Post on 10-Mar-2020
School Accounting
Bookkeeper Workshop
Summer 2016
I. Registration I. Introductions II. Year End Process III. Log Review IV. BK Know it All V. Break VI. Annual Audit VII. Reminders
VIII. Mentors
IX. Networking X. Manual Updates
“Bookkeeper Know It All”
Game Rules
Each table must chose a spokesperson.
The first question will be chosen by the host.
After the question is read, all teams will have 30 seconds
to discuss the question and determine the answer.
A random table will then be selected to provide the
answer.
Only the spokesperson can provide the answer.
Any talking outside of the 30 second discussion will result in a two point penalty for the team. (If individuals have
questions they can raise their hand to be called upon).
If the team provides an incorrect answer then the other
teams will receive a chance to “steal” the points.
A new random table will be selected to provide the
answer.
The team that provides the correct answer will chose the
category and point value for the next randomly selected
question.
!!Good Luck & Have Fun!!
Un-posted Invoices
Page 1 of 2 Internal Accounts 06/01/15
Un-posted invoices may be deleted if no longer needed. However, NEVER delete an invoice
that has had a check generated, even if the check was voided. Refer to the CrossPointe User’s
Manual for Internal Accounts page 6-2.
How to locate and process un-posted invoices:
1. Utilize panel F201 in the AS400 system
2. Place a “U” under the “S” in the section labeled “TSLC”, hit Enter
3. Post all invoices that have generated a VOIDED check
1) Place cursor on the invoice, hit F11
2) On the F204 panel place a “P” in the action field to post, hit Enter
3) If the invoice is no longer needed and a new check will not be issued, cancel the
invoice by placing an “X” in the action field on the F204 panel
4. Review all un-posted invoices that have had a check generated but not voided
If the invoice was un-posted in error 1) Place cursor on the invoice, hit F11 2) On the F204 panel place a “P” in the action field to post, hit Enter
If the invoice is to be updated and a new check will be issued
1) Place cursor on the invoice, hit F11
2) On the F204 panel place a “P” in the action field to post, hit Enter
3) Void the original check (panel F216 & F217)
#1
#2
#2
#1
#3
#2
#1
Un-posted Invoices
Page 2 of 2 Internal Accounts 06/01/15
4) Un-post the invoice and make the needed changes (F203 & F204)
5) Post the invoice by placing a “P” in the action field on the F204 panel, hit
Enter
6) Issue the new check (Z607)
If the invoice is no longer needed and a new check will NOT be issued
1) Post the invoice by placing a “P” in the action field on the F204 panel, hit
Enter
2) Void the original check (panel F216 & F217)
3) Place cursor on the invoice (F201), hit F11
4) On the F204 panel place an “X” in the action field to CANCEL the invoice,
hit Enter
Example of a CANCELLED invoice:
Idle Accounts
Page 1 of 2 Internal Accounts 6/1/15
An idle account has had no activity for a minimum of six months. All idle accounts should be
reviewed and balances transferred accordingly (if applicable) prior to June 30, 20XX. Transfers
into and out of Trust accounts (6XXXXX) require approval from School Accounting.
Internal Accounts Procedures Manual:
(4) Class Account Transfers (Page 9-1)
Class or club accounts should be reviewed for inactive accounts, i.e. idle for at least six
(6) months. If a class or club account is determined to be idle or no longer needed or if
the class or club is disbanded, the remaining funds should be transferred to a General
account or to such account identified by the officers of the class or club prior to
dissolution.
Determining if an account is an Idle Account:
Review the Principal’s Report for accounts with a Beginning Balance and a zero “Revenue
Balance” and zero “Expenditure Balance”. The two accounts shown below are idle accounts.
