JCPS Computerized Personal Accountant Training Manual and ...

Table of Contents 

Exporting DOS Data......................................................................................1 

Installing CPA for Windows .........................................................................2 

Starting CPA for Windows............................................................................6 

Creating a New Set of Books.........................................................................7 

Selecting a Set of Books ................................................................................9 

Importing DOS Data....................................................................................10 

Using the CPA Menus .................................................................................12 

Setting Configurations .................................................................................13 

Setting up Accounts .....................................................................................16 

Assigning Account Names and Numbers ....................................................17 

Entering New Activity Accounts.................................................................18 

Editing an Account Name............................................................................20 

Printing the Chart of Accounts ....................................................................21 

Adding a Vendor..........................................................................................23 

Editing a Vendor..........................................................................................25 

Printing a Vendor List..................................................................................26 

Setting Up Sort Codes (Optional)................................................................28 

Printing a List of Sort Codes .......................................................................29 

Daily Transactions .......................................................................................31 

Recording a Receipt.....................................................................................32 

Voiding a Receipt ........................................................................................34 

Entering Invoices in Accounts Payable .......................................................36 

Selecting and Paying Invoices .....................................................................39 

Printing a Casual Vendor Check..................................................................41 

Voiding a Check in Accounts Payable ........................................................43 

Voiding a Check in the Journal (Casual Vendor Checks)..........................45 

Writing off a NSF Check.............................................................................47 

Recording Transfers.....................................................................................49 

Editing a Transaction in the Journal ............................................................51 

Moving a Transaction to a Different Date...................................................52 

Searching for a Transaction .........................................................................54 

End of Day Procedures ................................................................................56 

Printing a Daily List of Receipts .................................................................57 

Printing a Daily List of Checks ...................................................................58 

Printing a Daily List of Transfers ................................................................59 

Printing a Schedule of Balances Report (without Recap) ...........................60 

Backing up the Files ....................................................................................61 

End of Month Procedures ............................................................................63

Printing an Accounts Payable Report..........................................................64 

Posting Interest ............................................................................................65 

Posting Bank Debits.....................................................................................66 

Printing a Transfer Report ...........................................................................68 

Printing a Vendor 1099 Summary Report ...................................................69 

Clearing Transactions ..................................................................................70 

Printing an Outstanding Check Report........................................................71 

Reconciling the Bank Statement..................................................................72 

End of Year Procedures ...............................................................................74 

Closing the Current Fiscal Year...................................................................75 

Printing with Sort Codes..............................................................................76 

Printing a Fund Account Report ..................................................................77 

Printing a Vendor Purchase Analysis ..........................................................79 

Out of Balance?............................................................................................80 

Need Help?...................................................................................................82

Section I 

Getting Started

Computerized Personal Accountant 

Exporting DOS Data 

Before exporting your data, you must install the DOS update included in 

your CPA for Windows packet. This disk will upgrade your current CPA 

program to version 12. After the upgrade, an additional menu item, Export 

CPA Data for Windows, will be added to the File Management menu. 

1. Launch the DOS version of CPA. This is the version you are currently 

using. 

2. Insert the Version 12 Update disk in the floppy drive. 

3. At the Main menu, choose 42 File Management—41 Update. When 

prompted, press C to Continue. When the update is complete, you 

will be returned to the Windows desktop. 

4. Open the DOS version of CPA again. At the opening screen, verify 

that the version number is 12.0; then press any key to continue. 

5. From the Main menu, choose 42 File Management Menu—20 

Export CPA Data for Windows. When prompted, “Are you Sure?” 

Type Y for Yes. As soon as you press the ENTER key, the computer 

will begin the export process. This will create a file on the hard drive 

in your CPA directory. 

6. Exit the CPA program. 

7. Remove the Version 12 Update disk from the floppy drive. 

You are now ready to install the CPA for Windows program. Close all 

running programs before continuing. 

Computer Education Support Unit page 1


Installing CPA for Windows 

1. Insert the CPA for Windows CD-ROM into your CD drive. Wait for 

a few seconds for the installation process to begin. 

If the installation does not start automatically, double-click on My 

Computer; then double-click on the CD-ROM drive. If the 

installation still does not start, double-click on the icon titled Setup 

or Setup.exe. The icon should look like the one pictured here. 

2. Wait while the CPA Setup program prepares the InstallShield Wizard. 

This may take a few minutes. When it is finished, the Welcome screen 

will be displayed. 

3. Click Next to continue. 



4. Read through the license agreement before proceeding. Click Yes if 

you agree to the terms of the agreement. If you click No, the 

installation will terminate. 

5. Type your name in the User Name box and your school name in the 

Company Name box. 

6. Click Next to continue. 



7. Click Next to accept the default path c:\WINCPA. 

8. Click Next to accept the Program Folder name—Computerized 

Personal Accountant. 



9. The program begins installing files. A progress bar indicates how long 

the installation process will take. Do not interrupt this process. 

10. When the process is complete, click Finish to accept the default, Yes, 

I want to restart my computer now. 

If the computer does not restart automatically, shut down the computer by clicking 

the Start button on the Windows Taskbar; then choose Shut Down. When the 

dialog box appears, choose Restart; then click OK. 

You have 60 days from the time the program is installed to license the program. 

This license entitles you to technical support and upgrades only available to 

licensed CPA users. Users pay an annual support fee in order to re-license the 

program each year. CPA automatically tracks the number of days left until your 

license expires and displays that information at the top of your screen. 



Starting CPA for Windows 

1. Double-click the desktop icon for the Computerized 

Personal Accountant program. 

Make a note on your calendar today to contact S&S well before the expiration date 

to get your site key. This will ensure uninterrupted use of your CPA software. 

If your license is nearing expiration, please contact S&S Programming at 

(877) 688-1592 or by fax at (765) 429-5790. You can also e-mail: 

mcampbell@sspro.com 

2. The first time you open CPA for Windows, you will be prompted to 

create a set of books. Click OK to continue. 

After setting up your books, initially, you will no longer be prompted with the 

configuration dialog box when you start CPA for Windows; instead, the General 

Ledger menu will appear (see, page 12). If you need to access the license 

configuration, press the ENTER key when you see the small pop-up box as you start 

CPA. 



Creating a New Set of Books 

If this is the first time you are using this program, you will need to create a 

new set of books for your school. 

1. After clicking OK at the prompt, the program automatically displays 

the CPA-Set of Books screen shown below. 

2. Type your school name in the Client Name field. Press TAB or ENTER 

to move to the Address 1 field. 

3. Type your school's street address; then press TAB or ENTER. 

4. Type the city, state, zip code, and phone number in the appropriate 

fields. You can press TAB or ENTER after each or just click in the 

appropriate field and type. 

5. Enter the JCPS in the Client Code field; press TAB or ENTER. 

6. Press TAB or ENTER to skip Book Type. It should remain School. 

7. Type the beginning date of the fiscal year in the Start of Fiscal 

Period. Use 8 digits in the format mmddyyyy. It is not necessary to 

type the slash. Press TAB or ENTER. 



