starting Period: Enter the relevant accounting periods – in this example I have chosen the entire year so
starting period 1.
5. Ending Period: Enter the relevant accounting periods – in this example I have chosen the entire year so
ending period 12.
6. Column Title: TAB through this to select the default or type in your own title.
7. Year: click on drop down and choose Budget.
8. Starting Period: Enter the same as Column 1 so that you are comparing like with like.
9. Ending Period: Enter the same as Column 1 so that you are comparing like with like.
11. Year: click on drop down box and choose Difference.
12. Starting Period: Leave as default period 1.
13. Ending Period: Leave as default period 12.
15. Print: to Printer.
85
Section 3 Nominal Ledger 3.10 Printing a Balance Sheet
3.10 Printing a Balance Sheet
1. Run Program 142.
2. Script box: Click on drop down arrow and choose BAL1.
3. Year: Click on drop down arrow and choose Current.
4. Starting Period: Enter the relevant accounting periods – in this example I have chosen the entire year so
starting period 1.
5. Ending Period: Enter the relevant accounting periods – in this example I have chosen the entire year so
ending period 12.
7. Include BBF: Tick this box to include brought forward balances.
9. Print: to printer.
86
3.11 Printing a nominal ledger activity report Section 3 Nominal Ledger
3.11 Printing a nominal ledger activity report
The nominal ledger activity report is useful for viewing the transactions in any Nominal Account (or a range of
consecutive nominal accounts).
E.g.To view the nominal ledger activity report for Payment of Supervisors Salaries period 1 – 8.
1. Run Program 132.
2. Starting Account: Enter the first code in the range of codes that you wish to view or print.
3. Ending Account: Enter the last code in the range of codes that you wish to view or print.
4. Year: Choose the default year which is Current or alternatively click on the drop down arrow and choose one
of the other years that is available depending on your requirements.
5. Starting Period: Enter the relevant month – e.g. Month 1 for September.
6. Ending Period: Enter the finishing month – in this example I have chosen month 8.
7. Ledgers: Leave all ticked or untick any that are not required.
87
Section 4
Year End
Page
4.1 Notes on Year End
91
4.2 Processing the Year End
92
4.3 Posting into previous years
100
4.4 Schools checklist for monthly and annual reporting
101
Section 4 Year End
BANK RECONCILIATION
Ensure that all bank reconciliations are properly completed before attempting to close the year.
ACCOUNTANT
Once you have completed your management accounts for the school you do not have to wait for your auditors
or accountants to complete their work before running the year end.
TRANSACTIONS-EDITING/DELETING
After year end do not unreconcile bank entries for the previous years as this may cause a problem with your
accounting records. Never delete transactions for a previous year.
WHAT DOES THE YEAR END PROCESS DO?
a. Clears the balance on all income/expenditure accounts to zero so that you have a fresh/blank profit and loss
report for the next financial year.
b. Transfers the current years figures to 1 year past, 2 year past etc.
c. Transfers the balance on the fixed assets/current assets/liabilities/owners equity accounts into the Balance
Brought Forward (BBF) box – opening balance.
d. Moves budgets from Future to Current – any budget information that you have entered for the following year
can be carried forward into the next year during the year end run so that you do not lose any of your work.
e. Transfers the profit for the year balance into profit brought forward account.
DO YOU HAVE TO DO A YEAR END?
YES – in order to enter any transactions in the new financial year. It will not be possible to enter any transactions
in the new financial year unless you close the current year by running the 192 program.
91
Section 4 Year End
1. Take a Backup: Preferably to a memory stick. Enter the year-end date on the backup. See detailed notes on
backups on page 16.
2. Run a 147 – Transfer profit to balance sheet. See page 30 for notes on running the 147.
The following reports must be compiled at the end of the school year before running the year end.
CHECKLIST FOR YEAR END
CASHBOOK REPORTS
REPORT
TAS MENU
PAGE NO.
Bank Reconcilation as at year
end
433
53
Cashbook Summary Report
as at year end
433
56
Outstanding lodgement/
payments at year end
442
57
Note: The above cashbook reports should already be on file if you have been reconciling your bank each month.
Ensure that you have reconciled all of your active bank accounts at the end of month 12 and printed all of the the
necessary reports before proceeding with the year end.
NOMINAL LEDGER
REPORT
TAS MENU
PAGE NO.
Trial Balance Periods 1 to 12
134
83
Income & Expenditure Periods 1 to 12
142
84
Income and Expendture Actual V Budget
142
85
Balance Sheet Periods 1 to 12
142
86
Nominal Activity Report Periods 1 to 12
132
87
Note: Once you have rolled the year forward into the next year, the budgets reports for the old year will no longer
be available. Therefore it is important to print out the Income and Expenditure report showing the budget before
closing the year.
PURCHASE LEDGER – CREDITORS
92
REPORT
TAS MENU
PAGE NO.
Purchase cash daybooks
from Periods 1 to 12
341
N/A
Aged Creditors as at year
end
342
N/A
Unallocated cash report
for all suppliers
345
N/A
Section 4 Year End
4.2 Processing the Year End SALES LEDGER – DEBTORS
REPORT
TAS MENU
User Manual Page Number
Sales cash daybooks
from Periods 1 to 12
241
N/A
Aged Debtors as at year
end
242
N/A
Statements for all
debtors as at year end
243
N/A
Unallocated cash report
for all debtors
245
N/A
MANUAL CALCULATIONS
PROCESS
MENU
PAGE NO.
Accruals and
Prepayments
Manual Exercise
N/A
Capital Expenditure File
Manual Exercise
N/A
Note: The accruals and prepayments should be calculated and posted to TB2 using general journals menu 121
before closing the year. See Page 69 for general journal guidelines.
1. Take another backup. If possible use a different backup device e.g a CD. Remember to date the backup and
label as year-end.
