Accounts by alicejenny

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									SunPlus Quick Reference Guide

                                                                              Table of Contents


Accounts {Setup and Maintenance} ...............................................................................................................................3
   Account Setup General Information ......................................................................................................................... 3
   Address Setup ............................................................................................................................................................. 4
   Chart of Accounts Setup ............................................................................................................................................ 5
   Client, Customer, Employee, Student, or Vendor Setup ......................................................................................... 6
   Contacts Setup ............................................................................................................................................................ 7
   Donor Setup ................................................................................................................................................................ 8
Cash Receipts {Cashier (CSH) Tasks} ..........................................................................................................................9
   Enter Receipt .............................................................................................................................................................. 9
   Print Receipt ............................................................................................................................................................. 10
   Deposit ....................................................................................................................................................................... 11
   Deposit Summary ..................................................................................................................................................... 12
Accounts Receivable {Receivables (A/R) Tasks} ....................................................................................................... 13
   Enter Invoice ............................................................................................................................................................. 13
   Print Invoice .............................................................................................................................................................. 14
   Enter Accounts Receivable Payment on Account .................................................................................................. 15
   Print Accounts Receivable Receipt ......................................................................................................................... 16
   Print Accounts Receivable Statement of Accounts ................................................................................................ 17
   Print Aging Accounts Receivable Statement .......................................................................................................... 18
Accounts Payable {Accounts Payable (A/P) Tasks} ..................................................................................................... 19


Index                                                                                                                                                                           1
SunPlus Quick Reference Guide


   Post Accounts Payable Invoice ................................................................................................................................ 20
   Manual Checks ......................................................................................................................................................... 21
   Void and Replace Payment (Open Period) ............................................................................................................. 22
   Void Payment (Open Period) ................................................................................................................................... 23
   Void and Replace Payment (Closed Period) ........................................................................................................... 24
   Void Payment (Closed Period) ................................................................................................................................ 25
Miscellaneous Information ............................................................................................................................................. 26
   Adventist Coding ...................................................................................................................................................... 26
   Change Account Status ............................................................................................................................................ 27
   Change Business Units ............................................................................................................................................. 28
   Change Password...................................................................................................................................................... 29
   Login Process ............................................................................................................................................................ 30
   Log Out Process ........................................................................................................................................................ 31
   Open Periods – Change ............................................................................................................................................ 32




Index                                                                                                                                                                      2
SunPlus Quick Reference Guide

Accounts {Setup and Maintenance}
Account Setup General Information

To identify a Contact or Contacts associated with either a Customer or Supplier account:
      1)    Addresses Setup (AS) – set up record for the contact
      2)    Set up the Contact information record using Contact Setup (COS)
      3)    Link to relevant account using Contact field on Supplier Setup (SUS)

To set up a numeric Chart of Accounts account:
      1)    Chart of Account Setup (CA)




Account Setup                                                                              3
SunPlus Quick Reference Guide



Address Setup
Use to record any addresses you will use within SunPlus.


        1)      Address Setup (AS)
                   Mandatory Fields:
                                 Address Code (see Adventist Coding)
                                         Click OK

                                 Lookup Code
                                 Address Line 1

                      (All other fields are optional)




Address Setup                                                          4
SunPlus Quick Reference Guide
 Chart of Accounts Setup
Use function CA to create / amend a Balance Sheet, P&L, or Memo Account Record in the Chart of Accounts.
Numeric accounts only.


       1)      Chart of Accounts Setup (CA)
                               Account Code
                                       Click OK

                     Mandatory Fields:
                            Description
                            Lookup Code
                            Class of Account
                            Account Type
                            Analysis Codes (as needed)
                            Currency Code (Multi-Currency sites only)
                                       Click OK




                          Account types:
                                    P&L                  Income / Expenditure
                                    Balance Sheet        Asset / Liability
                                    Memo                 Non-financial or ratio allocation figures not part of trial balance




Chart of Accounts Setup                                                                                                        5
SunPlus Quick Reference Guide



Client, Customer, Employee, Student, or Vendor Setup

       1)      Address Setup (AS)
                    Refer to Address Setup for details


       2)      Supplier Setup (SUS)
                  The account code should match the code established for this account in Address Setup, and should
                  conform to the SDA Coding standards:

                    Client Accounts                select Client account type
                    Customer Accounts              code begins with D; select Client account type
                    Employee Accounts              code begins with E; select Client account type
                    Vendor Accounts                code begins with V; select Client account type

                    Enter Account Code, Short Heading, and Lookup Code.
                    Balance Type = Open Item.
                    On Account Tab, enter Pay to Address Code, then Account Code again. Tab.
                    On Communication Tab, enter Invoice Address Code.
                    On Payment Tab, enter Default Currency Code twice.