8. Type the beginning date of the fiscal year in the Current Fiscal 

Period fields. Use 8 digits in the format mmddyyyy. It is not 

necessary to type the slash. Press TAB or ENTER. 

9. Do not change the Acct Code Max Length. It should be set at 4. 

10. When you have finished completing the screen, click the Add button 

to save the changes. 

Even though the CPA program allows you to create multiple sets of books, Internal 

Audit’s policy is to allow only one set of books for your school’s accounting. 



Selecting a Set of Books 

After creating a set of books for your school, you must select that set of 

books. Once you select a set of books, the school name will be displayed at 

the top of the screen. 

1. If necessary, click on the Set of Books tab. If you are selecting a set of 

books for the first time, this screen is already displayed. 

2. Select your school’s set of books from the drop-down list. 

Once you select a set of books, the Add button is replaced with a Save button and 

a Select button. 

3. Click the Select button. 

4. Wait while the books are loaded. When the CPA – General Ledger 

menu is displayed with your school name, you are ready to continue. 

If your school information changes, return to the Set of Books tab; select your set 

of books from the drop-down list. Make changes as necessary; then click the Save 

button. 



Importing DOS Data 

This next procedure will import the DOS data from the old CPA program 

into the selected set of books. 

1. Click on the Manage Data tab. The CPA —Manage Data screen is 

displayed. 

2. Click on Import CPA Data. The following screen is displayed. 

3. Double-click on the top folder labeled C:\ 

4. Double-click on the cpa folder. 



5. Verify that the screen looks like the example below; then click 

Import. 

6. A message will be displayed warning that this process will overwrite 

existing data. Since this is the first time using this program, click Yes 

to continue. 

7. Wait while the DOS files are converted to CPA for Windows. 

8. When you see the message at the bottom of the screen, Import 

Completed Successfully, click Close to return to the menu. 



Using the CPA Menus 

Now that you have created a set of books and imported your data, you will 

learn to navigate through the program. The CPA — General Ledger menu 

is the menu you will see when you launch the CPA program. You may 

move to any of the other menus by clicking on the tab with the name of the 

module you wish to use. If you choose one of the tabs in the back row, that 

row will move forward and the front row will move to the back. Not all of 

the tabs are functional. JCPS has purchased modules for the General Ledger, 

Receipts, and Accounts Payable. 

Minimize 

button 

Data Entry 

Click once on 

an item in this 

menu to open 

the data entry 

screen. 

Exit 

Click here to 

exit the 

program 

Reports 

Click once 

on an item 

in menu to 

run a report. 

Most CPA menus are divided into two sections—Data Entry and Reports. 

To select an item from a menu, just click once on the name of the item. 

When you are finished using the program, click the EXIT button located in 

the top right-hand corner of any menu. On data entry screens, the EXIT 

button backs you out to a menu. 

If you need to use another program temporarily, you do not need to exit 

CPA, click the Minimize button. When you are ready to return to CPA click 

the CPA button on the Windows Taskbar. 

CPA Taskbar button 



Setting Configurations 

Before you begin posting transactions, verify that the system configurations 

are set correctly. If you imported data from DOS, this information should be 

entered for you automatically. However, it is a good idea to verify the 

configurations before using the program. 

1. Click on the Configure tab to open the CPA – Configuration screen. 

2. Select System Configuration. The following screen is displayed. 

Another set of tabs appear in gray with the System tab active. 

System tab 



3. If you want to use a password, click in the CPA Windows Password 

field and type your password (limit of 15 characters). 

4. The default Windows printer will be used to print checks, receipts, 

and reports. If you wish to use a different printer, choose the printer 

from the Printer for Checks, POs, & Receipts drop-down list. 

5. Verify that the Font for Checks, POs, & Receipts is set to Courier 

or Courier New. 

6. If you made changes to the System configurations, click the Save 

button to save the new System settings. 

7. Click on the gray tab labeled AP. The following screen is displayed. 

Accounts 

Payable (AP) 

configurations 

8. Verify that the Next Check Numbers for Checkbook #1 agrees with 

the next check you will be printing. If necessary, enter the correct 

check number. 

9. Verify that the Check Form Type is set to 2-Kentucky laser check. 

10. If you made changes to the AP tab; click the Save button to save the 

new AP settings. 

If your checks do not print properly, you can return to this screen and make 

adjustments to align the text on the check. For now, leave the margin adjustments 

set to zero. 



11. Click on the gray tab labeled Receipts. The following screen is 

displayed. 

Receipts 

configurations 

12. Verify that the Next Receipt Number agrees with the next receipt 

you will be printing. If necessary, enter the correct receipt number. 

13. Verify that the Receipt Form Type is set to 5-Kentucky laser. 

14. If you made changes to the Receipt tab; click the Save button to save 

the new Receipt settings. 

15. When you are finished, click the Close button to return to the menu. 

If your receipts do not print properly, you can return to this screen and make 

adjustments to align the text on the receipt. For now, leave the margin adjustments 

set to zero. 



Setting up Accounts 

The CPA for Windows program uses various types of accounts in a doubleentry 

accounting system. The letter H indicates a special group of accounts 

that are known as Header accounts. The Header accounts include: 

• 1000 Assets 

• 2000 Liabilities 

• 3000 Beginning Balances 

• 4000 Receipts 

• 6000 Expenditures 

Another type of account is the T or Total account. The T accounts include: 

• 4900 Total Receipts 

• 6900 Total Expenditures 

You do not need to be concerned about the Header and Total accounts. The 

CPA program uses these accounts “behind the scenes” to keep track of your 

transactions. 

The other type of account used by CPA is the P or Postable Account. Two 

Postable accounts have been setup for you. They are: 

• 1100 Checking 

• 2100 Accounts Payable 

All of your activity accounts are also Postable accounts. 

Examples of Postable Accounts: 

• Bookstore 

• General Fund 

• Interest 

• Reimbursement 



Assigning Account Names and Numbers 

Before you enter your activity accounts, you must establish an ordering and 

numbering scheme. It is important to give this step some thought so that 

your accounts will be organized in a logical manner. If you imported your 

accounts from the CPA DOS program, your numbering scheme has already 

been established. If you are assigning new numbers for your accounts, 

follow the guidelines below: 

• Accounts names can be a maximum of 30 characters. 

• Accounts must be assigned numbers. You must use a number in the range 

3000-3899 for your activity accounts beginning balances. 

• Take time to organize your accounts by activity or use. For example, you 

could use the 3000 series of numbers for general type accounts, 3100 

series for athletics, 3200 series for clubs or teacher accounts, etc. 

• Leave some blank account numbers so you can add accounts in the 

future. For example, you might use 3110 as General Athletics, 3120 for 

Basketball, 3130 for Football and 3140 for Baseball. Incrementing the 

account numbers by ten is an easy way to save space for accounts to be 

added at a later date. If you have more funds than will fit by an increment 

of 10, then space by 5’s. 



Entering New Activity Accounts 

You may add new accounts at any time during the fiscal year. New accounts 

added during the year will start with a beginning balance of zero. 

