Using the District Accounting System A District Governor’s 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 available dashboards, graphs, and reports  Be able to reports

System Access Three data elements required: Company ID User ID Password Eight characters minimum Combination of alphabetic, numeric, and special characters

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

Application Navigation  Two ways to navigate an application  Application Menu  Application Overview

Application Menu  A horizontal bar with dropdown menus  Comprehensive navigation  Open Setup expands and collapses setup tasks

Application Overview  A central panel with buttons for key tasks and records  An application overview; not comprehensive

Editing User Preferences  Navigation  Company Application My Preferences

System Demonstration  Log into the system  Edit time zone and date / time formats  Create a bookmark

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

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

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

Reporting Code  The reporting code groups GL accounts into Toastmasters reporting categories  Used for all transactions  Examples of reporting codes  Conferences  Marketing  Travel

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

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

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

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)

AP Dimensions  Account Label  Reporting Code  Cost Center  Event Period*  District Order Flag** *If related to an event **Unique to AP

AR Dimensions  Account Label  Reporting Code  Cost Center  Event Period*  Item** *If related to an event **Unique to AR

Run a Report  Navigation  Reports Application Financial Reports

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

Report Controls  Filters  As of date  Dimensions  Print  Converts report to PDF format   Opens dialog for report distribution

System Demonstration  report outputs  report controls  actual vs. budget reports  summary  sub-dimension detail  dashboard  general ledger report  trial balance report

Resources District Finance Corner website: On this site you will find the following: The district accounting system user guide The recordings of the district accounting software training webinars The Annual Budget Template Or / call your questions to: | , ext. 410