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Premier Voluntary Funds Voluntary Funds

1. 23 Print Receipts Advice Slips 32 Promote Giudente 44 R FACCOIONS kaka Eelere 16 Reconcile Bank Statement 36 PICDONS nr sn eee 23 S Set Account Groups 47 DOI UD EE 8 Show Bank and Cash Galonces 34 Sort Order 25 38 40 Summary Balance 56 EIERE 6 SVSICM MENU ee ee 45 T Kee a pasteurs 25 Transfer Between Bank Accounts 36 Transfer Between User Accounts 18 U Unreconcile Bank Statement 43 User Account Balances 24 User Account Opening Balances 13 User Account Transachone 25 User Accounts 10 User Defined et 48 W Who s Not Paid Report 25
2. RECONCILE BANK STATEMENT Reconciliation is the process whereby you and the bank agree the transactions that have been entered and cleared on each bank account This can be done when the bank statement s arrive and checking the items that match those on the computer This should be a quick and simple operation Transactions may remain unreconciled for some time especially if cheques you have sent to someone fail to be presented If an item is reconciled incorrectly it can be unreconciled Informatics Computing Ltd 2004 2008 Page 36 VO8 29 01 08 Premier Voluntary Funds Reconcile Bank Account 5 0 x ank Account Today s Balance 24 173 77 Hr CURR Lloyds Private Account Reconciled Balance 14404 61 JI Geer eta Ref Receint Payment la si 101107 Transfer from DAC JOUR Tr lt JOUR 10 00 0 00 ung Transfer from CASH dt too E ua omg Credit P102604 eg E ung sundry Greg ES EE PE farno Transfer from Bise PBST PT fonoa Rothwell Printers tusacFLEE eos TI 44 00 E Gang Macmillan Cancer Tr UST une GENE 103084 40000 E fer 006 omg reg Paoa 1603 00 fino JUKMT LEEDS UAG GENE Tomm 2000 TC uanang omg Ce CE f EE EE finans omg ce dG f 3045 50 E u nang FMS Allowance Ace WIACPEMU Tomm 8893 41 D fiororos SLOPINGOFF Ac SK Tome II s00 00 fe foros oe CUMACGENE CE 88 wenns Sunde Creat dz 8829 75 E wanang Sundry credit CE aaa O wanns AA Poser 5013 50 J 29 09 06
3. Vew cuons e All SES Te e Aho s NOT Paid Aggregated List a Print C Fee EE C k Amend Trans Cancel Trans ransactions in Display 8 This Name Action Buttons Filters View Actions All api ne This Acct E a Agoregated Lis Print C Specified Panga C 4 i Amend Trans Cancel Trans Iransactions in Display 1 EH Informatics Computing Ltd 2004 2008 Page 27 V08 29 01 08 Premier Voluntary Funds WHO S NOT PAID REPORT The Who s Not Paid report enables you to cross reference the transactions in any selected account against a class list or user defined list The resulting report will show aggregated receipts and payments for all people in the selected class or list 94 Firstly you must highlight any transaction in the list for the User Account you wish to analyse 95 Press the Who s NOT Paid button A list of all Classes and User defined lists will be displayed NOTE Refer to page 48 for help setting up User defined lists H User Defined Lists x Class List TBE Class List TOL Class List TEN Class List TGE Class List PHS Class List Poh Class List PAT Class List SFH Class List 97 A list showing all students in the class will be displayed You will be able to identify those students who have not paid 98 Press Print to display a printed version of the information Informatics Computing Ltd 2004 2008 Page 28 VO8 29 0
4. AN The amount by which the bank cash is to be adjusted must match the total adjustment OK ENTER USER ACCOUNT BALANCES if any Adjusting the opening balance of a User Account will ensure that funds are available for that User Account This will be held either in Bank Account s or as cash The balances for Subsequent years will be automatically adjusted and carried forward by the Period End Closedown procedure The Global Opening balance will not change as a result of using this option SES Using the Worksheet above you x should follow this option if ptions info C Adjust Global Opening Balance e Your school has chosen to leave the global balance at zero and Transfer GlobalUser Acct Opening Balances assign a starting position to one or more User Accounts Or Global Opening Balance 6148 27 e Your school has chosen to assign some of the opening balance to User Ar Ha various User Accounts and leave E C Reduce WeaAc Balance the remainder as a global opening balance ic Opening Bal Tot Ad 0 00 Date 01 09 05 cl Bank Ac Ok Close Hank Balance Informatics Computing Ltd 2004 2008 Page 12 VO8 29 01 08 Premier Voluntary Funds System Adjust Adjust User Account Opening Balances Opening Balances 18 Ensure the Adjust User Account Opening Balances radio button is selected 19 Select Increase U Ac Balance if the Total Adj for the selected User Account will be entered as a posi
