View - Omaha Public Schools

Omaha Public Schools
Student Activity Funds
Financial Information System
Accounting and Finance Division
Department of General Administration
Fall 2014
TABLE OF CONTENTS
Page
ENTERING A MANUAL JOURNAL
1.1 Entering a Manual Journal ........................................................ 3
1.2 Editing a Journal ....................................................................... 6
1.3 Correcting Edit Errors ............................................................... 7
1.4 Correcting Budget Errors .......................................................... 8
1.5 Reviewing a Journal ................................................................. 9
1.6 Printing a Journal...................................................................... 11
RECORDING INVESTMENTS
2.1 Types of Investments................................................................ 14
2.2 Creating the Journal Entry ........................................................ 14
2.3 Withdrawals .............................................................................. 15
2.4 Interest Income (Types of Interest) ........................................... 16
2.5 Creating the Journal Entry ........................................................ 16
ENTERING A MANUAL VOUCHER
3.1 The Header Information Page................................................... 17
3.2 The Invoice Information Panel....................................................18
3.3 Entering the Payment ............................................................... 23
3.4 The Summary Panel ................................................................. 25
3.5 Finding an Existing Voucher/Invoice ......................................... 26
ACCOUNTS RECEIVABLE ENTRY
4.1 Entering a Deposit .................................................................... 27
4.2 Applying a Deposit to a Direct Journal ...................................... 30
NSF CHECKS ENTRY
5.1 Insufficient Funds Check Overview ........................................... 34
5.2 Reversing an NSF Check Originally Deposited ......................... 34
5.3 Applying a Deposit to a Direct Journal ...................................... 38
5.4 Entering an Online Item (NSF Checks Only) ............................. 41
5.5 Applying NSF Checks to a Deposit (NSF Check is Paid) .......... 48
5.6 Creating a Worksheet for a Customer Deposit .......................... 51
RECONCILING CHECKS AND BANK SERVICE CHARGES
6.1 Reconciling Checks………………………………………………...55
6.2 Bank Service Charges…………………………………………..…57
2
Entering a Manual Journal
1.1 Entering a Manual Journal
You will use the Manual Journal process to record bank fees, bank interest earned, NLAF
interest earned, and fund transfers/adjustments.
To enter a manual journal, take these steps:
The navigation path to the journal entry screen: General Ledger>Journals>Journal Entry>Create Journal
Entries
The journal entry screen will appear:
The Business Unit field should default for your school and the Journal Date field should be
the date of the transaction being recorded. Click the Add button.
3
The following screen will appear: Fill in the Long Description field with the description of the
transaction from your paper journal form. Key in your initials in the Source: field (or click on
magnifying glass and select your name/initials). Leave the other fields blank.
The Long Description field on the Header tab
Click on the Lines tab and the screen below appears:
Enter your data into the Account, Fund, Dept, Program, Class and Debit/Credit Amount
fields. Note that the debit and credit fields are separated – input your Debit Amount or your
Credit Amount (enter both entries as a positive number).
To input your offsetting entry (and to input any additional lines), click on the plus (+) icon in
the Lines to add: field. To delete an existing record line, click on the minus (-) icon. To add
more than 1 line at a time, change the Lines to add: field value to a number greater than 1.
REMEMBER: If you have already completed Line 1 with data and you want to add more
than one additional line, the System with duplicate all field values except the Account
number and Amount, so be careful of your inputs.
REMEMBER: The Total Debits must be equal to the Total Credits.
4
To save a Journal, click on the Save button in the lower left hand corner of the screen. If you
cannot finish entering all your Record Lines, the Journal may be saved and the Record
Line(s) entry can be finished later.
Record
Lines
Two record lines have been entered in the figure above. The user may also save this journal and
continue entering more record lines later. After you Save your Journal, the System will tell you your
Journal ID Number.
Be sure to record the Journal ID created after you save the Journal on your paper journal form to
allow you to find it easier should you need to reference it later.
5
1.2 Editing a Journal
When entry of all journal lines is complete and balanced, click on the Process: drop down list
and select the Edit Journal option. Then click the Process command button and then the
Save button.
Process
command
button
Process
drop
down list
The edit process will also budget check the journal. Both the Journal Status indicator and
Budget Status indicator will change to either a “V” for valid, or an “E” for error. If the journal
returns with both a valid journal status and budget status, then the journal can be posted. If
either status indicator has an “E,” errors will need to be corrected.
