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Bookkeeping Functions
Select a New Option
This option allows you to balance the books for your Voucher Site using data that you will enter into IBUSS. Your agency may already use a commercial bookkeeping program however you will find that IBUSS can be used as a stand alone program for managing a Voucher Site. Many agencies prefer to use their existing bookkeeping software (e.g. Peachtree or Quicken) and have asked if IBUSS could be made compatible with those programs. The reason most often given for this request is to avoid double entry within IBUSS and the other programs. To meet that request would require computer programming that is beyond the scope of the current grant used to develop and support IBUSS. It may be possible to share IBUSS files with your existing program depending on the extent to which the software has import capabilities. If after you become familiar with the Bookkeeping functions in IBUSS, you are still interested in this option contact the Project Manager at 1-800-233-1737 to inquire about file sharing. When you login to IBUSS you will see the Main Menu shown in Figure 1.
Figure 1 Main Menu for Site Managers
The sixth item on the menu is Bookkeeping Functions. Select that option and a screen like the one shown in Figure 2 will appear.
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Figure 2 Manage Billing Menu
Manage Billing allows you to complete all of the needed billing functions for managing vouchers without switching to other accounting programs. Each of these options has a specific purpose that you can learn to keep track of expenditures and debits. The Bookkeeping Menu outlines five functions you may SELECT.
Select a New Option
1. Current Balances and Account History
Read This First
IBUSS is designed to maintain a “checking account” ledger. The Current Balance and Account History allows you to see all deposits and withdrawals made on your site’s checking account. When you select this option, a screen will appear (Figure 3) that allows you to make choices about viewing ALL records or those issued within a certain time period (e.g. during the most recent month).
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Figure 3
If you select ALL records and then click on ENTER, IBUSS will display a chart of all the records by date during the time period selected. A sample of this chart can be viewed in Figure 4. If you select VIEW RECORDS ISSUED BETWEEN and ENTER, a sample of records initiated within the date parameters will be provided. A sample of a limited record list can be viewed in Figure 5. After a few years of operation your site is likely to have many items in its check book ledger. Limiting the number of records you examine will be increasingly helpful.
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Figure 4 Current Balance & Account History
Figure 5 Account History - Sample
The links in these screens are live. Click on any link in any category and you will get more detailed information about that particular record in the form of a pop-up screen. The tables in Figure 6-8 show examples of the detailed records. To close the pop-up screen, simply click on the x in the corner of the pop-up window. Go back to the main menu to view the next option.
Figure 6
Figure 7
Figure 8
Initial Credit Deposit
New Printer/Paper Charge Reimbursement for Invoice
Select a New Option
2. View Active Voucher Debt When properly documented vouchers are submitted, one of your GRIT site’s jobs is to pay drivers. Therefore, outstanding vouchers can be viewed as debts you haven’t been billed for. SELECT View Active Voucher Debt to review any/all the vouchers your site has printed and distributed but not paid. When you do a screen will appear that shows
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Figure 9 Limit View of Active Voucher Debt
Figure 10 View Active Voucher Debt
You may sort these records by moving your cursor to the small triangles to the right or each of the labels at the top of the screen. IBUSS is programmed show a void copy of any of the vouchers on the list. A sample is shown in figure 11. This void voucher can be printed and copied for record keeping purposes.
Figure 11 Void Voucher
Select a New Option
3. Record Other Debits IBUSS is designed to maintain a “checking account” ledger. RECORD OTHER DEBITS allows you to record non-voucher related check book debits. For example, you could use this option to record a check to an office supply store for printer paper and envelopes. This allows a small service organization to manage a voucher site and other functions at the same time. Select RECORD OTHER DEBITS and a screen like the one in Figure 12 will appear.
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Figure 12 Record Other Debts
This screen has several text boxes that must be completed by the Voucher Site Manager. Check #. Enter the check number associated with this debit. Check recipient. Enter the check recipient’s name with your keyboard. Check date. Use the pop-up date menus to set or adjust the check’s date. “Slide” the cursor down that menu stopping at the appropriate date descriptor. Check writer. Enter the check recipient’s name with your keyboard. Check amount. Enter the amount of the check. Check memo. Enter a check “memo”. (i.e. Purchased office paper Enter. Return to the Main Menu
Select a New Option
4. View Unpaid Invoice Income When properly documented invoices are submitted, you can expect funding sources to pay your Voucher site. Therefore, outstanding invoices can be viewed as future income. This option allows you to review all the unpaid invoices your site has printed and mailed to funding sources. Select View Unpaid Invoice Options from the Main Menu and the screen in Figure 13 will appear.
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Figure 13 View Un-paid Invoice Income
IBUSS is programmed show a copy of any of the invoices on the list. Click on the voucher # and you will get a copy of the invoice that corresponds to that number. The invoice comes up in Adobe Acrobat. This invoice can be printed using your browser. When you have finished viewing the invoice simply click out of the viewer window and go back to the main menu.
Select a New Option
5. Record Other Income
IBUSS’ check book ledger is able to record non-invoice income including driver donations and contributions from other sources. SELECT Record Other Income to view this option and a screen like the one in Figure 14 will appear.
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Figure 14 Record Other Income
Income amount. Enter the income amount by typing the number with your keyboard. Income date. Use the pop-up date menus to set the income date. Slide the cursor down that menu stopping at the appropriate date descriptor. Income source: Non-driver donation. The pop-up menu pre-selects Not a driver donation, because that function is used most often. If this IS NOT a driver donation, don’t change the default value. Instead, move to the text box that appears under If this was not a driver’s donation, describe the income and type the income source. Income source: Driver donation. Drivers can avoid tax consequences and in certain cases realize tax benefits by donating to your organization. As result, many volunteer drivers choose to donate money to Voucher sites. If this IS a driver donation Use the pop-up date menu under If this was a driver’s donation, select the driver’s name to select the driver-donor’s name a menu that lists all your site’s registered drivers. Enter. Return to the Main Menu.
Practice What You Learned
Most bookkeeping functions involve simple data entry and record viewing and/or printing. If you would like, open IBUSS and try entering a few records. Once you begin to work with a real ride program you will be entering multiple records so if you decide to practice we advise entering one or two now.
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Getting Feedback
Why not take a few minutes and email the instructor, informing her of the progress you have made and commending on the bookkeeping functions. We are interested in hearing your thoughts on how much work you think this will be and how easy it is to use. Email the instructor at ibuss@minotstateu.edu Use the Subject Heading Bookkeeping Functions. You may move to the next session while waiting for a response from your instructor. Go on to the Last Option: Manage Driver/Rider Forms