Client, Customer, Employee, Student, or Vendor Setup                                                            6
SunPlus Quick Reference Guide


Contacts Setup
Use to add new contact to database. Contacts can be connected to Customer and Supplier accounts. The information entered in the Contact Setup screen is
used in payment and other mailings made to the relevant account.


        1)       Contacts Setup (COS)
                      Mandatory fields:
                         Contact Code

                                 Warning Message will be displayed
                                 Click Yes

                           Lookup Code
                           Base Address (links to any existing address)
                           Name
                           Salutation
                                 (value entered in Salutation will follow ‘Dear’ in letters)
                      All other fields are optional




Contacts Setup                                                                                                                               7
SunPlus Quick Reference Guide



Donor Setup
Upon receipt of a donation from a new donor:


      1)      Address Setup (AS) -- set up Address Information
                  Address Code must comply with Adventist Coding standards
                  MABCDNN


      2)      Analysis Codes (NC) -- set up applicable codes for the new account
                  Analysis Dimension         EMPLOYEE/DONOR
                  Analysis Code              Must match Address Code defined in Address Setup


      3)      Ledger Entry (Select Form) -- Create Transaction
                 Journal Type             CR




Donor Setup                                                                                     8
SunPlus Quick Reference Guide

Cash Receipts {Cashier (CSH) Tasks}
    Enter Receipt
        1)  CSH – Receipt Entry -- Operating
               Transaction Reference               for checks, enter check number; for cash, enter ‘cash’
               Accounting Period                   current period
               Transaction Date
               Line 1:
                    Natural Account                101110 or 101120 (Cash on Hand – Donation; or Cash on Hand – Regular)
                    Fund                           defaults to Operating (10)
                    Description                    who/what
                    Amount
                    Debit/Credit                   Debit
                                  New Line
                    Natural Account                applicable income account
                    Function                       choose from list
                    Restriction                    choose from list
                    Description                    who/what
                    Amount
                    Debit/Credit                   Credit
                                  O.K. or Post
        *****Write Journal Number from the bottom left hand side of the screen on original documents for reference




Enter Receipt                                                                                                     9
SunPlus Quick Reference Guide



    Print Receipt

      1)    CSH Receipt Printing
               Journal Number enter the Journal Number from the bottom left hand corner of the Receipt Entry screen

                         or

                Journal Type        enter CR for Cash Receipts

                         or

                Journal Source      enter the three digit Operator ID of the person who entered the receipts

                Report Options Tab

                         select     View      to review receipts
                                    Print     to print receipts
                                    Store     to reserve receipts

                         Click OK



Print Receipt                                                                                                     10
SunPlus Quick Reference Guide

  Deposit
      1)     CSH Bank Deposit Entry – Any Fund
                Transaction Reference     enter deposit description; i.e., Jan 05 Deposit
                Accounting Period
                Transaction Date          date of deposit (should correspond with actual deposit slip date)
                Natural Account           101110 or 101120 (Cash on Hand – Donation or Cash on Hand – Regular)
                Fund                      10
                Description
                Amount
                Debit/Credit              Credit (total amount of deposit)

      2)     On-line Allocation (click the last icon on the right of the menu bar – a set of scales on a light blue background)
                 Go to the bottom half of the screen.
                 For each receipt to be deposited, change the Allocation Marker from Not Allocated to To be Allocated
                           Save
                           Save/Post Action Resolution form pops up; click OK

      3)    Enter Deposit Line 2
                Click New Line
                Natural Account                102120 (Bank account)
                Enter the rest of the information
                Debit/Credit                   Debit
                          Click Post
      ******Write down Journal Number for future reference.