The journal and
budget status
indicators
In the figure above, a journal has returned with a “V” or valid status for both the journal and
budget check processes.
A journal can have two different kinds of errors: an edit error and/or a budget check error.
6
1.3 Correcting Edit Errors
If there is an edit error, the Journal Status indicator will show an “E.”
The journal status indicator shows that an edit error has been found with this journal.
Click on the Errors tab to find out what specific kind of error exists. The following screen
appears:
This error says the chartfield combination of program, fund, and deptid is invalid. One or
more of those fields will need to be corrected. Then you can re-edit the journal. The journal
status indicator will change to “V” once the journal has been successfully edited.
7
1.4 Correcting Budget Errors
In the previous scenario, the journal reflected a budget error, where the Budget Status
indicator read “E.” Click on the blue “E” under Budget Status to find out what specific
budget error exists. Another window opens that looks like the screen below:
Most of the time, the Budget Office will need to be contacted to resolve these errors. Once
the error is corrected, the Journal must be budget checked again by selecting the Budget
Check option from the drop down list and clicking the Process button. Then, the Budget
Status indicator will change to “V,” as shown below.
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1.5 Reviewing a Journal
Perform the following steps to retrieve a previously created journal. The journal may or may
not have been posted.
Navigation: General Ledger>Journals>Journal Entry>Create Journal Entries
Click on the “Find an Existing Value” tab and the following screen appears:
From this screen, use fields with magnifying glass to search for and find an existing journal
A search for an existing journal can be performed on any number of fields:
Journal ID, Journal Date, Source, and Business Unit. Note that fields not being searched
should be blank, or they may restrict the search results. (Note: It is best to click on the
Journal Header Status down-arrow and change the option to a BLANK at top of options).
Then click the Search button. You will either be taken directly to the journal for which you
are looking, or a listing of journals matching your search criteria, from which you may then
select the journal:
9
Above is an example of a listing of existing journals matching the search criteria entered;
click on the Journal ID you want to review.
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1.7 Printing a Journal
To print a Journal, follow the same navigation from the Reviewing a Journal section to
retrieve the journal you wish to print, then select the “Lines” tab; then, continue below:
Select the “Print Journal” option from the Process: drop down menu, and then click the
Process button.
The screen refreshes itself and other options appear. Click on the “Process Monitor”
hyperlink:
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A new window opens and the screen below appears showing the Process List. The
Process List shows the processes you are currently running.
Process
List
The journal you are reviewing will show as one of the processes currently running. Above,
the Process List is showing only one process line, named “GLC7502.” This process line
represents the journal you are currently reviewing. Click the
button until the Run
Status indicator shows “Success” and the Distribution Status indicator shows “Posted.”
Then click on the Details hyperlink. This will show the details of the GLC7502 process:
Click on the View Log/Trace hyperlink and the following screen appears:
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Click on the PDF hyperlink (GLC7502), and a report representing the journal will open in
Adobe Acrobat Reader.
Once the report has been reviewed, click on the printer ( ) icon at the top of your screen
and the report will print to your local printer. To close Adobe Reader, click on the “X” in the
upper right hand corner of the Adobe application window. The window shown above
reappears.
To exit the print a journal process, click the
the screen.
Then, click on the
button in the lower left hand corner of
button, also in the lower left hand corner, to return to your menu.
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Recording Investments
2.1 Types of Investments
To earn interest on your income, you can select from a variety of investment instruments.
Types of investments could include:
1. Savings accounts - usually from your own bank.
2. Certificate of Deposit (CDs) at your bank or at other banks.
3. Other types of investments.
(NSDLAF+ / Smith Hayes / F. Grobee / Other Banks)
2.2 Creating the Journal Entry
To record the investment in your financial records, create a Journal Entry for the investment
by debiting the account which reflects the type of investment you are purchasing.
A. Debit: All Certificates of Deposit (CDs), regardless of your main bank, should be:
12100 Wells Fargo Bank CDs
12110 Security National Bank CDs
12120 Mid-City Bank CDs
12130 American National Bank CDs
12140 First Westroads Bank CDs
12150 Great Western Bank CDs
12160 First Tier CDs
12170 Omaha State Bank CDs
12180 Nebraska State Bank CDs
1XXXX Possible other asset accounts
Example: to record an investment for King Science in the amount of $250.00
B. For any Nebraska School District Liquid Asset Fund activity
Use the following account as your Debit:
12010 NSDLAF+ - Liquid
C. Occasionally, the Nebraska School District Liquid Asset Fund will purchase T-Bills
or CDs on your behalf at better rates of return.