5. paid LP accom FRANCE HE cons wm DE acoRn i KN emmo O Ces O T lass stage Suppstta OO T Waos SE IF aiexander Mackenzie 7 TH All Mone Create User Defined List Close System Names FILTER Listing 194 Select the appropriate Radio Button to display e All Names e This Class only based on the highlighted class e User Def List Only available if at least one User Defined List has been created PRINT List of Names 195 Select an appropriate Filter Sort and Not in Use until the names are shown in the order you require Then press the Print button 196 The list of names will be shown NOTE The tick boxes are only used when creating User Defined Lists and therefore are not used when printing CREATE USER DEFINED LIST 197 Select tick the names you would like to include in your User Defined List 198 Enter an appropriate name for this list at the bottom of the form 199 Press Create User Defined List to save the change l j Used Defined List sawed o Informatics Computing Ltd 2004 2008 Page 48 VO8 29 01 08 Premier Voluntary Funds The Archive Menu TER Archive Bank Transactions End of Period Closedown Reports Bank Cash Amendments System The Archive menu can be used to e Archive Bank Transactions e End of Period Closedown The process of removing outdated transactions is known as archiving This removes
6. Map User Acct ka LOND London Visit Balance GC Date Fromto Description Receipts Payments 0mos Parents FTRIPFEES Cg 22000 O 01205 Parents FTRIPFEES JGaenl 186 00 05 205 Stat REIMBURSEMENT TO HT FOR STUDENCash 20 00 EO J G y e y Rec d From Rept No 117968 C Cheque Reason Direct Credit Amount 0 00 Date oan DOT mi Print Receipt 37 User Acct Select the account from the list NOTE The most recent Receipts and Payments for the selected User Account will be shown in the grid Informatics Computing Ltd 2004 2008 Page 16 VO8 29 01 08 Premier Voluntary Funds 38 Rec d From Press the Y button and select the person you received the money from Select Name HE HA ra RA DE kel ees Cal Ge e Gesi Ee CH FIPIBIB E B w Z gt z o 8 LI D D mn CUS WIMBORNE SEAGULL THEATRE D EDUCA amp ADVENTU VICARAGE H RETAIL PHARMACY CCOM IN FRANCE CE OFFICE SUPPLIES CORNS ENA LTD hill Include Not in Use OK Cancel NOTE If the person is not shown in the list press the Include Not in Usel button to show all those people marked as not in use If the person is still not shown they can be added using the Add button this opens the same form as System Add Modify Names Reason Type in a reason for the receipt Amount Enter the amount you do not need to enter a minus Date Enter the date received
7. Different Accounts No Name attached Receiptfor1 person Different Accounts Receipt for 2 people Different Accounts Receipt for 2 people Same Account SET Accounts Within User A t LEES Leeson House Visit Balance 1931 24 This Balance will remain unchanged Pople From To J ACORN 8 sx ACORN Wu PAT BER Within User A c Select the account within which this transfer relates People FROM Select the person to transfer from People TO Select the person to transfer to Ref Enter a reason for this transfer Date Enter a date for the transfer Amount Enter the amount to transfer Press OK Informatics Computing Ltd 2004 2008 Page 20 VO8 29 01 08 Premier Voluntary Funds Payments All payments expenditure are entered into this form whether they are made by cash cheque or direct debit A list of all Receipts and Payments in the Period for the selected User Account are also shown There are two stages to be completed for Payments e Recording the Payment out e Reconciliation with your bank statement if a cheque payment Printing a Payment Advice slip can be done at point of entry or at any time thereafter RECORD PAYMENT lel User Acct MARY MARY ROSE Balance 585 57 Date Fromm Description Receipts Payments M0712105 Sunflower Coaches mary rose and london tip ai 48000 Janogg Parents TRIPFEES Cash 18 00 LE 0 06 Parents