1. Click on the General Ledger tab. 

2. Under Data Entry, select Chart of Accounts. The following screen is 

displayed. 

3. Type your account number (i.e., 3110); then press TAB or ENTER. 

4. Type the name of the account in the Account Description column; 

then press TAB or ENTER. 



5. The Type field should default to Postable. 

6. Continue to press TAB or ENTER until the insertion point is on the next 

line. Do not change the Option or the Current Balances fields. 

7. Repeat steps 3–6 for each new activity account. 


The program will establish two more accounts automatically—the 4000 and the 

6000 accounts. These accounts have the same description as the 3000 account. 

For example, if you add 3100, the computer will setup 4100 and 6100 automatically. 

The CPA program uses the 3000 account to store the beginning balance for the 

activity fund. The 4000 account stores receipts. The 6000 account keeps track of 

checks written from the fund. 



Editing an Account Name 

You may edit an account name if you make a mistake when entering the 

account for the first time. Do not change the name of active accounts. 


2. Under Data Entry, select Chart of Accounts. The following screen is 

displayed. 

3. Type the existing account number (i.e., 3110); then press TAB or 

ENTER. The cursor moves to the Account Description column and 

places you in edit mode with the entire account name highlighted. 

4. Click in the field to edit the name of the account. To make the account 

inactive click the check mark in the Active checkbox 

(see Note below). 

5. Press TAB or ENTER four times until the insertion point is on the next 

line. 

6. Click the Close button to return to the menu. 

At this time, the CPA for Windows program does not allow you to delete an 

account. If you no longer need an account, you can make it inactive by clicking 

the check mark under Active to remove the check. Marking an account inactive 

should be done only at the beginning of the fiscal year for accounts that you are 

closing. The account must have a zero balance and have no outstanding checks 

or other activity against it. 



Printing the Chart of Accounts 


2. Under Reports, select Chart of Accounts. The following screen is 

displayed. 

3. To generate a report of all active accounts, click Generate Report. 

Otherwise choose a different selection from the screen by clicking the 

drop-down arrow in the appropriate field. 

4. The report will be displayed at the bottom of the screen. Double-click 

on the printed report to view it full-screen. 

Double-click the 

printed report to 

view it full-screen. 

Double-click the fullscreen 

view to return to 

the Reports screen. 



5. Click the Print button on the toolbar to print the report. Other buttons 

allow you to export the report in PDF format, scroll through the pages 

of the report, or find specific information in the report. 

Export 

Find 

Print 

Next Page 

Press the 

DOWN 

ARROW key 

to view the 

entire 

report. 

Click the scroll arrows 

or drag the scroll box to 

view the entire report. 

6. Double-click the full-screen view to return to the Reports screen. 

7. When finished, click the Close button to return to the menu. 



Adding a Vendor 

You may add a new vendor at any time during the year by selecting Vendors 

in Accounts Payable. You can also add a new vendor “on the fly” when 

entering an invoice. 

1. Click on the Accounts Payable tab to open the CPA — Accounts 

Payable menu. 

2. Under Data Entry, select Vendors. The following screen is displayed. 

3. Click in the Name field. 

4. Type the name of the vendor; then press the TAB or ENTER key to skip 

the Minority Code and Net Terms fields. 



5. Type the vendor’s complete address in the appropriate fields. Press 

TAB or ENTER after each line. 

It is only necessary to enter addresses for vendors that receive checks through 

the mail or vendors that must be reported for a 1099. If you want the address to 

print on the check, click the Remittance Address: Same as PO check box. 

6. If this vendor will be reported for a 1099, click on the 1099 Info tab. 

The following screen is displayed. 

7. Type the social security number for the individual in the Federal 

Tax Id field. 

8. Click the check box labeled 1099 Form to place a check in the box. 

9. Click the Save button. 

10. To add another vendor, click on the Info & Address tab; then repeat 

steps 4–9 for each vendor. Be careful not to enter two vendors with 

the same name. 

11. When you are finished, click Close to return to the menu. 



Editing a Vendor 

1. Click on the Accounts Payable tab to open the CPA—Accounts 

Payable menu. 

2. Under Data Entry, select Vendors. 

3. Select the vendor’s name from the Vendor drop-down list. 

A fast way to choose the vendor is to click in the vendor field to highlight the field 

in blue; then begin typing the vendor name. After a few characters, the vendor 

name should be visible in the list. Click on the name to select it. 

4. Edit the information in the fields as necessary. 

5. When you are finished, click the Save button. 

6. Click Close to return to the menu. 

When you change vendor information, existing unpaid invoices are changed to 

reflect the new information 

You cannot delete a vendor in this version. If you will not be using the vendor, 

mark the record inactive by removing the check for Active. 



Printing a Vendor List 

1. Click on the Accounts Payable tab. 

2. Under Reports, select Vendor Information. The following screen is 

displayed. 

3. To generate a report of all active vendors sorted by vendor number, 

click Generate Report. Otherwise make a different selection by 

clicking the drop-down arrow in the appropriate fields. 














Export 

Find 

Print 

Next Page 

Press the 

DOWN 

ARROW key 

to view the 

entire 

report. 





7. When finished, click the Close button to return to the menu. 



Setting Up Sort Codes (Optional) 


2. Under Data Entry, select Sort Codes. The CPA— Sort Code 

Maintenance screen is displayed. 

3. Type the name of the Sort Code on the first blank line. You can use 

up to 50 characters for each sort code. Press TAB or ENTER. 

4. Select the Type from the drop-down list. If you select Receipts, you 

will be allowed to use that sort code only on receipts (4000 account 

numbers). If you select Expenses, you will be allowed to use that sort 

code only on expenditures (6000 account numbers). If you select 

Both, you can use the sort code for both receipts and expenses. 

5. Check the Active checkbox, or press TAB or ENTER to activate the sort 

code. 

6. Repeat step 3–5 for each sort code. 

7. When you are finished entering the sort codes, click the Save button. 

8. Click Close to return to the menu. 

To make a sort code inactive, click on the check to remove the mark. To delete a 

sort code, click on the code; then click the Delete button. 



Printing a List of Sort Codes 


2. Under Reports, select Sort Codes. The Reports screen is displayed. 

3. To generate a report of active sort codes, click Generate Report. 

Otherwise make a different selection from the screen by clicking the 

drop-down arrow. The choices are Active, Inactive, or All. 














Export 

Find 

Print 

Next Page 

Click on an 

item and 

press the 

DOWN 

ARROW key 

to view the 

entire 

report. 







Section II 

Daily Transactions


Daily Transactions 

Daily transactions include entering receipts, disbursements, and transfers 

into the computer. All daily transactions must be entered on the computer. 

As you enter these transactions, the computer automatically updates the 

Activity and Checking accounts. 

Here are a few tips that will make entering your transactions easier: 

‣ You may find it difficult to remember the correct account number for 

checks and receipts. Here are two ideas that might help. 

• Think of your accounts as 3-digit numbers (for example 100 General, 

110 Bookstore). When you enter a receipt, type a 4 in front of the 

account number. When you enter a disbursement, type a 6 in front of 

the account number. 