Use the following account as your Debit:
12020 NSDLAF+ - Certificate of Deposit
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D. When using other outside entities for investments, use the following accounts as
your Debit:
13360 Salomon, Smith Barney
13361 Smith Hayes Investments
13362 F. Grobee Investments
Credit: Make to your appropriate bank account code.
2.3 Withdrawals
Occasionally, you may need to withdraw from investments for purposes of replenishing your
bank account for immediate use, or upon maturity, to record the final value of the investment
in your records. Make the physical request for the transfer by contacting the Investment
Agent, if money resides in NSDLAF. If you are requesting invested money from an outside
source (banks, mutual funds, etc.), contact a representative from that company.
The entry you would make is as follows:
A. Debit: Make to your appropriate bank account code.
Credit: All Certificates of Deposit (CDs) (regardless of your main bank) should be:
12100 Wells Fargo Bank CDs
12110 Security National Bank CDs
12120 Mid City Bank CDs
12130 American National Bank CDs
12140 First Westroads Bank CDs
12150 Great Western Bank CDs
12160 First Tier CDs
12170 Omaha State Bank CDs
12180 Nebraska State Bank CDs
1XXXX Possible other asset accounts
B. For any non-fixed-rate investment at Nebraska School District Liquid Asset Fund,
the Debit would be to your bank account.
Use the following account as your Credit:
12010 NSDLAF+ - Liquid
C. For any fixed-rate investment in Nebraska School District Liquid Asset Fund, such
as T-Bills or CDs,
The Debit would be to your bank account.
Use the following account as your Credit:
12020 NSDLAF+ - Certificate of Deposit
D. If you are using an outside entity for your investments,
The Debit would be to your bank account.
Use the following accounts as your Credit:
13360 Salomon, Smith Barney
13361 Smith Hayes Investments
13362 F. Grobee Investments
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2.4 Interest Income: Types of Interest
There are four main types of interest income that you may receive:
1. Checking account interest
2. Savings account interest
3. Investment interest (CDs / T-Bills)
4. NSDLAF+ interest
Occasionally, there will be a gain or loss on investments. The account to be used for the
offset is:
Gain = Debit investment account
Loss = Debit to 63999
Credit to 63999
Credit investment account (1XXXX)
Note: If you pool your investment, such as purchasing a CD from multiple funds, make
sure that the interest is entered into the correct funds, according to the amount
invested in each fund.
2.5 Creating the Journal Entry
Prepare a JE to record the interest received.
Note: This should be completed before you reconcile your bank statement. Date the Journal
the last day of the month in which the interest was received. Select the correct Credit
account for the source of the investment.
Debit:
Credit:
Make to your appropriate bank account code.
41411 Interest NSDLAF - Liquid
41412 Interest Checking Account
41413 Interest CD NSDLAF
41425 Investment Income
Example: King Science received interest on their checking account in the amount of $7.50
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Entering a Manual Voucher
3.1 The Header Information Page
Once checks have been issued, the bill payment must be entered into the
system.
Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry
After following the navigation path above, the “Add a New Value” tab on the
Voucher Header page will appear. The information entered here will eventually
populate the voucher fields. Note that clicking on the magnifying glass attached
at the end of a field will enable you to search for valid entries to use in that field.
Complete the inputs as shown.
Your Business
Unit should
default here; if
not, enter your
Business Unit
Use the magnifying glass
to search for valid entries
in these fields; begin with
Short Vendor Name:
Enter information
here from your
invoice
If needed,
additional
invoice lines
can be entered
The Voucher Header information page.
Click on “Add” button when all input selections are completed.
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Do not
change
these
fields
After clicking on the Add button, the screen below appears.
This information was
brought forward from the
Invoice Header
Information Page. This
information can be
changed.
3.2 The Invoice Information Panel
6.
3.
1.
2.
4.
5.
See next page for steps and information on entering data into the above fields.
18
To Complete a Manual Voucher (see previous page/screen):
1.
2.
3.
4.
5.
6.
In the Invoice Lines area, enter the appropriate Description
information, e.g., “supplies” (NOTE: The Item, Quantity, UOM/Unit of
Measure, and Unit Price fields are optional; you may enter information
into these fields, but it is not required; you may leave these fields
blank).