2. Run Year End using menu 192.
3. Budget Figures section: There are three options available but they are only relevant if you have entered your
budget numbers on to TB2. If you have not entered budgets on to TB2 then you may skip this section. Leave
the default setting and proceed with the year-end.
The three options are as follows:
*
Copy Future to Current: If you have entered the budgets for the following year these can be carried forward
into the next year, as current year budget numbers so all work will be retained.
*
Copy Revised to Current: If you have entered any budget numbers in the revised column then you can
choose to carry these forward into the current column during the year-end process.
*
Retain Existing Figures: if you have no budget information for future years available, you can retain all of
your budget numbers if you wish.
93
Section 4 Year End
Option 1: Copy Future to Current
Choose the most appropriate
option for you.
If you have entered next year’s budget in the Future Budget Column of your 111 menu then it is vital that you
choose this option. Your budget for next year will be carried forward to original.
In this example the budget for capitation has been entered for next year (future) and the year-end is about to be
run. By choosing the above option – Copy future to Current this is the result.
The Future budget is successfully copied over to the new financial year as the current year’s budget.
94
4.2 Processing the Year End Section 4 Year End
Future budget is carried into the
new financial year as the current
years budget.
Option 2: Copy Revised to Current
Note: Option 2 applies only if you have entered budget numbers under the Revised column on menu 111 and now
want to use those numbers for the following year.
95
Section 4 Year End
Option 3: Retain existing figures
Option 3: You may choose to
retain existing budget numbers
and carry forward to following
year.
Note: If you do decide to choose option 3 then you will be able to keep all of your current year budget numbers.
They will be carried forward to the following year as an original budget again. These numbers can be used as a
starting point for your new budget since all budget numbers on TB2 can be edited.
NOTES/REMINDERS:
96
1. Once you are satisfied that you have chosen the budget option that is most suitable the next step is to close
the year.
Step 2: Type the word CONFIRM
in the box
2. Empty box: Type in CONFIRM.
3. Process: Click this button once.
4. Warning message appears stating the current year and asking if you wish to proceed with the year end
process.
5. Please double check that the proposed current year dates are correct.
If you click here now you will
close the year.
6. Only click Yes if you are satisfied that the dates for the new year are correct.
97
Section 4 Year End
7. The year-end close will now be processed and the screen below will appear. This process will take approximately
five minutes.
8. Once the process is complete you will be alerted by the message below.
9. Click OK.
Completing your Year End
Note: It is crucial to Run another 147 – follow the notes on page 30. This will reduce the risk of any problems with
your first bank reconcilation in the new year.
98
1. Run Program 134
2. Year: Choose Current.
3. Starting Period: Enter 0.
4. Ending Period: Enter 0.
7. Keep this report with your other year end reports.
8. Take another backup. See page 18 for details on taking a backup. Label the backup “Post year end” and
date it.
9. Take an addittional backup for your accountant.
10. Put your year-end backups in a secure location, preferably a safe. Ideallly store your backup off site.
11. Your new financial year-end is now complete and you may start processing transactions for the new year.
99
Section 4 Year End
4.3 Posting into Previous Years
4.3 Posting into Previous Years
PREVIOUS YEAR ADJUSTMENTS
TAS has what is known as a “soft” year end in comparison with other accountancy packages of a similar price.
When you enter any postings outside of the ledger date you will receive a message stating “This posting is not
in the current period”. Simply click ok to this message.
The bank account should not be adjusted for the previous year as this could cause a difference on the bank
reconcilliation. All adjustments to the bank account should be made in the current accounting period.
•
Previous year adjustments are usually posted in the form of a Nominal Ledger Journal e.g. depreciation,
accruals and prepayments.
•
When you have made all your adjustments for the previous year rerun the 147 – see notes on page 30 – this
will update the retained profit for the previous year.
•
These adjustments will not affect your current year transactions or reports.
Note: Year end adjustments should be dated the last day of the last financial year. E.g. adjustments for the year
ended 31st August 2008 should be dated 31/08/2008 and not 01/09/2008.
100
4.4 Schools checklist for monthly and annual reporting Section 4 Year End
4.4 Schools checklist for monthly and annual reporting
FREQUENCY
TAS MENU
REPORT
PAGE
MONTHLY
433
Bank Reconciliation & Cashbook Summary
53
442
Outstanding Cheques & Lodgements
57
441
Bank account payments listing
58
441
Bank account receipts listing
59
441
Petty Cash Payments Listing
60
441
Petty Cash Receipts Listing
61
134
Trial Balance
83
142
Income & Expenditure Actual V Budget
83
142
Balance Sheet
86
132
Nominal Ledger activity report
87
444
Cashflow Summary of Receipts and Payments
62
433
Bank Reconciliation & Cashbook Summary
53
142
Income & Expenditure Budget V Actual
85
142
Balance Sheet
86
134
Trial Balance Periods 1 to 12
83
142
Income & Expendiure Report Period 1 to 12
84
142
Balance Sheet
86
132
Nominal Activity Report Period 1 to 12
87
433
Year End Bank Reconcilation and Summary
53
442
Outstanding Cheques & Lodgements
57
BOM
Meeting
ANNUAL
P
101
For Private Circulation Only to Voluntary Secondary Schools
For further information contact:
Financial Support Services Unit
Emmet House, Milltown,
Dublin 14
Tel: 01 269 0677
Fax: 01 202 8219
Email: [email protected]
Website: www.jmb.ie

User Manual

Transcription

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