Idle Accounts
Page 2 of 2 Internal Accounts 6/1/15
All projects (accounts) may be reviewed as follows:
1. On the F601 panel enter the center (school) number and project (account) to be
reviewed
2. Place the cursor on the accounting string line with the GL of 1119, hit F11
3. Review the F603 panel to ensure the account has been inactive for a minimum of
six months. Account #319040 would qualify as an idle account if no additional
entries are recorded prior to June 30, 20XX (period 12)
4. Utilizing the “Page Down” key when on the F603 panel will allow the user to scroll to the
next project (account). The “Page Up” key will allow the user to scroll to the previous
project (account)
#1
#2
#3
no activity for
10 months#1
School: Date:
1 Transfers and Adjustments
Filed in numerical order
Contains entry Number
Signed by Principal
Supporting Documentation attached
Properly done as either Transfer or Adjustment
2 Monies Collected Forms / Cash Receipts / Deposits
MCF signed by sponsor/teacher
Date money collected by sponsor/teacher
MCF signed by bookkeeper
Date money received by bookkeeper
AS400 Cash Receipt # listed
Cash selected or check number listed for each item
Source/purpose of collection listed
Total for deposit listed
Official cash receipt attached or official cash receipt # written on MCF
Dollar amt on bank deposit slip matches MCF(s)
Yellow copy of deposit slip and bank receipt attached
3 Disbursements / Purchase Orders
Check stubs are in numerical order
Purchase order:
attached to check stub
approved by principal when amount changed by 20% or more
Invoices and/or other supporting documentation attached
4 Interest (posted at least quarterly)
Savings interest has been recorded in AS400
Money market interest has been recorded in AS400
Certificate of Deposit interest has been recorded in AS400
AS400 balances on all investments match bank balances
5 Deficit Account Balances
Principal's Report shows no negative account balances as of 06/30/XX
6 Petty Cash / Change Fund
Petty Cash is in a locked box in the safe
Change Fund is in a locked box in the safe
7 Voided Checks
Signature block removed on all voided checks
Filed in numerical order
8 Returned Checks
Returned checks on hand equal balance on Principal's Report, Trial Balance, Balance
Sheet and NSF spreadsheet
An effort is being made to collect on all returned checks
All efforts to collect are being documented
At least three attempts are being made before checks are written off
NSF spreadsheet is completed monthly as needed and contains all activity for the current
fiscal year
9 Outstanding Checks
Copy of outstanding check letter on file for checks more than 6 months outstanding
A second copy on file for checks more than 1 year old
10 Capitalized Assets
Property purchase forms were filled out and sent to property
control for all Capital purchases from internal accounts of $1,000 or more
Audit Checklist
Page 1 of 2 Internal Accounts
School: Date:
Audit Checklist
11 General Ledger Review (quarterly)
1st Quarter
Has been printed by 10/31 and all pages have been signed by the sponsor and are
accounted for
2nd Quarter
Has been printed by 1/31 and all pages have been signed by the sponsor and are
accounted for
3rd Quarter
Has been printed by 4/30 and all pages have been signed by the sponsor and are
accounted for
4th Quarter
Has been printed by 7/31 and all pages have been signed by the princiapl / sponsor and
are accounted for
12 Fundraisers
Approval form:
on file for each fundraiser
accurately completed and signed by teacher/sponsor
approved and signed by principal prior to the start of fundraiser activity
Reconciliation form:
on file for each fundraiser
signed by principal
signed by teacher/sponsor
reviewed by bookkeeper for accuracy
general ledger attached
13 Ticket Sales
All tickets are accounted for on a Ticket Control Sheet
A separate Ticket Control Sheet is used for each roll of tickets on hand
Report of Tickets Sold forms:
on file for every time tickets are sold
signed by ticket seller
signed by bookkeeper
includes cash receipt number
includes date received
copies of corresponding monies collected forms are attached