In the Distribution Lines area, enter the chartfield string (Account,
Fund, Department, Program, and Class).
If additional lines are needed (for another fund payment), click on the
plus icon (+) in the Invoice Lines area to add a row; the minus icon (–)
will delete a row. (Note: additional lines would be needed if you want to
enter a payment to more than one fund with the same voucher/check;
you would click on the (+) in the Invoice Lines area and enter the
amount paid to each fund in each Line area; in each Line area, the
Extended Amount and the Amount fields should reflect the same
dollar amount for each fund. The total amount for all funds must equal
the total amount of your check/payment. For example, if the total
check/payment is for $100.00 and payment was made to two funds,
you can enter the amount paid to each fund by clicking on the (+) in the
Invoice Lines area and by inputting the amount paid to each fund in
the Extended Amount and the Amount fields for each fund).
When entering is complete, click on the Save button. This will save
the voucher and also assign it a voucher number (scroll to top of
screen). Write this number on your invoice. If all information is
complete and Saved, you will see the following Invoice Information
screen again (also see next page for steps); click on the Action: dropdown arrow. Change the selection/option to Budget Checking (click
on Budget Checking), then click on the Run button.
If no payment information needs to be changed on the Payment Panel
(discussed on page 23), but additional manual vouchers need to be
entered, click on the Add button. This will return you to the Voucher
Header Page where you can continue entering additional vouchers.
Freight Amount (if any) is entered on this line. The System will
allocate the cost.
19
The Invoice Information screen appears again after you have Saved your data.
Click on the Action: drop-down arrow (see below). Change the selection/option to Budget
Checking (click on Budget Checking), then click on the Run button.
Note: You should never change the Accounting Date; System assigns the default date for you.
After you have clicked on the Run button, the next screen will appear:
20
Next screen appears; click on the Yes button.
You will be returned to your Invoice Information screen (next page).
21
Click on the Payments tab to enter your Payment Information (see next page to enter
your Payment Information).
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3.3 Entering the Payment
After you click on the Payments tab, the following screen will appear:
This information was
brought forward from the
Invoice Header Information
Page. Do not change this
information.
1.
2.
The required fields on this panel are the Payment Method field and the
Schedule Payment field:
1. Make sure that the Bank: and Account: fields show the correct codes for
your school; if not, change the fields to show the correct information
(clicking on the magnifying glass will enable you to search that field). The
payment Method: field should always have a value of “Manual” (MAN). If
it does not show “Manual”, click on the magnifying glass and select
“Manual”.
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2. The Action: field should always be set to the value “Record.” If it is not
set to “Record”, click on the Action: drop-down box and select “Record”.
The Payment Date: will default to the current date. To change the date to
the date you wrote the check, you can manually enter the date or use the
calendar icon ( ) to find the date needed. The Reference: field will equal
your check number (key in your check number). A check number of seven
digits is required (i.e., if your check number is 2157, enter 0002157).
3.
3. If no additional Manual Vouchers need to be entered, click on the Save
button to complete your Voucher entry. If additional Manual Vouchers
need to be entered after payment information has been changed on the
Payment Panel, click the Save button and then the Add button. This will
return you to the Voucher Header Page where more vouchers can be
entered. After completing and saving all entries, click on the Summary tab
to review your information (see next page).
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3.4 The Summary Panel
The following screen appears after you click on the Summary tab:
2.
1.
A summary panel is created once the voucher is Saved, summarizing the
information entered. Two important areas to note:
1. Budget Header Status – Shows if the budget check was successful or if
an error exists; if error exists, contact Accounts Payable or Accounts
Receivable Personnel.
2. Post Status – Shows if the voucher was successfully posted or if it
remains unposted. If there are no errors, voucher will be posted the next
day.
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3.5 Finding an Existing Voucher/Invoice
To find an existing voucher/invoice, click on the “Find an Existing Value” tab,
which allows the user to search for and retrieve previously saved vouchers,
including ones that were saved, but are yet unfinished. Again, this previously
entered voucher information will eventually be used to populate the invoice fields.
Navigation is the same as the original navigation. To find a voucher, key in your
Voucher ID: (eight-character number; remember lead zeroes) and click on
Search button.
Navigation: Accounts Payable>Vouchers>Add/Update>Regular Entry
The “Find an Existing Value” tab
Note that all information entered through the “Add a New Value” and “Find an
Existing Value” tabs can be edited or changed later on the Invoice Information
Page – with the exception the Business Unit field. That field must be entered in
order to proceed to the Invoice Information Page and cannot be changed there.