• Print the Chart of Accounts. Using a scissors and your copier, create 

separate lists for your 3000, 4000, and 6000 account numbers. 

‣ In most cases, the CPA program will enter the transaction in the 

appropriate Debit or Credit column. However, there will be times when 

you need to know which column to choose. 

• A receipt is a credit to the account and a debit to Checking. 

• A negative receipt is a debit to the account and a credit to Checking. 

• A disbursement is a debit to the account and a credit to Checking. 

• A negative disbursement is a credit to the account and a debit to 

Checking. 

‣ Be extremely careful when entering the amount of a transaction. Once a 

transaction is completed, the amount cannot be changed. 



1. Click on the Receipts tab. 

Recording a Receipt 

2. Under Data Entry, select Add Receipts. The CPA–Add Receipts 

screen is displayed. 

Be sure the number of the receipt loaded in the printer matches the number 

displayed on the screen. If you need to change the beginning receipt number, 

click the Configure tab; then click on Receipts. Change the receipt number; then 

click Save. 

3. Verify that the Receipt Date is correct. If not, click the drop-down 

arrow to select the date, or click in the month, day, and year fields to 

type a new date. 

4. Press TAB or ENTER to move to GL Acct. 

5. Type the appropriate 4000 account number or click the drop-down 

arrow to select the account name from the list. If you type the account 

number in the GL Acct field, press TAB or ENTER to move to GL Sort 

Code. If you select the account code from the drop-down list, the 

insertion point moves to the GL Sort Code field. 

If you make a mistake typing the account code, press the Backspace key to clear 

the field; then re-enter the account number. 

6. Select a sort code from the drop-down list (optional). If you enter a 

sort code, the sort code appears in the field and the insertion point 



moves to the Source field. If you choose not to enter the sort code, 

press TAB or ENTER to move to the Source field. 

7. Type the Source description. The Source description posts to the 

general ledger and is used to describe the purpose for the money 

received. If you are receiving money from a Multiple Receipt form, 

record the Multiple Receipt number (i.e., MR10, do not use the pound 

# sign) followed by a short description for the receipt. 

8. Press TAB or ENTER to move to the Checks, Cash, Money Order 

(MO), Other, Electronic File Transfer (EFT), or Credit Card field; 

then type the amount of the receipt. The amount may be split among 

several columns. Do NOT use a dollar sign ($) when typing the 

amount. Also, it is not necessary to type the decimal portion if the 

number is a whole dollar amount. 

9. Continue to press TAB or ENTER until the cursor moves to the GL 

Acct field on the next line. 

10. Repeat steps 5–9 for each item on the receipt. You may enter ten items 

on the same receipt, or you may split the money between different 

funds or different sources within the same fund as long as the money 

is received from the same individual. However, your current receipt 

form has room for only six of the ten lines to print. 

11. When you are finished entering the items, press the TAB or ENTER key 

to advance to the Received From field. 

12. Type the person’s name from whom you received the funds. 

13. If you wish to print the receipt, click the Save & Print button. If you 

have written the receipt by hand and just want to record it in the 

ledger, click the Save button. 

14. The cursor returns to the Receipt Date field for you to enter the next 

receipt. Repeat steps 3–13 for each receipt. 

15. When you have finished entering receipts, click Close. 

If you make a mistake while entering the receipt, you can go back to the field to make 

changes. If you discover a mistake AFTER you leave the receipt, you must edit the 

entry in the Journal or void the receipt. 



Voiding a Receipt 

If you discover a mistake after saving or printing a receipt, you can void the 

receipt. 


2. Under Data Entry, select Void Receipts. The CPA–Void Receipts 


3. Select the receipt number from the Receipt Number drop-down list. 

The details of the receipt are shown on the screen. 



4. If the displayed receipt is not the one you want to void, click the dropdown 

arrow again to select the correct receipt. When the receipt you 

wish to void is displayed, click the Void button. 

5. At the message, “Do you want to void this receipt,” click Yes to void 

the receipt or No to cancel the void. 

6. If you select Yes, the message, “Receipt was voided successfully” will 

appear. Click OK. 

7. When you have finished, press the Close button to return to the menu. 



Entering Invoices in Accounts Payable 


2. Under Data Entry, select Invoices. The following screen is displayed. 

3. The current date is defaulted, however you can click the drop-down 

arrow to select a different date, or click in the month, day, and year 

fields to type a new date. 

4. Press ENTER or TAB to move to the Vendor field. The vendor field will 

be highlighted. Begin typing the vendor’s name to locate the vendor 

from the drop-down list. After a few characters, the vendor name should 

be visible in the list. Click on the name to select it. 

5. If the vendor is not in the list, select Add a new vendor from the list. 

The message “Do you want to add a new vendor” is displayed. Click 

Yes to add a new vendor or No to cancel the request. 

6. If you select Yes, the CPA —Vendors screen will be displayed. 

Complete the appropriate information on the Vendor screen. When 

you are finished, click Save and Return. The vendor's name will be 

displayed in the Vendor field on the Invoice screen. 

7. Press TAB or ENTER to move to the Due Date field. Enter the due 

date for the invoice. 



8. Press TAB or ENTER to move to the Invoice Number field to enter the 

invoice number. If there is no invoice number, you may leave this 

field blank. 

9. Press TAB or ENTER to move to the GL Account field. 

10. Type the appropriate 6000 account number or click the drop-down 

arrow to select the account name from the list. If you type the account 

number in the GL Acct field, press TAB or ENTER to move to GL Sort 

Code. If you select the account code from the drop-down list, the 

insertion point moves to the GL Sort Code field. 

If you prefer to keep you hands on the keyboard, you can press Alt-Down Arrow to 

drop down the GL Acct list. This keystroke works on any field with a drop-down 

arrow. 

11. Select a sort code from the drop-down list (optional). If you enter a 

sort code, the sort code appears in the field and the insertion point 

moves to the Description field. If you choose not to enter the sort 

code, press TAB or ENTER to move to the description field. 

12. Type a description to be printed on the check; then press TAB or 

ENTER. 

13. Type the amount of the invoice. Do not enter a dollar sign ($). If the 

amount is a whole number, it is not necessary to enter the decimal. To 

enter a credit invoice, type the amount as a negative number. Press 

TAB or ENTER. 

If you make a mistake typing the amount, click to position the 

caret at the point of the mistake. Retype the correct amount. 

14. Press TAB or ENTER to skip the Reference field. 

Caret 

15. Press TAB or ENTER again to skip the Discount field. 

16. You may split the invoice amount between several accounts by 

entering more than one line. Repeat steps 10–15 for each account. 

If you enter a GL account, then decide to leave the field blank, press the BACKSPACE 

key to “back out” or undo the choice. 



17. When you are finished, click the Save button. 

18. The insertion point returns to the Invoice Date field for you to enter 

the next invoice. Repeat steps 3–17 for each invoice. 

