Workshop Summer 2016 I. Registration I. Introductions II ...finance.brevardschools.org/accounting/Shared Documents/Bookkeeper... · Bookkeeper Workshop Summer 2016 I. Registration

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