1. 6 th Annual Focus Users’ Conference 6 th Annual Focus Users’ Conference Accounts Receivable Presented by: Robert Myers Presented by: Robert Myers

2. Accounts Receivable Agenda Presenter Introduction and Session Overview Creating a Product List –Attaching to debit/credit accounts –Selecting products from the Receipt screen Creating Receipts –Filling in receipt information –Attaching files/comments & printing Posting receipts –Permissions –Viewing receipt history Deposits –Making a deposit –Bank selection –Viewing existing deposits Viewing a Receipt Report –Locating a receipt with sort and filter –Locating a receipt using the lookup –Printing receipts Viewing a Deposit Report –Setting report criteria –Saving reports Conclusion and Questions

3. Product List Focus ERP enables users to create a list of recurring transactions (ex., fingerprinting fees, or monthly mobile service fees), which can be conveniently attached to general ledger accounts and accounting strips. Use of the product list provides a way to record frequent transactions without having to enter an account code on the receipt. To access the Product List, select the Product List menu option under the Accounts Receivable menu tab.

4. Product List Enter a line for each product, Which includes the following information: An Item # The product Name Add a short Description The Fund The Revenue account The Facility The Project The applicable Debit account The Credit account The Price of the product. Leaving this field is left blank or entering “0” allows the user to enter an amount on receipts; this is useful for transactions with varying amounts. The Quantity Select the checkbox to indicate whether the product is Taxable. If selected, the tax rate set in the system will automatically calculate when creating a receipt for the product. Users can select products from the Product pull-down when creating receipts. The prices entered for these products will populate automatically when creating a receipt. Product List

5. Creating Receipts To create a receipt, select Receipts from the Accounts Receivable menu. The Create Receipts tab will display.

6. Creating Receipts Enter The Customer name in the text field. Enter the Date of the receipt. Add a short Description for the purchases (e.g., fingerprinting fee) Select a Product from the pull-down menu. The products in the pull-down list are determined by the products set on the Product List screen. Note that the product list may not always be used in K-12 districts, in which case it can be left blank. Enter the Amount of the receipt. If a product is selected from the Product List, the description will populate automatically. Amounts may be modified if the price was left blank or set to “0” on the Product List. Creating Receipts

7. Choose a payment Type. This can be Cash, Check, Credit/Debit, or Other (EFT payments, for example). Enter a Reference Number if applicable: for example, the check number for a check payment. EFT Bank. This option is used for recording of funds electronically submitted to a bank. Select the bank name from the EFT Bank pull-down. The receipt will be added to the Deposited Payments tab, and revenue will be immediately available. Creating Receipts

8. Once a receipt line has been added, a Files and Comments button appears, allowing the user to upload any files and comments applicable to the receipt (comments are dated and time-stamped). Files can be added by clicking and dragging a document directly into the Files field, by clicking the Select button to choose the file for upload, or by clicking the Scanner icon to scan the document. Creating Receipts

9. Type comments in the field at the bottom of the comments box, then click the Post button to add the comment. Creating Receipts

10. The comment will display the name of the user who posted the comment, along with the date and time. The user name will highlight in blue; click the name to e-mail the user directly from Focus. Focus will forward a BCC of the e-mail to the sender. Creating Receipts

11. Users can also print the receipt by clicking the Print button. The receipt will generate in pdf. format. Creating Receipts

12. Posting Receipts Depending on system permissions, certain users (e.g., a CFO) will have access to the Post Receipts feature. Created receipts are listed in the Pending Receipts tab. The View button opens a detailed receipt record on the Current Receipt tab. Here, users can allocate funds for receipts into expense or revenue budgets. Once the receipt is posted, general ledger funds will be adjusted accordingly. Posting Receipts

13. If a receipt was created by utilizing the product list, the information needed for posting is already populated. The CFO would then only need to make changes to that line to reallocate funds, for example. The journal date for the receipt is automatically populated to the date the receipt was created. This date can be modified by manually entering a new date in the field. The Receipt Total and Allocations Total are displayed under the Journal Date. Before the receipt can be posted, both the Receipt Total and Allocations Total must be equal. This is especially important if allocations are being split into multiple lines. Once the totals are equal, click the Post button. Posting Receipts