8. User Acct Opening Balances Global Opening Balance 6148 22 BankCode Amount Increase Global Balance our oo C Reduce Global Balance PRS D PRH Goo Tot Adi 0 00 PEST Goo LICASH ooo Date o10a05 Lu OK Close System Adjust Adjust Global Opening Balance Opening Balances 12 Ensure the Adjust Global Opening Balance radio button is selected 13 Select Increase Global Balance if the Total Adj for all bank accounts cash will be entered as a positive amount or select Reduce Global Balance if the Total Adj for all bank accounts cash will be entered as a negative amount 14 Tot Adj Enter the Amount at b in the worksheet you do not need Informatics Computing Ltd 2004 2008 Page 11 VO8 29 01 08 Premier Voluntary Funds 15 Date Enter the Start Date a from the Worksheet 16 Amount grid You can show how this money is held either in cash and or in the various bank accounts Enter the relevant amounts by which each Bank Account or CASH is to be adjusted you ll need to precede any negative amounts with a minus sign NOTE You may enter any combination of positive and negative amounts but the aggregate total must equal the Tot Adj shown 17 Press OK You will be informed if the adjustment has saved Yoluntary Funds x 1 Opening Balance Adjustment saved NOTE If you receive the following message it means that the Tot Adj does not match the Amounts in the Bank Code list
9. if any and the User Account balances correctly you should now check that the bank and cash balances are also correct Use option Bank Cash Show Bank amp Cash Balances to display the bank and cash balances and compare these with those on your worksheet If necessary adjustments can be made by transferring between bank accounts as below Informatics Computing Ltd 2004 2008 Page 14 VO8 29 01 08 Premier Voluntary Funds Transfer between Bank Accounts ioj xj FROM Bank alt Lioyas Private Account Balance 24061 71 TO Dank afc Portman Miscellaneous Fund UK 0331 38 Date EZ UU S Amount 0 00 Cancel Bank Cash Transfer between Bank Accounts Transfer between Bank Accounts 32 FROM Bank a c Select the account to transfer from 33 TO Bank a c Select a different account to transfer to 34 Date Enter the date of the transfer 35 Amount Enter the amount you wish to transfer 36 Press OK CHECK SUMMARY BALANCE At this point the Summary Balance shown in Reports Overall Summary or should reflect the same position as that on your worksheet lf you have entered one or more negative User Account balances then the totals at the bottom of the screen report will not match the totals X and Y on your worksheet This does not matter as these totals have no relevance other than acting as a control balance lf the balances on the Overall Summary Report match your worksheet CONG
10. Cash Cheque Direct Credit Choose the appropriate radio button e Cash e Cheque e Direct Debit You will also need to choose the B Ac which has been credited with this receipt Rec d From SS Reason Amount i Date ar WO7 E 43 Rept No The next receipt number is shown this can be changed if required e g 000001 44 Print Receipt Tick this checkbox if you would like a printed receipt 45 Press OK to save Informatics Computing Ltd 2004 2008 Page 17 VO8 29 01 08 Premier Voluntary Funds TRANSFER BETWEEN USER ACCOUNTS Use this route when you wish to split a transaction e g a cheque that contains money for more than one User Account and or more than one person All these transfers only affect the respective User Account balances Bank Account balances and cash in hand remain unaltered Transfers between User Accounts do not need to be reconciled You should use this option in any of the following four situations e When you wish to transfer an amount from one User Account to another without any reference to an individual E g if you have a General or Miscellaneous User Account you may choose to transfer any underspend from a visit or trip to this account Alternatively any shortfalls can be met by transferring funds from User Accounts with a surplus of money e When you have received a cheque for one person that relates to two different Activities User Accounts e When you have received a sing