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Accounts Receivable Entry
4.1 Entering a Deposit
To enter a deposit, begin by using the following navigation:
Accounts Receivable>Payments>Online Payments>Regular Deposit
The following screen appears:
Click on the “Add a New Value” tab, and the following screen appears:
27
1. The Deposit Unit field is your school’s Business Unit code (which should
be the field’s default value).
2. The Deposit ID field should default to “NEXT.” Do not change this field.
3. Click the Add button.
The following screen will appear. We are viewing the “Totals” tab below:
Enter the following information:
Acctg Date =
current date should default in
Bank Code =
use the search function ((( ); choose your bank code
Bank Account =
use the search function () t); choose your bank
account
Deposit Type =
should default as “M”
Control Currency =
USD
Control Total Amount =
your total deposit amount (from your deposit slip)
Count =
the number of deposit items (each fund’s deposit)
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Next, click on the “Payments” tab. The following screen will appear:
Payment
Information
Section
Enter the following in the Payment Information section:
1. Payment ID: This field is limited to a 15-character length. The first four
characters are the fund number, followed by a dash, then the date of the
deposit. Please see below for example:

Fund 2716, deposit date 4/11/2006 = 2716-4/11/06
2. Acctg Date:
3. Amount:
4. Journal Directly:
Will default
The fund total
Always check this box
Note: Your deposit amount is one amount (your total deposit) – your payments can
be multiple amounts (one for each fund).
Click on the “+” to add another payment (for each fund) and follow the steps
above. Next click the refresh button and return to the totals tab to validate you
are in balance. Finally click on the “Save” button when completed. Your
Deposit ID will now appear at top of screen. Write the Deposit ID on your
deposit slip.
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4.2 Applying a Deposit to a Direct Journal
To enter a Direct Journal (Accounting Entries), begin with the following
navigation:
Navigation: Accounts Receivable>Payments>Direct Journal Payments>Create Accounting
Entries
The following screen will appear:
Enter the following information.
Note: These fields may default in if you go directly into the direct journals:
Deposit Unit:
Deposit ID:
Your school’s Business Unit code (should default)
Deposit ID number from the previous process
Click the Search button.
The following screen will appear for multiple payments:
30
Click on the first payment line hyperlink to access the Direct Journal entry
screen.
The following screen will appear for single payments or when clicking on the
hyperlink as shown above:
Enter the following information in Distribution Lines section:
1.
2.
3.
4.
GL Unit:
Account:
Fund Code:
Department:
5. Program Code:
6. Class:
Your school’s Business Unit code (should default)
Revenue accounts only (between 40000 & 49999)
A 2XXX Fund Code
XXX0005 (where XXX is your three-digit school
number)
2199
000
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7. Project:
8. Affiliate
9. Line Amount
Leave blank
Leave blank
Enter as a negative, the amount or amounts that
correspond to each fund payment you entered.
Click on the lightning bolt to create your offset accounting line(s):
(Click on the plus icon (+) to enter your next line, only if new line is necessary).
After you have created the accounting lines, review the bottom of the screen to
insure you are in balance. See below:
Next step is to checkmark the “Complete” check box. Then click Save to save
your work.
32
Final step is to budget check the accounting lines. Click on the budget checking
icon:
The budget checking icon
The Budget Status indicator will change to “Valid.” You have now completed
entering a deposit.
A deposit with a valid status. If “Error” Budget Status appears, contact the Accounting
and Finance Accounts Receivable Supervisor for assistance.
To move to the next deposit, click on the Next in List button on the bottom of the
page as shown below. This will move you to your next deposit amount.
From here, Accounting & Finance will post this entry for you at the end of the
day.
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NSF Checks Entry
5.1 Insufficient Funds Check Overview





Reversing an NSF check originally deposited (enter as a negative amount)
1. If you have an NSF check that was returned to the bank, you
must reverse the original PeopleSoft entry you made for the
deposited amount; you will receive a notice from your bank;
see step 5.2
NOTE: You will need to review the notice from your bank that the
check was returned as a nonsufficient fund item. You will also need
to enter the fee that the bank charges you as a Manual Journal
Entry (see step 1.1, Entering a Manual Journal).