19. When you are finished, click Close to return to menu. 



Selecting and Paying Invoices 


2. Under Data Entry, choose Select and Pay Invoices. 

3. At the message, “Do you want to clean the Invoice file,” click Yes to 

clean the Invoice file or No to open the Invoice file without cleaning. 

4. If you choose Yes, the message, “Eliminate paid & cancelled invoices 

prior to:” will prompt you to accept the default date or enter a 

different date. Click OK to accept the default date. The CPA—Pay 

Invoices screen is displayed. 

Click in the 

Status field 

to select the 

invoice. 

To pay all 

invoices, 

click the 

Select All 

button. 

5. To select an invoice to pay, click in the Status field and choose 

Selected. If you accidentally select an invoice, click back in the 

Status field to change the status back to Unpaid. 

If the invoice you want to pay is not listed on the screen, use the scroll arrows or 

scroll box to move through the records. 

6. To make a partial payment, change the dollar amount of the invoice to 

the amount you wish to pay, then leave the field by pressing TAB or 

ENTER. A message, “Do you wish to make a partial payment for this 

invoice?” will be displayed. Click Yes and the remainder of the 

amount will appear as a new invoice on another line. If you click No, 

the amount returns to the original amount of the invoice. 



7. To cancel an invoice, change the status of the invoice to Cancelled. 

If you accidentally cancel an invoice, you cannot change the status once you have 

closed the Pay Invoices screen. You will need to re-enter the invoice. 

8. If you are ready to print or post the selected invoices, click the Print 

Vendor Checks button. If you choose Save & Close, the check is not 

posted; however the status is saved. 

When printed, selected records to the same vendor will be grouped together on 

one check. In order for your checks to print properly, do NOT select more than 7 

invoices per vendor. 

9. If you clicked Print Vendor Checks, a dialog box with the check 

number and check date is displayed. 

Be sure that the check number of the next check matches the number displayed on 

the dialog box. If you need to change the check number, click the Close button on 

the dialog box. Click on the Configure tab; then on Accounts Payable. Change the 

next check number; then click Save. Return to the CPA – Pay Invoices screen to 

print the check. 

10. Confirm that the check number and check date are correct; then click 

Print Checks. The checks will print to the default printer selected on 

the Systems Configuration tab. If you have written the check by 

hand, you can click Post Only to post without printing. 

11. When you are finished, click Save & Close to return to the menu. 



Printing a Casual Vendor Check 


2. Under Data Entry, select Print Casual Vendor Check. The 

following screen is displayed. 

3. Type the vendor’s name in the Vendor Name field. Press TAB or 

ENTER. 

4. Enter additional Vendor Details and Check Details, if necessary, in 

the appropriate fields. Press the TAB or ENTER key after completing 

each field or leave the field blank and press TAB or ENTER to skip the 

field. 

5. Type the 6000 account number or select the account from the GL 

Account drop-down list. 

6. Click the drop-down arrow under GL Sort Code and select a sort 

code from the list (optional). 

7. Type the amount of the check in the Amount field. Press TAB or 

ENTER to move to the Description field. 

8. Type a short description for the check; then press TAB or ENTER. 

9. Repeat steps 5–8 for each additional account. 



10. If you will be printing the check, be sure a check appears in the box 

next to Print directly to printer. If you will be posting without 

printing, remove the check by clicking on it. 

11. Click the Print & Post Check button to post the check to the General 

Ledger and print the check. If you removed the check in the step 

above, the Print & Post Check button changes to Post Check. Click 

Post Check to post the check to the Journal only. 

12. When finished, click Close to return to the menu. 

Casual Vendor checks are not recorded in Accounts Payable. These checks 

should be reserved for payments to students or parents on a one-time basis 

only. 



Voiding a Check in Accounts Payable 

Checks that have been entered as invoices should be voided in Accounts 

Payable unless the check number has been changed. Casual Vendor checks 

and checks with a check number different than the one originally entered 

must be voided in the Journal (see Voiding a Check in the Journal, page 45). 


2. Under Data Entry, select Void Checks. The CPA–Void Check 


3. Type the check number to be voided or select it from the drop-down 

Check Number list. The information about that check will appear on 

the screen. 



4. Verify that this is the correct check. If it is not the check you want to 

void, select the correct check from the Check Number list or click 

Close to return to the menu. If the correct check appears, but the 

account number is incorrect, change the account number to the correct 

activity account. 

Warning! When voiding a check that was imported from DOS, you must manually 

enter the account number. 

5. When the correct information for the check appears, click the Void 

Check button. 

6. At the message, Do you want to void this check?, click Yes to 

complete the process or click No to cancel the void. 

7. Repeat steps 3–6 if you wish to void another check. 


Remember! Casual Vendor checks cannot be voided in Accounts Payable. Void 

these checks in the Journal. (see Voiding a Check in the Journal, page 45). 



Voiding a Check in the Journal 

(Casual Vendor Checks) 

Any check that does not appear in Account Payable Check Register must be 

voided in the Journal. This includes Casual Vendor checks and checks with a 

check number different than the one originally entered. 


2. Under Data Entry, select Journal Transactions. The CPA–Journal 

Transaction screen is displayed. 

3. Verify that the current date is listed in the Date field. If this is not the 

current date, press the plus (+) or minus (-) key to move to the current 

date, or select the current date by clicking the drop-down arrow. 

4. On the first blank line under GL Account, type the 6000 account 

number of the original check or select the 6000 account number from 

the drop-down list. 

5. If the original check contained a sort code, enter the sort code under 

GL Sort Code or select the sort code from the drop-down list. 

6. In the Description field, type VOID followed by the original check 

number and date. Press TAB or ENTER to move to the Debit column. 

7. Press the TAB key to move to the Credit column and type the amount 

of the original check. You can also move to the Credit column by 



typing the amount as a negative number or by clicking in the field. 

Press TAB or ENTER to move to the Reference field. 

8. Type the letter V followed by the original check number; then press 

TAB or ENTER to move to the Journal (JNL) field. 

9. Type a 3 to replace the default number 1; then press TAB or ENTER to 

move to the next line. 

10. Press F2 to make the entry into the Checking account. 




Writing off a NSF Check 




3. Verify that the current date is listed in the Date field. If this is not the 

current date, press the plus (+) or minus (-) key to move to the current 

date, or select the current date by clicking the drop-down arrow. 


number from the Non-sufficient Fund check that you want to write off 

or select the 4000 account number from the drop-down list. 

5. If the original check contained a sort code, type the sort code under 

GL Sort Code or select the sort code from the drop-down list. 

6. In the description column, type NSF CHECK followed by the date 

the check was returned and the last name of the check signer. Press 

TAB or ENTER. 

Don’t forget to include Multiple Receipt number in the description if you used 

one on the original receipt. 



7. Click in the Debit column and type the amount of the NSF check. 

You can also move to the Debit column by typing the amount as a 

negative number. Press TAB or ENTER to move to the Reference 

column. 

8. Type NSF; then press TAB or ENTER to move to the Journal (JNL) 

field. 

9. Type a 5 in the Journal field. 

It is important that you type a 5 in the Journal (JNL) field, otherwise the NSF check 

will be printed on your list of checks at the end of the day. 

