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Using the District Accounting System Part 1: System Navigation and Reporting.

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Presentation on theme: "Using the District Accounting System Part 1: System Navigation and Reporting."— Presentation transcript:

1 Using the District Accounting System Part 1: System Navigation and Reporting

2 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 reports

3 Accessing Intacct Three data elements required: Company ID User ID Password Eight characters minimum Combination of alphabetic, numeric, and special characters

4 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

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

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

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

8 System Demonstration  Log into Intacct  Edit time zone and date / time formats  Create a bookmark

9 Editing User Preferences  Navigation  Company Application My Preferences

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

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

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

13 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

14 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 Contest  Examples of Event Periods  November 2011  December 2011  January 2012

15 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

16 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)

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

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

19 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

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

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

22 Run a Report  Navigation  Reports Application Financial Reports

23 Resources District Finance Corner website: http://www.toastmasters.org/financecornerhttp://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.orgdistrictfinancialreports@toastmasters.org | 949-858-8255, ext. 410


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