Applying the reversed Deposit to a Direct Journal
1. After entering the amount of the reversal (above), you must
create the accounting entries for the reversal; see step 5.3
Entering an Online Item. This entry creates a Receivable for the original
check and the NSF fee/penalty; see step 5.4
The entry is two lines, made up of the following amounts:
1. The original check amount that was returned
2. The NSF fee ($25.00)
Applying NSF Checks to a Deposit
1. When the NSF check and fee are paid back, you must create a
deposit for these items; see step 5.5
Creating a Worksheet for Customer Deposit
1. When deposit for NSF check and fee is made, you must create
a worksheet to apply the deposit; see step 5.6
5.2 Reversing an NSF Check Originally Deposited
This step reverses the original check you deposited from the customer.
To reverse an NSF check originally deposited, begin with the following
navigation:
Navigation: Accounts Receivable>Payments>Online Payments>Regular Deposit
34
The following screen will appear:
Click on the "Add a New Value" tab, and the following screen appears:
Enter the following information:
Deposit Unit:
Deposit ID:
Your school's Business Unit code (should default).
Should default to “NEXT.” Do not change this information.
Click on the Add button.
35
The following screen appears:
Enter the following information:
1. Acctg Date:
2. Bank Code:
3. Bank Account:
4.
5.
6.
7.
Deposit Type:
Control Currency:
Format Currency:
Control Total Amount:
8. Count:
Has default value filled into this field
Click on the magnifying glass and choose your
Bank Code
Click on the magnifying glass and choose your
Bank Account
Will default as “M”
USD (or, click on magnifying glass)
USD (or, click on magnifying glass)
Enter as a negative; this is the amount of the
original NSF check you want to reverse; e.g.,
if the original check was written for $10.00, you
would enter -10.00 in the Control Total Amount
field; this is a negative deposit to reverse the
original deposit.
The number of deposit items (this is a positive
number; enter as "1").
36
Next: click on the "Payments" tab. The following screen appears:
Enter the following in the Payment Information section:
1. Payment ID:
This field is limited to a 15-character length. The first 8
characters begin as the customer’s last name and then a
dash. The last 7 characters are the check number or the
word cash. See examples below:
 John Vanderbilt check number 8876
 Betty Davis cash of $20.00
= Vanderbi-8876
= Davisbet-cash
2. Acctg Date:
Defaults for the date
3. Amount:
Enter as a negative amount; (negative amount of the
original NSF check; this is same amount as your previous screen's amount).
4. Journal Directly box: Always check this box by clicking inside the box.
Leave the Customer Information and Reference Information sections blank.
Click on the Save button
when completed. Your Deposit ID will now
appear at top of screen. Write down the Deposit ID on the NSF bank form for
the next step.
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5.3 Applying a Deposit to a Direct Journal
This step creates the Accounting Entries for your deposit reversal.
To enter a Direct Journal, begin with the following navigation:
Navigation: Accounts Receivable>Payments>Direct Journal Payments>Create Accounting
Entries
The following screen will appear (make sure you know your deposit ID):
Enter the following information (these fields may default if you go directly to the direct
journals):
Deposit Unit:
Your school's Business Unit code (should default)
Deposit ID:
Key in your Deposit ID number from the previous process;
Click on the Search button.
The following screen will appear for a single payment.
38
Enter the following information in the Distribution Lines section:
1.
2.
3.
4.
GL Unit:
Account:
Fund Code:
Dept:
Your school's Business Unit code (should default)
45615
Use the Fund Code/number from the original deposit
XXX0005 where XXX is your three-digit school
number
5. Program Code:
2199
6. Class:
000
7. Project:
Leave blank
8. Affiliate:
Leave blank
9. Line Amount:
Enter as a positive (this will reverse the original
revenue deposit; this is a debit to revenue account).
After completing these inputs,
click on the lightning bolt to create your other accounting line:
39
After you have created the accounting lines (below), click on the Refresh
button and review the bottom of that screen to ensure you are in balance.
Your Total Debits should equal your Total Credits.
Next step is to checkmark the “Complete” check box. Then click on Save
button.
The final step is to budget check the accounting lines. Click on the budget
checking icon:
The budget checking icon
The Budget Status indicator will change to “Valid,” as shown below. You have
now completed reversing the original deposit.
40
5.4 Entering an Online Item (NSF checks only)
This step will create a Receivable for the original check and the NSF
fee/penalty that you want to get back from the original customer.