10. Press TAB or ENTER to move to the next line. 





Recording Transfers 


2. Under Data Entry, select Fund Transfers. The CPA–Fund Transfer 


3. The current date is defaulted, however you can click the drop-down 

arrow to select a different date, or click in the month, day, and year 

fields to type a new date. 

After you enter your first transfer number, all additional transfers will be numbered 

sequentially. 

4. Type the 6000 account number from which you are transferring 

money or select the 6000 account from the Transfer From dropdown 

list. Press TAB or ENTER. 

5. Enter the amount of the transfer. Press TAB or ENTER to move to the 

Transfer To field. 

6. Type the 4000 account number to which you are transferring money 

or select the 4000 account from the Transfer To drop-down list. Press 

TAB or ENTER. 

7. Type the amount of the transfer; then press TAB or ENTER. 

8. Repeat steps 4–7 for each account, if necessary. 



You can transfer from one account to multiple accounts (up to 5) and from multiple 

accounts to one account. Do not make 5 individual transfers on one form. Be sure that 

the total amount in the Transfer From column equals the total amount in the Transfer 

To column. 

9. Type a short reason for the transfer in the Explanation field. 

10. Click the Post and Print button. 


If you need to use sort codes with your Transfers, edit the transaction in the Journal 

to add the sort code (see next page). 



Editing a Transaction in the Journal 




3. Press the PLUS (+) or MINUS key (-) or click the drop-down arrow to 

select the date of the transaction. 

4. Click the scroll arrows or drag the scroll box to move up or down in 

the transaction screen until you find the correct transaction. 

5. Click in the field to make the necessary change; then press ENTER to 

move to the next line to save the changes. The information is not 

saved unless you ENTER to move to the next line. 

You cannot change an amount. If the amount was entered incorrectly, you will 

need to void the transaction and re-enter it. 

6. Continue to make changes as necessary. Each time you make a 

change, press the ENTER key to move to the next line to save the 

change. 




Moving a Transaction to a Different Date 




3. Press the PLUS (+) or MINUS key (-) or click the drop-down arrow to 

select the date of the transaction. 

4. Click the Move Transactions button. The following dialog box is 

displayed. The Current Date field is defaulted to the date you are 

currently viewing. 

5. In the New Date field, type the date to 

which you want the transaction moved or 

select the date from the drop-down list. 

Press TAB or ENTER. 

6. In the Reference field, type the check, 

receipt, or transfer number of the 

transaction you wish to move. 

A transfer number should be preceded with TSF (i.e., TSF1) 

7. Click the Move Transactions button on the dialog box. 

8. At the message, “The entries have been moved” click OK. 



9. Click the Close button on the dialog box to return to the Journal 

Transactions screen. 




Searching for a Transaction 


2. Under Reports, select Journal Transaction Detail. The Reports 


3. Type the beginning date in the Beginning Ledger Date field; then 

press TAB or ENTER. 

4. Type the Ending Ledger Date; then press TAB or ENTER. 

5. If you are searching for a check or receipt, type the check or receipt 

number in the Reference Description field. You can also search by 

entering criteria in any of the other fields. Symbols such as the pound 

sign (#) cannot be used within the search criteria. 

6. Click Generate Report. 

An alternate 

method of 

entering the 

date is to tripleclick 

the date 

field to display a 

calendar. Select 

the date from 

the calendar; 

then click OK. 




the printed report to view it full-screen. 

Click the scroll 

arrows or drag the 

scroll box to move 

through the report. 


report to view it fullscreen. 







Export 

Find 

Print 

Next Page 




Section III 

End of Day Procedures


End of Day Procedures 

At the end of the day, you will run a series of reports to balance the 

computer's data against your receipts, checks, and transfers. 

Use the following checklist as a guide: 

Print the daily list of receipts. The total amount shown on the Ledger 

Register of Receipts report should match the total amount on the deposit 

slip (see Printing a Daily List of Receipts, page 57). 

Print or view the list of checks for the day. The total amount shown on 

the Check Register report should match the check stubs, less any checks 

voided that day (see Printing a Daily List of Checks, page 58). 

Print or view a list of transfers for the day. All transfers for the day 

should be shown on the Transfer Report with the amount of debits 

equaling the credits (see Printing a Daily List of Transfers, page 59). 

Print or view the Schedule of Balances Report (without Recap). This 

report prints the activity accounts, receipts, expenditures, and ending 

balances (see Printing a Schedule of Balances Report (without Recap), page 60). 

Backup the files to a floppy disk (see Backing up the Files, page 61). 



Printing a Daily List of Receipts 


2. Under Reports, select Ledger Register of Receipts. The Reports 


An alternate 

method of entering 

the date is to tripleclick 

the date field 

to display a 


the date from the 

calendar; then 

click OK. 

3. Type today’s date in the Beginning Ledger Date field; then press 

TAB or ENTER. 

4. Type today’s date in the Ending Ledger Date field. 



the report to view it full-screen. 

7. Click the Print button on the toolbar to print the report. 



The principal should verify that the receipts entered into the computer match the 

deposit by initialing the Ledger Register of Receipts report and the duplicate 

deposit slip. Staple the deposit slip to the bottom of the report and file it for the 

auditors. 



Printing a Daily List of Checks 


2. Under Reports, select Check Register. The Reports screen is 

displayed. 

An alternate 




to display a 




click OK. 


TAB or ENTER. 

4. Type today’s date in the Ending Ledger Date field. 







You do not need to print this report. However, you should view it each day to verify 

that the checks entered that day were posted to the Journal. 



Printing a Daily List of Transfers 




An alternate 




to display a 




click OK. 


TAB or ENTER. 

4. Type today’s date in the Ending Ledger Date field; then press TAB or 

ENTER. 

5. Type TSF in the Reference Description field. 







You do not need to print this report. However, you should view it each day to verify 

that the transfers entered that day were posted to the Journal. 



Printing a Schedule of Balances Report (without Recap) 


2. Under Reports, select Schedule of Balances. The Reports screen is 

displayed. 

An alternate 




to display a 




click OK. 

3. Type today’s date in the Beginning Date field; then press TAB or 

ENTER. 

4. Type today’s date in the Ending Date field. 









Transfer amounts are included in the Receipts and Expenditures columns. At the 

end of the month, they will be subtracted when you print the Schedule of Balance 

Report with the recapitulation. 



Backing up the Files 

You will need one floppy disk for each day of the week. High-density (HD) 

3 ½" preformatted disks may be purchased from the JCPS Warehouse. The 

JCPS# is 1718353. Label the disks Monday's Backup, Tuesday's Backup, 

etc. 

1. Insert a formatted floppy disk into the drive. Use Monday's disk on 

Monday, Tuesday's disk on Tuesday, etc. 

2. Click on the Manage Data tab. 

3. Under Data Security, select Backup to Floppy Disk. 

4. Click the drop-down arrow to Select the drive to backup to. If you 

are backing up to a floppy drive, choose A: If you have a zip drive 

connected to your computer, another drive letter will appear in the list. 