11. Cash Balances Pay In Receipts to Bank Draw Cheque For Cash Transfer between Bank Accounts Reconcile Bank Statement Bank Transactions Cash Transactions SHOW BANK amp CASH BALANCES Report Designer info frx Page 1 School Fund Single User Build Dev 002 MAYGOD HELPUS PRIMARY SCHOOL 8 17 zl J Reports Bank Cash Amendments System Archive Help A Receipt Payment USER Iq 4 h b bi Jus ls amp Bank meraup and Cash Balances on 10 11 07 Balance Cash in Hand Cheques in Hand Lloyds Private Account Lloyds Journeys Account Portman B S France Portman B 5 America Portman Miscellaneous Fund Total This report simply displays Today s balance of each bank account assuming all receipts and payments have been processed It also displays the total cash in hand and cheques in hand balance PAY IN RECEIPTS TO BANK When entering either Cash or Cheque receipts they will then become available for you to pay into the bank This can be done all on one paying in slip if preferred Bank Account Transactions E OI x ank ACCOUNT Paying In Slip No 102604 Date fion 1i07 m ss J CURR Lioyds Private Account J Date Received trom Class ReceiptNo ue CS 104107 ACORN Ss TAIT 117999 BOOK Al N at None Mo of Chaos Selected O Value of Cheques 0 00 Pay in All cash Cash Available 3620 Cashto payin 0 00 OK Total to Pay In 0 00 Canc
12. Date Either accept or overtype the Date 135 Chq No The next number is shown This can be changed if required 136 Amount Enter the amount to be withdrawn NOTE Check the Revised balance to ensure there are enough funds available to support this 137 Press OK to confirm Informatics Computing Ltd 2004 2008 Page 35 VO8 29 01 08 Premier Voluntary Funds TRANSFER BETWEEN BANK ACCOUNTS lf you operate more than one bank account at the same bank it may sometimes be necessary to transfer funds between them The transfer may be instigated by you or by the bank You may record the transfer at the time it happens or when you receive the bank statement and during reconciliation If you have accounts at different banks you will NOT use the transfer between banks option to move funds from one to the other In this case you will record a cheque payment to clear the old bank account and then a cheque receipt which will need to be paid into the new bank account 215174 FROM Bank alc Balance 0 TO Bank alc Balance 0 Date 1071107 Sei Amount 0 00 OK Cancel Bank Cash 138 FROM Bank A C Click on to select the Bank Account you Transfer between wish to transfer funds from Bank Accounts 139 TO Bank A C Click on to select the Bank Account you wish to transfer funds to 140 Date Either accept or overtype the Date 141 Amount Enter the amount to be transferred 142 Press OK to confirm
13. H e All the Receipt transactions and cash will now be available again to pay back into the bank e The same paying in slip number can be reused if required PRINT Bank Account Transactions Report 161 Select an appropriate Date Range and Sort the columns until the bank transactions are shown in the order you require Then press the Print button 162 The list of bank transactions will be shown Informatics Computing Ltd 2004 2008 Page 39 VO8 29 01 08 Premier Voluntary Funds CASH TRANSACTIONS ZA The Cash Transactions form displays every cash transaction Receipts or Payments within a specified date range The Cash Balance is maintained and updated by the entry of cash receipts and payments Paying in cash to the bank and writing cheques for cash Cash Transactions l x310 x INET ate Range Receipts amp Payments C All Transactions Receipts only C Payments only 011 07 Paid into BAe CURR P102606 TI TI o oo 0111107 Paid into BiAc CURR P102605 271007 Aaron D BGF LOND 000 T HI ng FI nj 10 ato 20807 GREENWOODS von BEA STAF 8 1 0 0 18 10 06 Parents 8 1 0 0 8 1 0 0 8 1 0 08 8 1 0 06 8 1 0 06 Balance of these transactions 34 73 28965 97 30431 24 Close he he 4 74 J D Oa Oo oo E i i H i 8 H 24110107 H 8 Il H H Bank Cash Cash FILTERS Transacti
14. Potter 2 Ref D1 00183 Paid from BAC CURR Payment To Reason for Cancelling Po Ok Abandon 109 Highlight the transaction in the list that you wish to cancel 110 Press the Cancel Trans button 111 Details of the Receipt or Payment will be shown in the top half 112 Reason for Cancelling You must enter a reason for cancelling this transaction 113 Press OK Yoluntary Funds x d j Please confirm cancellation 114 Press Yes to confirm the cancellation PRINT MULTIPLE USER ACCOUNT LISTS This report is similar to the Aggregated List report from the User Account Transactions form however this contains more detailed information about each transaction Each User Account you select will be shown on a separate page Report Designer info frx Page 1 School Fund Single User Build Dev 002 MAYGOD HELPUS PRIMARY SCHOOL J Reports Bank Cash Amendments System Archive Help u 4 gt Hi 007 Cl e Receipt Payment USER BANK CASH User Account Transactions between 01 09 05 and 10 11 07 Transactions in User Account LOND London Visit Date 01 12 05 01 12 05 05 12 05 07 12 05 27 10 07 27 10 07 27 10 07 27 10 07 Name Parents Parents Staff Trf to ACORN 5 Aaron D Aaron D SMITH M I Desc TRIP FEES TRIP FEES REIMBURSEMENT TO HT sunflower coaches Trip fee ist insta 117996 Trip fee ist insta 117997 Int Trf London trip Int Trf London trip 117408 Tot