Deposit                                                                                                                           11
SunPlus Quick Reference Guide



 Deposit Summary

     1)    Deposit Summary

               On Ungrouped Parameters Tab   enter the Deposit’s Journal Number

               On Report Options Tab         select View Report         to review deposit summary
                                             select Print Report        to print summary
                                             select Store Report        to reserve summary for future printing

                       Click OK




Deposit Summary                                                                                             12
SunPlus Quick Reference Guide

Accounts Receivable                        {Receivables (A/R) Tasks}
  Enter Invoice
      1)    Set up Account if the Customer is new (see Account Setup)

      2)    AR Invoice Entry – Operating Receivables
                Transaction Reference        internal invoice number or any descriptive message
                Line 1:
                         Natural Account                entity you are billing (who owes you); use OrgId for Adventist entities
                         Description                    Invoice for XXXX.
                         Amount                         total amount of invoice
                         Debit/Credit                   Debit
                                   Click New Line
                Line 2:
                         Natural Account                income account
                         Enter the appropriate:         Fund, Function, Restriction, Description, Amount
                         Debit/Credit                   Credit
                                   Click Post

                *****Write down Journal Number for future reference.




Enter Invoice                                                                                                              13
SunPlus Quick Reference Guide



  Print Invoice
      1)          AR Invoice Printing
                      Journal Number                 enter Journal Number from the bottom left hand side of Receipt Entry screen
                                                              to print 1 invoice: enter Journal Number in both Journal Number fields
                                                              to print more than 1: enter the range of Journal Numbers in the fields
                      Go to Report Options Tab
                               select View           to review invoices prior to printing
                               select Print          to print invoices
                               select Store          to reserve invoices for future printing




           Tip:

                      * It is helpful to verify the accuracy of the invoice before mailing it to the debtor:
                                  Select AR Open Item Transaction Matching
                                  Currency Identifier             Base Currency; Click OK
                                  Account Type                   Client, then A to VZZZ
                                  Fill in other pertinent information
                                             Click OK
                                             Print



Print Invoice                                                                                                               14
SunPlus Quick Reference Guide

 Enter Accounts Receivable Payment on Account
     1)    CSH Receipt Entry – Operating (all receipts will be processed through CSH Receipt Entry – Operating)
              Transaction Reference       check number or “cash”
              Accounting Period           applicable period
              Transaction Date            date of posting
                       Line 1:
                                 Natural Account               101110 (Cash on Hand – Regular)
                                 Fund                          defaults to 10
                                 Description                   enter appropriate description
                                 Amount
                                 Debit/Credit                  Debit
                                          Click New Line
                       Line 2:
                                 Natural Account               Vendor’s account
                                 Fund                          defaults to 10
                                 Description
                                 Amount
                                 Debit/Credit                  Credit
                                          Click OK
              On-line Allocation – Click On-line Allocation icon
                       From the bottom half of the screen, select the appropriate Outstanding Invoice
                       Change Allocation Marker to To be Allocated
                                 Save
                                 Post



Enter Accounts Receivable Payment on Account                                                                      15
SunPlus Quick Reference Guide



Print Accounts Receivable Receipt

      1)    AR Receipt Printing
               Journal Number                  enter Journal Number or range of Journal Numbers

                Go to Report Options Tab

                         select View           to review receipt (default)
                         select Print          to print receipt
                         select Store          to reserve the receipt for future printing

                                    Click OK




Print Accounts Receivable Receipt                                                                 16
SunPlus Quick Reference Guide

Print Accounts Receivable Statement of Accounts

        1)   AR Statement of Account + BalFwd

                 Select proper criteria

                 Print statements


             Tip: “Account Code” is case sensitive




Print Accounts Receivable Statement of Accounts      17
SunPlus Quick Reference Guide




Print Aging Accounts Receivable Statement

      1)   Aged Back Due Details or Aged back Due Summary (select appropriate screen for your needs)

                 Enter proper aging dates

                 Print Report




Print Aging Accounts Receivable Statement                                                              18
SunPlus Quick Reference Guide


Accounts Payable {Accounts Payable (A/P) Tasks}
To set up a new creditor / client account:


      1)     Addresses Setup (AS) -- set up Address Record (see Address Setup)
      2)     Supplier Setup (SUS) -- set up Supplier Record (see Supplier Setup)
                The Supplier Code should match the Address Code you established for this vendor
                Account Type should be Creditor
                Account Code should match the Supplier Code

                 Go to Tax ID Details Tab
                         Enter vendor’s Tax Identification Code (particularly important for year end 1099)

                 Go to Payment Tab
                         Verify that the pre-populated information is appropriate for this vendor




Accounts Payable {Accounts Payable (A/P) Tasks}                                                              19
SunPlus Quick Reference Guide