To enter an online item (pending receivable), begin with the following navigation:
Navigation: Accounts Receivable>Pending Items>Online Items>Group Entry
The following screen will appear. Click on the "Add a New Value" tab:
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The following screen will appear:
Enter the following information:
Group Unit: Your school's Business Unit code (should default)
Group ID:
Default value is "NEXT." Do not change this field.
Click the Add button.
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The following screen appears:
Enter the following information (or click on magnifying glass):
1.
2.
3.
4.
5.
6.
Acctg Date:
Group Type:
Origin ID:
Control Currency:
Control:
Count:
TODAY'S DATE
B
OBILL
USD
Amount of NSF check + $25.00 NSF fee
2 (1st for the NSF check, 2nd for the NSF fee)
Next – click on the "Pending Item 1" tab.
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The following screen will appear:
Enter the following information in the Pending Item Entry section:
1. Item ID:
2. Customer:
3.
4.
5.
6.
Amount:
Entry Type:
Reason:
AR Dist:
First 8 characters of name, a dash, then the check number.
NOTE: The item ID identifies the pending item/receivable to
apply the payment to when you create your worksheet in the
final step.
Use the following examples:
 Click on the magnifying glass to browse the Short
Name or Name 1 field to select your customer; then,
key in "NSF" in Short Name or Name 1 field and click
on Look Up button to narrow your search and select
your school; (NOTE: your school is the customer).
 Burke:
NSF-BURHS
 Morton: NSF-MRTMS
 Benson: NSF-BENHS
 Monroe: NSF-MONMS
Amount of NSF check (not fee amount)
IN
NSF-C
A default value will appear here once the Reason field is
populated
Next step is to click on the plus (+) icon to create the 2nd line for the NSF fee.
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The following screen will appear:
Enter the following information in the Pending Item Entry section:
1. Item ID:
2.
3.
4.
5.
6.
The word "FEE", a space, then the first 8 characters begin
as the customer's last name, a dash, and then the check
number.
NOTE: The item ID here also identifies the pending item to
apply the payment to when you create your worksheet.
Customer: Same as Customer step 2 above.
Amount:
Amount of NSF Fee of $25.00
Entry Type: IN
Reason:
NSF-F
AR Dist:
Default value will appear when the Reason field is populated
Click on the “View All” word to display all of the lines you just created. This will
be useful in the next step.
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Next – click on the "Accounting Entries" tab:
The following screen appears:
Click on the 1st lightning bolt and then View All to create the accounting line
information. The following addition to the Accounting Entries appears at bottom
of screen (Distribution Lines):
Enter the following information:
Account = will default in; revenue Account 45615 is used for original amount of
check.
Fund = Use the Fund from the original deposit
Dept = XXX0005 (where XXX is your three-digit school number)
Program = 2199
Class = 000
Next, scroll to top of screen and the 2nd lightning bolt will reappear. Click on
this lightning bolt to display the next Distribution Lines screen and fill in the
chartfields as indicated above. Follow the same process as before; (Account
45630 is used for revenue account for $25 fee). Review your Accounting
information (View All) for accuracy; then, click Save button.
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Next – click on the Group Action tab:
The following screen appears:
Click on Balance button;
Change the Posting Action (Action:) drop-down list to Batch Standard; (click
on the drop-down arrow and change to "Batch Standard"). Then click OK,
and finally, the Save button.
This process is now completed. You will have to wait 1 day after this process to
apply the NSF check to a deposit - this is needed to post the above entry.
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5.5 Applying NSF Checks to a Deposit (NSF check is paid)
This step creates a deposit when the NSF check and fee are paid back.
To enter a deposit, begin by using the following navigation:
Accounts Receivable>Payments>Online Payments>Regular Deposit
The following screen appears:
Click on the “Add a New Value” tab, and the following screen appears:
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1. The Deposit Unit field is your school’s Business Unit code (which should
be the field’s default value).
2 The Deposit ID field should default to “NEXT.” Do not change this field.
3. Click the Add button.
The following screen will appear. We are viewing the “Totals” tab below:
Enter the following information:
Acctg Date =
Bank Code =
Bank Account =
Deposit Type =
Control Currency=
Format Currency =
Control Total Amount =
Count =
current date should default into this field
use the search function () t) choose your bank code
use the search function () t)) choose your bank
account
should default as “M”
USD
USD
your total deposit amount (NSF check + Fee)
1
Next, click on the “Payments” tab. The following screen will appear:
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Payment
Section
Enter the following in the Payment Information section:
1. Payment ID:
2.