15. Sundry Creat CT 6124 40 Le Bank Cash 143 Bank Account Click on to select the Bank Account you Reconcile Bank wish to reconcile Statement NOTE Both Today s Balance and the Reconciled Balance will be shown These will be automatically updated as each Cheque Paying In Slip Transfer is selected 144 Select tick each Cheque Paying In Slip Transfer to be reconciled NOTE Use the All button to select all if appropriate 145 When the Reconciled Balance agrees with the Bank Statement press OK to confirm 146 Print If required a list of all Unreconciled entries from this Bank Account can be printed BANK TRANSACTIONS 2455 The Bank Account Transactions form can either display every transaction from a Bank Account or just those within a specified date range You also have the ability to e Cancel Paying In Slips or e View further details about each Paying In Slip such as which transactions were included The Bank Accounts are maintained and updated by Paying in Receipts writing cheques to individuals or for cash and making Bank transfers Informatics Computing Ltd 2004 2008 Page 37 VO8 29 01 08 Premier Voluntary Funds Bank Account Transactions E e LOL x ank Account ate Range rm WON 8 i Loun Lloyds Private Account D e Gate Show Detail Print Ge Specified Range 0109705 E 1071707 E Cancel Psie Date Ir Des Rec Ref Receipt Payment pi DALF
16. TRIPFEES Chg 8400 tenons Parents TRIPFEES Cash aoo tenons Parents TRIPFEES Ch Sen tenons Parents TRIPFEES Chg om 181006 Parents TRIPFEES Cash 3600 CS RN BN Payment To E Ge Cash C Cheque Reason Direct Debit Amount 0 00 Date oan 0 07 El Print Advice Slip 74 User Acct Select the account from the list NOTE The most recent Receipts and Payments for the selected User Account will be shown 75 Payment To Press the button and select the person organisation you wish to pay Informatics Computing Ltd 2004 2008 Page 21 V08 29 01 08 Premier Voluntary Funds Select Name class P IN FOCUS WIMBORNE SEAGULL THEATRE D EDUCA amp ADVENTU VICARAGE H RETAIL PHARMACY CCOM IN FRANCE CE OFFICE SUPPLIES Pa Ka r IG S S Ha z cn LI rod CI Ka fil E E E il R il El JAENA LTD Include Not in Use OK Cancel f NOTE If the person is not shown in the list press the Include Not in Usel button to show all those people organisations marked as not in use If the person organisation is still not shown they can be added using the Add button this opens the same form as System Add Modify Names 76 Reason Type in a reason for the payment 77 Amount Enter the amount you do not need to enter a minus 78 Date Enter the date paid 79 Cash Cheque Direct Credit Choose the appropriate radio button e Cash e
17. Transfer from B Ac JOUR TreJOUR 10 00 0 00 Dion fehequerorCash o cts woo H 101107 Suno Credit Pt 10111107 _ Sundry Credit Pow 0311 07 _ AVICARAGE uc BOOK ejos ang 0311 07 ACORNW BKN uge BOOK L7JD I0090 A0 271007 _ B mouth Advertiser pe Ma aeos 100 00 271007 TransferfromBiAcPBST Iipogt IL 109 2707 Opening Balance Adjustment Log 100 2707 Opening Balance Adjustment TBO 271007 Opening Balance Adjustment i OT 200 271007 Opening Balance Adjustment dL TF 1 00 241007 Opening Balance Adjustment 100 241007 Opening Balance Adjustment LI 409 24110107 1 00 290 007 Opening Balance Adjustment LI 1001 2010 08 _ Rothwell Printers WAe FLEE c103095 14400 2010 06 Macmillan Cancer Tr UST pe GENE lcroang4 20000 1811006 Sundycredit A Poea 19090 O 171006 _ UKMT LEEDS Utc GENE deos 2000 Balance of these transactions 19016 53 171037 45 152020 92 Close Bank Cash Bank 147 Bank Account Click on to select the Bank Account you Transactions wish to view 148 Date Range This defaults to Specified Range start date of current period but can be changed to display All Transactions if required 149 Balance of these transactions This is shown at the bottom of the form and is automatically updated depending on the date range It shows the balance of all Receipts minus all Payments SORT ORDER 150 The default sort order when