Select that drive letter to back up to a zip disk. 

5. Click the Backup button. 

6. When the warning message, “All files in the destination drive A: will 

be deleted!” appears, click OK to continue. 

7. When the message, “Please insert disk volume 1 of 1 in drive A:” 

appears, click OK to continue. 



8. Wait while the files are backed up. Depending on the size of the file, 

you may be prompted to enter a second floppy disk. If so, insert a new 

formatted disk. Do NOT use the same disk or a disk from another day. 

9. When the backup is complete, the message, “JCPS Database has been 

backed up” is displayed. Click OK. 


If you are backing up to floppy disks, have a spare box of disks available. 


Section IV 

End of Month Procedures


End of Month Procedures 

The following checklist will help you end the month by outlining the reports 

and procedures that you should perform. Reports marked with asterisks 

should be sent to Internal Audit by the 15 th of the following month. The 

numbers in brackets indicate the order in which the reports are to be stapled. 

Print an Accounts Payable Report*[5] This report should be run on 

the last day of the reporting month (see Printing an Accounts Payable Report, 

page 64). 

Post interest and bank charges from the bank statement. Date the 

transaction(s) on the last day of the reporting month (see Posting Interest, 

page 65 and Posting Bank Debits, page 66). 

Print a Transfer Report*[2] This is the same report that you run daily, 

however, you will use the beginning and ending dates of the reporting 

month (see Printing a Transfer Report, page 68). 

Print a Vendor 1099 Summary Report*[6] (see Printing a Vendor 1099 

Summary Report, page 69). 

Clear transactions listed on the bank statement (see Clearing 

Transactions, page 70). 

Print an Outstanding Check Report*[3] (see Printing an Outstanding 

Check Report, page 71) 

Print a Schedule of Balances (with Recap)*[1] This report reconciles 

the bank statement (see Reconciling the Bank Statement, page 72). 

List of NSF Checks*[4] (not a part of CPA). 

Accounts Receivable Report*[4] (not a part of CPA). 



Printing an Accounts Payable Report 

The Accounts Payable Report should be printed on the last day of the 

reporting month. Before printing, be sure to enter all invoices that were 

received before the end of the reporting month. 


2. Under Reports, select List of Invoices. The Reports screen is 

displayed. 

3. Click the drop-down arrow next to Invoices to List and select Unpaid 

Invoices. 












Posting Interest 

2. Under Data Entry, select Add Receipt. The CPA–Add Receipts 

screen is displayed with the Receipt date highlighted. 

3. Type the last day of the reporting month in the Receipt Date field or 

select the date from the calendar. 

4. Press TAB or ENTER to move to GL Acct. 

5. Type your 4000 Interest account number or click the drop-down 

arrow to select the Interest account from the list. 

6. Press TAB or ENTER to move to Source. 

7. Type a short description, such as OCTOBER INTEREST, then press 

TAB or ENTER to move to the EFT column 

8. Type the amount of the interest as listed on your back statement. 

9. Press the TAB or ENTER key to advance to the Received From field. 

10. Type the name of your bank. 

11. Click the Save and Print button. 




Posting Bank Debits 

Banks are not allowed to charge schools for bank debits with the one 

exception—safety deposit boxes. If other bank debits appear on your 

statement, notify your bank or the Internal Audit department. 




3. Press the PLUS (+) or MINUS (-) key to move to the last day of the 

reporting month or select the date from the drop-down list. 


number or select the 6000 account number from the drop-down list. 

5. Type a description of the transaction as SAFETY DEPOSIT BOX; 


6. Enter the amount as listed on your bank statement in the Debit 

column. Do not enter the amount as a negative number. Press TAB or 

ENTER. 

7. Type BANK in the Reference field. Press TAB or ENTER. 

8. Type a 3 to replace the default number 1. 

9. Press TAB or ENTER twice to move to the next line. 







Printing a Transfer Report 




An alternate 




to display a 




click OK. 

3. Type the first day of the month in the Beginning Ledger Date field; 


4. Type the last day of the month in the Ending Ledger Date field; then 


5. Type TSF in the Reference Description field. 











Printing a Vendor 1099 Summary Report 


2. Under Reports, select Vendor 1099 Summary. The Reports screen is 

displayed. 

An alternate 




to display a 




click OK. 

3. Type the first day of the month in the Beginning Date field; then 


4. Type the last day of the month in the Ending Date field; then press 

TAB or ENTER. 











Clearing Transactions 


2. Under Data Entry, select Bank Clearing. The CPA—Bank Clearing 


3. Select a sort order by clicking on one of the options described below: 

• By Cleared Status—to sort the uncleared transactions ahead of those 

already cleared. 

• By Reference—to sort the transactions numerically by the reference 

number. 

• By Date—to sort the transactions in ascending date order. 

• By Amount—to sort the transactions in ascending amount order. 

4. Click in the Cleared checkbox. The check mark indicates that the 

item has cleared the bank. 

Important! Deposits appearing on the statement and voided checks (both the 

original and the reversing entry) must be cleared. Also, clear all NSF checks 

written off during the reporting month. 

5. If you clear the wrong transaction, click the check mark to clear the 

box. 




Printing an Outstanding Check Report 


2. Under Reports, select Outstanding Checks. The Reports screen is 

displayed. 

An alternate 




to display a 




click OK. 

3. Press TAB or ENTER to accept the default Checkbook 1. 

4. Type the last day of the reporting month in the Ending Date of 

Journal field; then press TAB or ENTER. 











Reconciling the Bank Statement 


2. Under Reports, select Schedule of Balances. The Reports screen is 

displayed. 

An alternate 




to display a 




click OK. 

3. Type the first day of the reporting month in the Beginning Date field; 


4. Type the last day of the reporting month in the Ending Date field; 


5. Press TAB or ENTER two more times to accept the default entries for 

Starting Fund and Ending Fund. 

6. Type the ending balance as shown on your bank statement (do not use 

commas or a dollar sign); then press TAB or ENTER. 

7. Verify that the amount for Outstanding Checks is correct; then press 

TAB or ENTER. 

8. Verify that the amount for Deposit in Transit is correct; then press 

TAB or ENTER. 

Deposits in transit are the deposits that you have entered on the computer, but 

that do not appear on the bank statement. This amount is usually zero. 



9. Verify that the amount for Total Inter-Fund Transfers is correct; 


10. Press TAB or ENTER to skip Investments. 

11. Enter the amount for Non-sufficient Checks on Hand (not redeposited 

or written off); then press TAB or ENTER. 

12. Type the name of your bank; then press TAB or ENTER. 

13. Click the drop-down arrow for Print Recapitulation and select Yes. 









Line 5 and line 6 on the Schedule of Balances Report should agree with line 13. If 

you are out of balance, find your mistake, correct it; then print the report again 

(see Out of Balance?, page 80). This report should be signed by the principal and 

bookkeeper and sent to Internal Audit by the 15 th of the month. 