14. Posting Receipts – Viewing Receipt History The Receipt History tab will display a record of all posted receipts. There are a number of tools available which allow users to locate specific receipt information: looking up a receipt #, filtering on fields, and sorting on specific columns. The Lookup Receipt # field, located in the top right corner of the Receipts screen, allows users to search for a specific receipt simply by typing in the receipt number and selecting the Enter key. Posting Receipts

15. Posting Receipts – Viewing Receipt History Looking up a receipt number will navigate to the Current Receipt tab, displaying the information specific to that receipt. Posting Receipts

16. Posting Receipts – Viewing Receipt History Filters can be used to locate receipt information. Select the Filters button to turn filtering on. Fields will display over each column that can be filtered. Selecting the pull down will display filtering options, such as “Contains”, “Begins With”, “Ends With”, etc. Simply enter the text for the information to be filtered out; for example, enter a date in the field above the Date column to filter out receipts by a specific date. Or, type in the last or first name of a user in the field above the Created By column. This will filter the receipt history to display receipts created by a specific user. Posting Receipts

17. Posting Receipts – Viewing Receipt History Users can also use the sorting feature to organize information on the receipt history. Click the bold header on any column with sort arrows to sort the information there. For example, clicking on the Customer column header will sort the receipt history in ascending order by customer name. Note that the user can only sort on columns containing sort arrows. Posting Receipts

18. Posting Receipts – Viewing Receipt History Toggle through the pages of the receipt history by entering a page number in the Page field, or by selecting the Next or Previous buttons. Once information has been filtered and/or sorted, the receipt history can be exported to an Excel spreadsheet by selecting the Export icon. Print the receipt history by selecting the Print icon. Posting Receipts

19. Posting Receipts – Viewing Receipt History Another feature available on the Receipt History is the ability to view the receipt information or print a copy of the receipt. Selecting the Print button will generate a printable pdf. of the receipt. Selecting the View button will open the Current Receipt tab, displaying information specific to that receipt. Posting Receipts

20. Deposits Focus ERP provides a Deposits feature, in which a user can quickly and conveniently enter deposits for multiple receipts. To enter deposits, select Deposits from the Accounts Receivable menu tab.

21. Deposits Non-EFT receipts will display on the Undeposited Payments tab. Select each individual line to be deposited. The Deposit Total will calculate for each receipt selected. Select the Bank account to which the receipts will be deposited. The Deposit Date field will automatically populate to the current date, but can be modified to reflect the actual date when the deposit is credited to the bank. Clicking the Submit button will record selected receipts as deposited. Deposits

22. The Deposited Payments tab displays all submitted deposit information by Deposit Date, Bank, Amount, and User. NOTE: Once a receipt has been included in a deposit, it cannot be voided. The View button pulls up a detailed record, which includes lines for all receipts included in the deposit, along with any related files or comments. Deposits

23. Receipt Report The Receipt Report feature generates a history of all deposited receipts. This report can be accessed by selecting Receipt Report from the Accounts Receivable menu tab. Receipt Report

24. Users can set the criteria for the report by Date Range, by Debit and Credit accounts, or by accounting strip elements, such as Fund, Revenue, and Facility. The receipt report is generated by clicking Run Report. Receipt Report

25. The report displays detailed information for the receipt, including the Fiscal Year, Receipt Date, Transaction #, Receipt #, Created By, Deposit and Void Dates, Payment Type, and Payment Amount. The Current Page Totals and Grand Total are listed at the bottom of the report. If there are multiple pages in the report, the Current Page Total will reflect only what is on the page displayed; the Grand Total will display the total for all pages in the report. Receipt Report

26. Clicking on the Receipt # will open directly to the receipt record. Receipt Report

27. Deposit Report The Deposit Report will show an historical record of the deposits submitted in the system. Access the report by selecting Deposit Report from the Accounts Receivable menu tab. Deposit Report

28. The criteria for the deposit report can be set to search by a Deposit Date range, Receipt #, or Bank. Click Run Report to generate the deposit report. The report displays detailed information for the deposit, including the Fiscal Year, Deposit Date, Bank, Deposited By, Receipt #, Reconciled date, Voided date, associated Receipts, and Amount. Deposit Report

29. Selecting the Save icon at the top of the report will allow the user to save the report criteria, which will allow the report to be run again in real time. Select the saved report from the pull-down menu in order to run it again. Deposit Report

30. 6 th Annual Focus Users’ Conference 6 th Annual Focus Users’ Conference Questions?

31. Thank You Please be sure to complete the comment card for this session and enjoy the rest of the Users’ Conference!