Excess tickets are easily locatable
14 Yearbooks
Reconciliation form:
on file
signed by principal
signed by teacher/sponsor
signed and reviewed by bookkeeper for accuracy
general ledger attached
balance to zero
Yearbooks on hand are easily locatable
15 Logs
Safe Accountability Log completed and located near safe
Safe Combination Changes Log completed and located near safe
Mail Receipts Log is updated and kept by someone other than the bookkeeper
Official Cash Receipt Log is updated and all receipt books are listed
16 PTO/Booster
For each outside PTO/Booster the Principal has on file:
Cooperative Organization Annual Report
Bylaws
IRS Tax Exemption Status
Corporate Charter (if applicable)
Page 2 of 2 Internal Accounts
STANDARD FORM TO CONFIRM ACCOUNT BALANCE INFORMATION WITH FINANCIAL INSTITUTIONS
1 School Name
CUSTOMER NAME
Financial 2 Bank Name & Address Institution’s Name and Address 1. At the close of business on the date listed above, our records indicated the following deposit balance(s):
ACCOUNT NAME ACCOUNT NO. INTEREST RATE BALANCE*
4 5 Bank Account Name(s) Bank Account #(s) LEAVE BLANK LEAVE BLANK
Examples: Gov’t Adv. Interest Checking Money Market 2. We are directly liable to the financial institution for loans at the close of business on the date listed above as follows:
ACCOUNT NO./ DESCRIPTION
BALANCE* DATE DUE INTEREST RATE DATE THROUGH WHICH INTEREST IS PAID
DESCRIPTION OF COLLATERAL
6 Bookkeeper Signature Date (Customer’s Authorized Signature) (Date)
Bookkeeper printed name
The information presented above by the customer is in agreement with our records. Although we have not conducted a comprehensive, detailed search of our records, no other deposit or loan accounts have come to our attention except as noted below.
LEAVE BLANK (Financial Institution Authorized Signature) (Date) (Title)
EXCEPTIONS AND/OR COMMENTS 7 Bookkeeper e-mail address Please send copy of signature card as of 6/30 and 7/15
****DO NOT BRING THIS FORM TO YOUR BANK****
Complete and send to School Accounting no later than June 15th
We have provided to our accountants the following information as of
the close of business on 3 June 30, 2016 regarding our deposit and loan balances. Please confirm the accuracy of the information, noting any exceptions to the information provided. If the balances have been left blank, please complete this form by furnishing the balance in the appropriate space below.* Although we do not request or expect you to conduct a comprehensive, detailed search of your records, if during the process of completing this confirmation additional information about other deposit and loan accounts we may have with you comes to your attention, please include such information below. Please use the enclosed envelope to return the form directly to our accountants.
FNS Adult Holiday Meal Procedures
The Office of Food and Nutrition Services (FNS) encourages parents to eat lunch with their child in the
cafeteria. Several times a year, FNS offers a holiday lunch and parent participation can be high enough to
warrant special handing to accommodate the increased volume. Below outlines the Adult Holiday Meal
Procedures:
Option 1: Cash Sale at Point of Service (Preferred Method):
Parents are served and meals are accounted for through the serving line. Meals are entered as
follows:
o NO ID Adult
o Holiday Meal
o Collect Cash or Check
o End Sale
Please note: Option 2 pertains to Ticket Sales and required prior written approval from the FNS District
Office and the Principal
Option 2: Ticket Sales – Prior to Event – to be scheduled in advance
The cafeteria may use Pre‐Numbered Tickets OR they may produce their own tickets provided they
are numbered. The beginning and ending ticket number should be recorded on the Holiday Meal
Ticket Control Form prior to tickets being sold.
Parent(s) purchase a ticket using cash or check from Principal appointed staff member (excluding
bookkeeper) prior to the event. Parent name with corresponding child’s name are to be recorded on
the FNS Adult Holiday Meal Ticket Control Form. A separate FNS Adult Holiday Meal Ticket Control
Form is completed for each day that advance sales are performed.
