Using the District Accounting System A District Governors View Objectives At the end of this training you will: Understand the system terminology Select your general user preferences Identify the different reporting dimensions Recognize
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Presentation Transcript
01
Using the District Accounting System A District Governor’s View<br>
02
Objectives At the end of this training you will:
Understand the system terminology
Select your general user preferences
Identify the different reporting dimensions
Recognize available dashboards, graphs, and reports
Be able to email reports<br>
03
System Access Three data elements required:
Company ID
User ID
Password
Eight characters minimum
Combination of alphabetic, numeric, and special characters<br>
04
Terminology: Applications An Intacct application or module is a collection of features grouped as a unit
Examples of applications/modules:
Accounts Receivable
Accounts Payable
Cash Management
General Ledger
Company
Reports<br>
05
Application Navigation Two ways to navigate an application
Application Menu
Application Overview<br>
06
Application Menu A horizontal bar with dropdown menus
Comprehensive navigation
Open Setup expands and collapses setup tasks<br>
07
Application Overview A central panel with buttons for key tasks and records
An application overview; not comprehensive<br>
08
Editing User Preferences Navigation
Company Application
My Preferences<br>
09
System Demonstration Log into the system
Edit time zone and date / time formats
Create a bookmark<br>
10
Terminology: Dimensions A dimension is a tag that is used to organize and categorize data in Intacct
Available Dimensions
Account labels
Reporting codes
Cost centers
Event periods
Items
District order flag<br>
11
Account Labels The account label (GL Account) is the primary category used for revenue and expenses
Different lists for AP (expenses) and AR (revenue)
Examples of AP Account Labels:
advertising expense
educational materials
Examples of AR Account Labels:
donation revenue
registration and ticket revenue<br>
12
Account Labels The account label (GL Account) is the primary category used for revenue and expenses
Different lists for AP (expenses) and AR (revenue)
Examples of AP Account Labels:
advertising expense
educational materials
Examples of AR Account Labels:
donation revenue
registration and ticket revenue<br>
13
Reporting Code The reporting code groups GL accounts into Toastmasters reporting categories
Used for all transactions
Examples of reporting codes
Conferences
Marketing
Travel<br>
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Cost Center The cost center associates data to a specific Toastmasters district
Used for all transactions
Can be overridden to other organization levels within a district
Examples of cost centers
District (default)
Area
Division
International Convention<br>
15
Event Period For revenue and expenses associated to events, event period is used to capture the month of the event
Used only in conjunction with the following reporting codes:
Conferences
Fundraising
TLI
Speech Contests
Examples of Event Periods
November 2011
December 2011
January 2012<br>
16
Items The item dimension can be used to provide more detail regarding the kind of revenue coming in
It is an optional dimension
Examples of items
registration–member
registration–spouse/guest
donation–individual
donation–corporate<br>
17
District Order Flag The district order flag indicates whether or not an expense is a district order
Used for all expenses
Only two options (Yes / No)<br>
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AP Dimensions Account Label
Reporting Code
Cost Center
Event Period*
District Order Flag**
*If related to an event
**Unique to AP<br>
19
AR Dimensions Account Label
Reporting Code
Cost Center
Event Period*
Item**
*If related to an event
**Unique to AR<br>
20
Run a Report Navigation
Reports Application
Financial Reports<br>
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Report Output Options Hover on a specific report to view output options
Suggested for browser viewing–HTML
Suggested for printing–PDF Tip: Use the star to mark favorites<br>
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Report Controls Filters
As of date
Dimensions
Print
Converts report to PDF format
Email
Opens dialog for report distribution<br>
23
System Demonstration report outputs
report controls
actual vs. budget reports
summary
sub-dimension detail
dashboard
general ledger report
trial balance report<br>
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Resources District Finance Corner website: http://www.toastmasters.org/financecorner
On this site you will find the following:
The district accounting system user guide
http://www.toastmasters.org/userguide
The recordings of the district accounting software training webinars
http://www.toastmasters.org/accountingsoftwarewebinars
The Annual Budget Template
http://www.toastmasters.org/AnnualBudgetTemplate
Or email / call your questions to:
districtfinancialreports@toastmasters.org | 949-858-8255, ext. 410<br>