Post Accounts Payable Invoice
      1)    AP Invoice Entry – Operating

                Transaction Reference    invoice number
                Accounting Period        enter the period when the liability was created
                Transaction Date         enter invoice date (not necessarily today’s date)
                Natural Account          Vxxxx (Supplier Code)
                Description              You may modify the preset description, if you wish
                Amount
                Debit/Credit             Credit
                        Click New Line

                Natural Account          expense account
                Fund                     10 (operating fund)
                Amount
                Debit/Credit             Debit
                        Click Post

                *****Write down the journal number on the invoice for future reference



Post Accounts Payable Invoice                                                                 20
SunPlus Quick Reference Guide
Manual Checks
***Use to process manually-typed checks


      1)   AP Entry of Manually Typed Checks
                 Transaction Reference    Enter authorization, source, etc. Do NOT enter manual check number here
                 Accounting Period        Period in which transaction occurred
                 Transaction Date         Date used on manual check
                 Natural Account          Bank Account (102120)
                 Fund                     10
                 Filing Reference         Manual Check Number
                 Description
                 Amount
                 Debit/Credit             Credit
                           Click New Line
                 Natural Account          Enter proper expense account
                 Fund                     10 (Operating)
                 Function
                 Restriction
                 Filing Reference         Manual Check Number
                 Description
                 Amount
                 Debit/Credit             Debit
                           Click Post
           ***Write down Journal Number for future reference.




Manual Checks                                                                                                       21
SunPlus Quick Reference Guide



Void and Replace Payment (Open Period)
     1)   AP – Void Payment
                Supplier Code                 Vendor Account
                Payment Account Code          Bank Account
                Discount Account Code         If applicable, enter discount account; if not, leave blank
                Payment Reference             Check number (MUST match original number, including preceding 0’s or spaces)
                Post Transactions             Yes
                Withhold Voided Transactions No
                          Click OK
                          Click Print
                          Verify View is selected, Click OK
                Reverse the Transaction? Yes
                Print report for reference

     2)    AP – Full Account Allocation
                Account Code                    Vendor Account
                Verify Unallocated Only is selected in Allocation Marker field
                           Click Extract
                Select transactions to be paid.
                Change Allocation Marker from Not Allocated to 0 Marker
                           Click Post

     3)   AP Payment Run (Refer to Payment Run)

     4)   Run Print Payment Documents to print checks (Refer to Print Payment Documents)
Void and Replace Payment (Open Period)                                                                               22
SunPlus Quick Reference Guide
Void Payment (Open Period)
     1)   AP – Void Payment
                Supplier Account Code          Vendor Account
                Payment Account Code           Bank Account
                Discount Account Code          Enter Discount Account, if any
                Payment Reference              Check number (MUST match original number, including any preceding 0’s or spaces)
                Post Transactions              Yes
                Withhold Voided Transactions Yes
                         Click OK
                         Click Print
                         Verify View is selected; Click OK
                Reserve Transaction?           Yes
                         Print report for reference

     2)   Ledger Entry – USD (Operating Fund) (Ledger Entry & Import folder)
                Journal Type                   JV
                Duplicate the original transaction, except reverse the Debit/Credit field entries:
                         Line 1 Debit
                         Line 2 Credit
                         Click Post

     ***Write down the Journal Number for future reference




Void Payment (Open Period)                                                                                            23
SunPlus Quick Reference Guide



Void and Replace Payment (Closed Period)
      1)   AP – Void Payment
                 Supplier Account Code          Vendor Account
                 Payment Account Code           Bank Account
                 Discount Account Code          Enter Discount Account, if any
                 Payment Reference              Check number (MUST match original number, including any preceding 0’s or spaces)
                 Post Transactions              Yes
                 Withhold Voided Transactions No
                          Click OK
                          Click Print
                          Verify View is selected; Click OK
                 Reserve Transaction?           Yes
                          Print report for reference

      2)    AP – Full Account Allocation
                 Account Code                   Vendor Account
                 Select Include All Transactions in Allocation Marker field
                            Click Extract
                 Select transactions to be paid; Change Allocation Marker from Not Allocated to 0 Marker
                 Select transaction lines; Change Allocation Marker from Correction to To be Allocated
                            Click Post

      3)   AP Payment Run (Refer to Payment Run)

