1. Auditor’s Intranet Site Training And Practice

2. What’s available on our site Accounts Payable information, such as vendor payments Finance system information, such as reports, chart of accounts, and ledgers  Limited to General Accounting/Accounts Payable division at this time

3. How to get to our site Enter http://auditor.co.contra- costa.ca.us in your browser’s address barhttp://auditor.co.contra- costa.ca.us You will see our Home Page…  Note: you must be connected to the County’s wide-area network (WAN)

4. Auditor’s Home Page

5. How to “navigate” our site Use blue navigation buttons on the left Use the menu bar across the top Click on picture or text in the body of the page Use the “– select a page –” drop-down box to the lower-left Use the Site MapSite Map

6. Finance Select Finance to look up financial accounting information from the County's Finance system. Look up account codes, ledger account balances and details, view Finance schedules, get a journal number, etc.

7. Accounts Payable Select Accounts Payable to look up vendor payments and other information from the Accounts Payable system. Look up vendor payments, vendor name, vendor #, and more..

8. Accounts Payable > Vendors by Name lookup permanent County vendors by Name Enter all or part of the name Click on the vendor number to see payment history for the vendor

9. Accounts Payable > Lookup Vendor by # lookup permanent County vendors by vendor number Click on view payments to see payment history for the vendor

10. Accounts Payable > Vendor History lookup payments to both permanent and temporary vendors  Look up warrants by any combination of fields, as long as one is a “key” field, designated by an asterisk (*)  Vendor name field is automatically “wild carded”; the system will look for any vendor name beginning with the value you enter  Click on the document icon ( ) to view warrant and invoice in our WebLink Imaging system

11. Reports > Reports by Dept downloads Finance reports for a department grouping ("sort code") and period Enter “0001” for Dept. # (Optional: enter email address) Click “Find Sort Code” Scroll down & click on “Download 07/12/07 Finance reports for sort code 201” link

12. Finance > Chart of Accounts View Code Book view the current Finance code book (PDF) View Code Book Lookup Organization lookup Organization units or Funds online Lookup Organization Lookup Expense Acct lookup expenditure accounts online Lookup Expense Acct Lookup Revenue Acct lookup revenue accounts online Lookup Revenue Acct

13. Revenue Acct 9964 vs. 9965 9964  Unrestricted donation  Money can be used for any purpose within the county (NON- MAC/Org. 005) 9965  Restricted donation  Money can only be used for the specific purpose of MAC

14. Finance > Finance Ledgers Lookup Expenditures lookup expenditure ledger account balances Lookup Expenditures Lookup Revenues lookup revenue ledger account balances Lookup Revenues Click on the magnifying lens ( ) to see the detail transactions for an account

15. Try it: Enter your Org # (1101-5) Check “Show Description” Select “By Organization”, “By Sub- Object” Select “Prior Year” Click “Search” button Click on for 2103 POSTAGE in Year- to-Date Expenditures column

16. Finance > Finance Details Expenditure Details lookup expenditure ledger detail transactions Expenditure Details Revenue Details lookup revenue ledger detail transactions Revenue Details Click view in EXCEL 97 to download expenditures to Microsoft Excel

17. Finance > Finance Schedule lists Finance run dates for the current month Finance Calendar and next cut-off & run dates are also listed on the right- hand side of the Home page

18. Thanks for attending! Please contact Dave Campbell at dcamp@ac.cccounty.us if you have any questions or problems dcamp@ac.cccounty.us MAC workshop materials are available at http://iis-aud/MAChttp://iis-aud/MAC