18. Tripfee 1stinstalment LOND 10o Clesse p 220807 GREENWOODS op istinstalment BEAU an P Jona P 20008 wacmilan Cancertr st macmiliancofee moming GENE KI 40000 P c103085 P Don me Rothwell Printers 1 invoice 11400 164 50 10 50 FLEE 144 00 P Cash P 8mons oer LC J EIMBURSE S HUNT HTAUTGENE 237 R R117964 isos oer pospone STAR esso P cash JE 18 10 06 Miss J Smith REIMBURSE PRIZES AND CJINHI 2074 DIR R117955 anon Parents rRiPFEEs LEES mm HEIR R117956 uonan Parents rRIPFEES LEES 22660 IT R R117863 Tam Parents TI rePFees EES om aj Clesse retains stat pospone sta ar2so Bj al Informatics Computing Ltd 2004 2008 Page 32 VO8 29 01 08 Premier Voluntary Funds Reports Print 118 A list of all cash and cheque transactions are shown Receipts Advice 119 R P Denotes either Receipt or Payment Slips 120 Ref Denotes either the Receipt Cheque number or cash transactions 121 Pr Transactions with a P have already been printed If you re print these transactions they will be marked as Duplicate 122 All other column headings are self explanatory 123 Select tick the transaction s you wish to print 124 Then press the Print button Informatics Computing Ltd 2004 2008 Page 33 VO8 29 01 08 Premier Voluntary Funds The Bank Cash Menu Reports Amendments System Archive Help Show Bank amp
19. essential hay we remind you that Cheques and Paying In Slips may not be cancelled after they have been archived ou are advised to take a list of the entries forthe period you intend to archive BEFORE proceeding with the archive itself Bank transaction lists can be obtained through the Bank Centre nag CURR Lloyds Private Account The earliest transactions in this account date from 06 09 00 Archive all entries up to LI SS Cancel Informatics Computing Ltd 2004 2008 Page 49 VO8 29 01 08 Premier Voluntary Funds Archive Archive 200 Select the Bank Account from which you will archive Bank Transactions transactions NOTE You will be shown the date of the earliest transaction that you Can archive 201 Archive all entries up to All transactions up to and including this date will be archived 202 Check Entries A message will be displayed informing you how many transactions will be archived Yoluntary Funds x IF you were to proceed 1179 transactions 2 would be archived Are vou sure vou wish to continue 203 Press Yes to continue or No to cancel VIEWING ARCHIVED BANK TRANSACTIONS 204 When using the BANK form the aggregated total of archived transactions will be shown as one transaction on the date of the archive 205 User account Receipt and Payment details that are no longer current by virtue of having been archived during a period end closedown are shown on th
20. for managing and maintaining all the receipts and payments through multiple bank accounts Premier Voluntary Funds continues the successful format of the other Premier Suite modules and provides schools with an easy to use way of administering the voluntary funds associated with school trips events dinners uniforms etc The look and feel is consistent with the other popular Premier Suite modules and therefore its user friendly interface helps ensure that Premier Voluntary Funds can easily produce the financial information required by any school office Premier Voluntary Funds is sure to make it easier to answer queries from parents by ensuring the administrator of the fund has greater control Premier Voluntary Funds is quick and easy to set up meaning you ll be off and running in no time at all Features e Know exactly the financial position of each trip or event at the click of a button e Manage multiple bank accounts and an unlimited number of User Accounts e Look and Feel consistent with the other Windows based Premier Suite modules e Student and class data imported from your pupil database e Easy to follow Period End procedures e Available in Single or Multi user versions e Easy to view analysis of payments receipts made by either cash cheque or direct debit e Automatically generates printed receipts for transactions if required e Transfer funds between different accounts e Quick lists and reports of paymen
