FINANCIAL POLICIES & PROCEDURES MANUAL - Ministry of Health

HSSP Financial Policies & Procedures Manual
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o A written and tested contingency plan is in place providing for continued processing of
critical applications in the event of a disaster to the computer;
o Controls are established for the use and contents of personal computers.
3.4.2 QUICKBOOKS ACCOUNTING SYSTEM
QuickBooks Accounting Software is the standard software that will be used by the program in
order to provide reliable timely financial information for the operation of the program using
simple input and report windows.
Detailed procedures for setting up and using QuickBooks Software can be found on the Help
Screen.
3.4.3 PROCESSING ENTRIES IN QUICKBOOKS
Receipts
Post Receipts to Banking/Making Deposit Window of QuickBooks::
“Deposit to” = name of bank account you want to record the deposit (for example the 1 st
amount of credit from the 1 st development grant to deposit to NBC/IDA/SA grant account
from the chart of accounts..
“Date” = actual date of receipt of fund (select from pop-up calendar;.
“Received from” = name of the payer / source of receipt (e.g. DFID);.
“From Account” = account number or name to be credited from Chart of Accounts
“Memo” = description of transaction.
“Check No” = Receipt Voucher Number
“Payment Method” = method used for payment (e.g. fund transfer or cheque), “Customer Job
list” = program outlet/provincial /national program
“Class” = Source of Fund/Cost Category.
“Amount” = actual amount received.
Click Save/New for more than one transaction and to proceed to new transaction. Click
Save/Close to complete single transaction.
Disbursements / Payments
Bank Register
Go to “Banking/Write Check” Window of QuickBooks.
“Bank Account” = bank account used, (e.g Pooled/Non-Pooled Discrete/RGC);
“Check Number” = sequential cheque number to be issued;
“Date” = select from pop-up calendar the date of transaction;
“Payee” = name of the supplier or contractor payee
“Amount” = actual amount;
“Memo” = description of transaction.
“From Account” applicable account number or title from Chart of Accounts,
“Job List” = location of provinces, national programs outlets
“Class list” = Source of Fund
“Sub Class List = Cost category
Click Save/New to go to a new transaction or
Click Save/Close. to complete the transaction
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