      4)   Run Print Payment Documents to print checks (Refer to Print Payment Documents)
Void and Replace Payment (Closed Period)                                                                               24
SunPlus Quick Reference Guide
  Void Payment (Closed Period)
      1)   AP – Void Payment
                 Supplier Account Code          Vendor Account
                 Payment Account Code           Bank Account
                 Discount Account Code          Enter Discount Account, if any
                 Payment Reference              Check number (MUST match original number, including any preceding 0’s or spaces)
                 Post Transactions              Yes
                 Withhold Voided Transactions Yes
                          Click OK
                          Click Print
                          Verify View is selected; Click OK
                 Reserve Transaction?           Yes
                          Print report for reference

      2)   AP – Full Account Allocation
                 Account Code                  Vendor Account
                 Select Include All Transactions in Allocation Marker field
                            Click Extract
                 Select transaction lines; Change Allocation Marker from Correction to To be Allocated
                            Click Post

      3)   Ledger Entry – USD (Operating Fund) (Ledger Entry & Import folder)
                 Journal Type                   JV
                 Duplicate the original transaction, except reverse the Debit/Credit field entries: Line 1 = Debit   Line 2 = Credit
                          Click Post



Void Payment (Closed Period)                                                                                                 25
SunPlus Quick Reference Guide



Miscellaneous Information
Adventist Coding
Creditors                                                      Employees Travel
  CABCDENNN    C = Creditor                                     ETABCDENN ET = Employee Travel Account
        ABCDE = First 5 significant letters of name                            First 3 begin of last
                                                                         ABC = (always letterswith A) name
          NNN = Numeric code to allow duplicates                          DE = First 2 letters of first name
                                                                          NN = Numeric code to allow duplicates
Employees (Domestic)
                                                               Employees (Inter-Division)
  ERABCDENN         ER   = Regular Employee                     E IABCDENN    EI = Employee
                   ABC   = First 3 letters of last name                      ABC = First 3 letters of last name
                    DE   = First letter of first name                         DE = First letter of first name
                    NN    = Numeric code to allow duplicates                  NN = Numeric code to allow duplicates


Employees Travel Advance Account                               Adventist Organizations
 EAABCDENN        EA = Employee Travel Advance Account
                 ABC = First 3 letters of last name            Begin with “A”
                  DE = First 2 letters of first name           Lookup: www.adventistdirectory.org
                  NN = Numeric code to allow duplicates


Adventist Coding                                                                                             26
SunPlus Quick Reference Guide
Change Account Status

     1)    Open Chart of Accounts Setup (CA)

               Account Code
               Action Menu
                       Close         Prohibits posting to account
                       Hide          Account restricted from view
                       Suspend       Warning message appears upon selection; can be overridden and posted to
                       Re-Open       Returns account to active status

                        Click OK




Change Account Status                                                                                          27
SunPlus Quick Reference Guide



 Change Business Units

     1)    Change Business Unit (CBU)

                          Business Unit Code - enter code for desired unit

                OR

                          Use Assist Button to select from list

                                    Click OK




           Note: If the CBU Shortcut is missing from your menu, you are Not Allowed to Change Business Units.




Change Business Units                                                                                           28
SunPlus Quick Reference Guide

 Change Password

     1)    Change Password (CPA)
               Mandatory Fields:
                      Current Password
                      New Password
                      Confirm New Password
                                 Click OK

                                A confirmation message will be displayed
                                Click OK




Change Password                                                            29
SunPlus Quick Reference Guide



    Login Process
        1)   Windows Start Menu 
            Programs 
                       SunSystems 
                              Navigation Manager

             OR

        1)   Click the Navigation Manager icon

                           Login form will be displayed

                  Enter Operator ID
                  Enter Operator Password

                  You may be asked to verify “Today’s Date”. If so:

                  Modify Date is necessary
                                     Click OK




Login Process                                                         30
SunPlus Quick Reference Guide

 Log Out Process

    1)      Close all active sessions
                  File Menu
                           Exit

                  (OR click X in upper right hand corner of the window)

                           A confirmation message will be displayed
                           Click Yes




Log Out Process                                                           31
Note: Journals
can be preset
(JP) to
automatically go
to the next lineSunPlus   Process Guide
upon clicking
OK or Enter.


               Open Periods – Change

                   1)       Ledger Setup (LSN)
                                Business Unit    Enter the appropriate business unit
                                Click            Amend

                                Current Period
                                Open Periods     Controls year-end and opening of a new year

                                Open Dates

                                Click O




            Open Periods - Change                                                              32

								
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