School is to follow normal internal accounting procedures for collection of funds. School bookkeeper
is to deposit all funds daily into a designated GSF account.
o Use the front office change fund if needed.
Parents are to go through the designated serving line(s), and cashier will collect ticket at POS:
Student accounts are not to be used.
At the end of meal service, tickets are counted and reconciled against the FNS Adult Holiday Meal
Ticket Control Forms:
o A check mark should be placed in the designated column next to every ticket redeemed.
o The remaining portion of the FNS Adult Holiday Meal Ticket Control Form should be
completed.
o Obtain funds collected in exchange for redeemed tickets from school bookkeeper in the
form of a school check.
o School should cut check to the cafeteria at the end of the day or the day after the sale. All
tickets forms should be verified and agree to check amount as backup documentation.
o After reconciliation and receipt of school check, manager should enter as a Special Function.
o Cash from unredeemed tickets will be entered as a pre‐payment on the child’s account.
Lost Tickets: If adult misplaces a ticket, reissue and document on Ticket Control Form.
A la Carte Sales: Should a parent choose to purchase a la carte items in addition to their holiday meal, the a
la carte items should be entered as a separate transaction.
6/30/2016
1)
2)
3)
4)
Name DatePrincipalAssistant Principal(s)Assistant Principal(s)Assistant Principal(s)Bookkeeper
5)
Name DatePrincipalAssistant Principal(s)Assistant Principal(s)Assistant Principal(s)Bookkeeper
Date:
Comments: Reference - Safe Procedures (Internal Accounts Procedures Manual Chapter 4)
TITLE
Signature of Principal:
List the individuals who were previously in the following positions and the date the position was vacated only if turnover occurred during FY16:
SCHOOL BOARD OF BREVARD COUNTYBANK SIGNATURE AND SAFE COMBINATION AUTHORITY
TITLE NAME
Describe the procedures you would take to change the safe combination / key:
List the individuals who currently have authority to sign internal accounts checks:
List the individuals who have the combination / key to the safe and / or vault:
List the individuals who are currently in the following positions along with the date they started
Fiscal Year Audit:
School:
in this position:
NAME
STANDARD FORM TO CONFIRM ACCOUNT BALANCE INFORMATION WITH FINANCIAL INSTITUTIONS
CUSTOMER NAME
Financial Institution’s Name and Address 1. At the close of business on the date listed above, our records indicated the following deposit balance(s):
ACCOUNT NAME ACCOUNT NO. INTEREST RATE BALANCE*
2. We are directly liable to the financial institution for loans at the close of business on the date listed above as follows:
ACCOUNT NO./ DESCRIPTION
BALANCE* DATE DUE INTEREST RATE DATE THROUGH WHICH INTEREST IS PAID
DESCRIPTION OF COLLATERAL
(Customer’s Authorized Signature) (Date)
The information presented above by the customer is in agreement with our records. Although we have not conducted a comprehensive, detailed search of our records, no other deposit or loan accounts have come to our attention except as noted below.
(Financial Institution Authorized Signature) (Date) (Title)
EXCEPTIONS AND/OR COMMENTS Please send copy of signature card as of 6/30 and 7/15
Please return this form directly to our accountants: *Ordinarily balances are intentionally left blank if they are not available at the time the form is prepared. Approved 1990 by American Bankers Association, American Institute of Certified Public Accountants, and Bank Administration Institute.
We have provided to our accountants the following information as of
the close of business on June 30, 2016 regarding our deposit and loan balances. Please confirm the accuracy of the information, noting any exceptions to the information provided. If the balances have been left blank, please complete this form by furnishing the balance in the appropriate space below.* Although we do not request or expect you to conduct a comprehensive, detailed search of your records, if during the process of completing this confirmation additional information about other deposit and loan accounts we may have with you comes to your attention, please include such information below. Please use the enclosed envelope to return the form directly to our accountants.
RSM US LLP 7350 Office Park Place, Suite A Melbourne, FL 32940