3.
4.
5.
Acctg Date:
Amount:
Currency:
Customer ID:
This field is limited to a 15 character length. The first 8
characters begin as the customer’s last name and then a
dash. The last 7 characters are the check number or the
word cash. See examples below:
 John Vanderbilt check number 8876 = Vanderbi-8876
 Betty Davis cash of $20.00
= Davisbet-cash
Default
NSF check + Fee
USD
Use the following examples (same process as before):
 Click on the magnifying glass and browse the Short
Name or Name 1 fields to select your customer.
 Burke:
NSF-BURHS
 Morton: NSF-MRTMS
 Benson: NSF-BENHS
 Monroe: NSF-MONMS (etc.)
NOTE: HERE YOU WILL NOT CHECK THE JOURNAL DIRECTLY BOX;
Click the Refresh button and return to the “Totals” tab to ensure you are in
balance. Click on Save button to save your work.
NOTE: Be sure to write down/remember your Deposit ID number.
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5.6 Creating a Worksheet for a Customer Deposit
This step creates a worksheet to apply the previous deposit information.
Accounts Receivable>Payments>Apply Payments>Create Worksheet
The following screen will appear:
Enter the following information (if this does not default in):
Deposit Unit = Your school’s Business Unit code
Deposit ID = ID number from the previous step/deposit
Next click the “Search” button.
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The following screen will appear:
Click the “Build” button in the Worksheet Action field.
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The following screen will appear:
Select the Pay Amt by clicking/checking the Sel checkbox(es); (click in each box
under Sel for each item to be paid).
Click on the Refresh button.
Remaining: amount will now change to 0.00 (zero); before you refresh,
Remaining: amount will be same as total Amount: you are paying.
Next – click on the Save button.
NOTE: The Item ID is the reference Item ID you created for your Pending
Receivable in Step 5.4; for NSF entries, there will be two Item IDs to apply –
one for the original amount of the NSF check, and one for the NSF fee.
Next, click on/select the Worksheet Action hyperlink. (Be sure you Save first).
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The following screen will appear:
Change the Action drop-down menu to the “Batch Standard” option (you will
click on the down arrow and then click on “Batch Standard”).
Click the OK button.
Finally, click on the Save button at bottom of screen – applying payments is
complete.
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Reconciling Checks and Bank Service Charges
6.1 Reconciling Checks
To reconcile a check, begin with the following navigation:
Navigation: Banking>Manual Reconciliation
The following screen appears:
Key in the Bank ID and Account # fields with your school’s information. Input the
From Date and Thru Date of the month you are reconciling (or click on calendar
Icon to select). Leave the Status drop down menu on the “Unreconciled” option
and click the Search button.
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The following pop-up box appears. Click OK:
The following screen appears which lists all of your unreconciled deposits and
checks:
To reconcile a deposit or check:
1. Click on the Select check box, which is next to the PeopleSoft deposit
number or check number Reference listed on your bank statement.
2. Change the Reconciliation Date field to match the date the check cleared
the bank or when the deposit was recorded.
When you are finished with the above steps, click on the
button in
the lower left hand corner of the screen to complete the reconciliation.
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6.2 Bank Service Charges
Most banks will not charge you a fee for your checking account. However, if your
bank does charge you a fee, prepare a JE to record the fee assessed. The entry
would be as follows:
Debit:
53090 Bank Service Charge
Credit:
Make to your appropriate bank account code.
Omaha Public Schools does not discriminate on the basis of race, color,
national origin, religion, sex, marital status, sexual orientation, disability,
age, genetic information, citizenship status, or economic status in its
programs, activities and employment and provides equal access to the Boy
Scouts and other designated youth groups. The following individual has
been designated to address inquiries regarding the non-discrimination
policies: Superintendent of Schools, 3215 Cuming Street, Omaha, NE
68131 (402-557-2001).
Las Escuelas Públicas de Omaha no discriminan basados en la raza,
color, origen nacional, religión, sexo, estado civil, orientación sexual,
discapacidad , edad, información genética, estado de ciudadanía, o estado
económico, en sus programas, actividades y empleo, y provee acceso
equitativo a los “Boy Scouts” y a otros grupos juveniles designados. La
siguiente persona ha sido designada para atender estas inquietudes
referentes a las pólizas de no discriminación: El Superintendente de las
Escuelas, 3215 Cuming Street, Omaha, NE 68131 (402-557-2001).
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