Section V 

End of Year Procedures


End of Year Procedures 

The following checklist outlines the procedures and reports necessary to 

close out the fiscal year. The following items should be completed before the 

June Report is prepared. No transactions should be made after the June 

report, before the rollover. 

Redeposit change funds, petty cash, etc., before June 30. 

Post CD and other interest for June. 

Make transfers to clear accounts you want to close and to clear accounts 

in the negative (except Reimbursement and CD). 

Void all checks over 6 months old. 

Write off all NSF checks—date transactions June 30 th . 

Accounts Payable Report—copy of June 30 th report 

Transfer Report— this is the same report that is printed at the end of the 

month; however, use the beginning and ending dates of the fiscal year. 

Outstanding Check Report—copy of June 30 th report 

Schedule of Balances. This is the same report that is printed at the end of 

the month; however, use the beginning and ending dates of the fiscal 

year. 

Print a Fund Account Report for all activity accounts (see Printing a Fund 

Account Report, page 77). 

Accounts Receivable Report (not a part of CPA) 

Make two backup disks. Make sure both disks have current information. 

Keep one and send one to Internal Audit. 

Roll over the balances to the new fiscal year (see Closing the Current Fiscal 

Year, page 75). 

After rolling over the balances, mark closed accounts as inactive. 



Closing the Current Fiscal Year 

Before closing the fiscal year, make two backup copies of the current year on 

separate floppy disks. Keep one disk for your files. Send the other disk to Internal 

Audit. 


2. Under Reports, select Close Books. 

**IMPORTANT** 

The Close Book screen is not included in this version of the CPA 

program. You will receive an updated CD before the end of the fiscal 

year. At that time, instructions will be sent to replace this page. 



Section VI 

Miscellaneous Reports and 

Procedures


Printing with Sort Codes 


2. Under Reports, select Sort Code Summary. The Reports screen is 

displayed. 

An alternate 




to display a 




click OK. 

3. Type a beginning date for the report; then press TAB or ENTER. 

4. Type an ending date for the report; then press TAB or ENTER. 

5. If you want to print a summary for all accounts, type the account code 

of the starting fund or choose it from the drop-down list. Press TAB or 

ENTER and type the account code of the ending fund. If you want the 

report to include only one account, enter the account number in both 

the Starting Fund and Ending Fund fields. 

6. Type the sort code or select it from the drop-down list. 









Printing a Fund Account Report 


2. Under Reports, select Fund Account Ledger. The Reports screen is 

displayed. 

An alternate 




to display a 




click OK. 

3. Type the beginning date; then press TAB or ENTER. 

4. Type the ending date; then press TAB or ENTER. 

5. Click the drop-down box for Details to choose Yes; then press TAB or 

ENTER. 

6. Click the drop-down box for Include Encumbered Balance and 

select No; then press TAB or ENTER. 

7. If you want to print a Fund Account Report for all accounts, type the 

account code of the starting fund or choose it from the drop-down list. 

Press TAB or ENTER and type the account code of the ending fund. If 

you want the report to include only one account, enter the account 

number in both the Beginning Account # and Ending Account # 

fields. 













Printing a Vendor Purchase Analysis 


2. Under Reports, select Vendor Purchase Analysis. The Reports 


An alternate 




to display a 




click OK. 

3. Type the beginning date; then press TAB or ENTER. 

4. Type the ending date; then press TAB or ENTER. 

5. Select the Vendor name from the drop-down box or leave the field 

blank for all vendors; then press TAB or ENTER. 

6. Type the starting check number; then press TAB or ENTER. 










Section VII 

Appendix


Out of Balance? 

Do the beginning balances on your report equal the ending balances on 

the prior month's report? 

Did you post reconciling items such as interest, NSF checks, and credit 

and debits listed on the bank statement? 

Review the Bank Clearing Information (see Clearing Transactions on 

page 70). Make sure that every item on the bank statement is marked 

cleared on the screen. Did you accidentally clear a check or deposit that is 

still outstanding? 

If you are still out of balance, use the following formulas with the current 

bank statement information to help you determine if the problem is in 

receipts or disbursements. 

+ Receipts on bank statement + Disbursements on bank statement 

+ Current month's deposits in transit + Current month's outstanding checks 

- Prior month's deposit in transit - Prior month's outstanding checks 

- NSF checks redeposited - NSF checks for current month 

= Receipts* = Expenditures** 

*Should equal receipts as shown on the Schedule of Balances w/recap. 

**Should equal expenditures as shown on the Schedule of Balances w/recap. 



If Receipts Differ: 

‣ Compare the daily list of receipts to bank statement deposits. 

‣ Compare the transfers listed on the Schedule of Balances to the Transfer 

Report. 

If Expenditures Differ: 

‣ Ensure that the list of outstanding checks is correct. Do not list any 

checks as outstanding if they have been written off during the month of 

the report. 

‣ Make certain that voided checks are not listed as outstanding (both the 

original and the voided check must be cleared). 

‣ Print a list of checks for the month. Verify that the checks marked as 

cleared are listed on the bank statement. 

‣ Review the NSF check amount listed on the Schedule of Balances. Use 

last month's NSF check amount, subtract redeposits made the current 

month and add NSF checks returned on the current statement. 

STILL OUT OF BALANCE? 

Call Internal Audit at 3177 



Need Help? 

Below are some problems you may experience while using the CPA for 

Windows program. If you need further assistance, contact the Internal Audit 

department at 3177. 

The wrong default date appears when entering a receipt or check. 

Double-click the time indicator in Windows Taskbar tray. Change the 

date to reflect the current date; then click OK. 

An error message locks up the program. 

Press CTRL-ALT-DELETE to bring up the Close Program dialog box. (If 

you are using Windows 2000, click the Task Manager button.) Click on 

the CPA program and click End Task. When you get a dialog box asking 

if you wish to terminate the program, click Yes. 

The Journal gives you an error message that you are out of balance. 

In most cases, you need to press F2 to make the Checking account entry. 

If you are still out of balance and cannot find your mistake, press the 

PLUS (+) or MINUS (-) key on the numeric keypad to move to a different 

date in the Journal, then press Close button to leave the screen. Print a 

Journal Transaction report to locate the error; then return to the Journal to 

fix the error. 

NSF check written off in the Journal is printing on the list of checks. 

Edit the Journal entry by typing a 5 in the Journal field. 

A voided check is printing on the list of receipts. 

Edit the Journal entry by typing a 3 in the Journal field. 

A transfer is not listed on the Transfer Report. 



Edit the entry by typing TSF followed by the transfer number in the 

Reference field. 

Checks and receipts are not aligning properly. 

You can make adjustments for checks and receipts under Configure tab. 

Click on Accounts Payable to adjust checks, or click on Receipts to 

adjust receipts. 

The default margin position is set to zero (0). Adjust this position to 

within 1/10 of a character left and right or 1/10 of a character up and 

down. For example, if your numbers print too low on a check, experiment 

by entering a setting of –10. This setting pulls your typed entry up one 

full line on the document. If your checks print too high, try a setting of 

+10. Keep experimenting until you have the text positioned correctly.

JCPS Computerized Personal Accountant Training Manual and ...

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