21. for their Voluntary Fund The system comes with one such account already defined This is called CURR Current Account but you may change this name if you wish lf you have more than one bank account the system will let you create as many additional accounts as you wish You will need to add a unique code which remains fixed and an account name The account name normally includes the name of the bank itself and the type of account This information can be changed later if necessary CURR Lloyds Private Account loyds Journeys Account ortman B S France ortman B S America otman Miscellaneous Fund System Edit the CURR Current Account Name Add Modify Bank Accounts Highlight the CURR Current Account and press the Edit button Acct Name Change the name to one of your choice The account name normally includes the name of the bank Itself and the type of account This information can be changed later if necessary Press OK to save Informatics Computing Ltd 2004 2008 Page 9 VO8 29 01 08 Premier Voluntary Funds Add other Bank Accounts Press the Add button Code Enter a unique Account Code up to 4 characters This will remain fixed Acct Name Enter the Account name The account name normally includes the name of the bank itself and the type of account This information can be changed later if necessary In Use if you wish to use this account Not in Use if you don t CREATE US
22. individual User Account balances e Also as Global Opening Balances are held at the Bank they are not directly accessible if you wish to spend this money Therefore this option is useful if you want to move a global opening balance or part of it to increase the opening balance of a User Account Note that in this option the total of all the opening balances remain the same you are merely redistributing them Informatics Computing Ltd 2004 2008 Page 13 VO8 29 01 08 Premier Voluntary Funds Adjust or Transfer Opening Balances ioj x pions BIG C Adjust Global Opening Balance C Adjust User Account Opening Palanca Transfer Global User Acct Opening Balances Global Opening Balance 6148 22 User Alc oe Wc Opening Bal 0 Amount 0 00 Date 27 1 0 07 mg OK Close System Adjust Transfer Global User Account Opening Balances Opening Balances 26 The current Global Opening Balance will be shown 27 Select the appropriate radio button either Move from Global to U Ac or Move from U Ac to Global 28 Amount Enter the amount you wish to redistribute 29 Date Enter the date of the transfer 30 User A c Press the Y button and select the User Account that will be credited debited by the Amount 31 Press OK You will be informed if the adjustment has saved Yoluntary Funds x 1 Opening Balance Adjustment saved ADJUST BANK BALANCES if required Having entered the global balance
23. just the balance which is retained not the individual transactions User Accounts NOT selected will have their Closing Balance transferred to a Global Opening Balance and will start the new period with a zero opening position Opening Balances may be adjusted later as necessary Informatics Computing Ltd 2004 2008 Page 54 VO8 29 01 08 Premier Voluntary Funds 216 Click button to display a list of User Accounts that have a closing balance available for you to retain 217 Select tick the User Accounts required then press OK These balances will then be retained as opening balances in the new period STEP 6 PRINT FINAL REPORTS Print Final Reports 6 Lastly you ll now be presented with the FINAL Reports Income amp Expenditure Income and Expenditure Transferred to the next Period only if you have selected any Incomplete Handling Accounts Balance Sheet Statement of Turnover 218 Click button DH to automatically print these reports Note that copies of these reports are also saved in the folder on the hard disk where the data resides as ENDREP1 TXT ENDREP2 TXT if any Incomplete Handling Accounts have been selected ENDREP3 TXT and ENDREP4 TXT 219 Finally click Finish to close the form and continue working The Global Opening Balance for the new period is set to the closing balance for the period just ended plus or minus the total of balances that may have been retained by individual User A
24. when Students leave 190 Press OK to return to the Add Modify Names window Those Names which are Not in Use will be marked with an X El are ees p N FOCUS WIMBORNE Hi fal PP SEAGULL THEATRE o BGF AGE OFFICE SUPPLIES ACOR WW DEN ADJUST OPENING BALANCES Please refer to page 11 Informatics Computing Ltd 2004 2008 Page 46 VO8 29 01 08 Premier Voluntary Funds CHANGE PRINTER This can be used to change the printer used for the paa duration of your current session After closing and re opening Premier Voluntary Funds will revert back to your computer s default printer setting 21x Paper Size Ad w Source Default tray z M Orientation M Margins millimeters Portrait Left 5 Right 25 OK Cancel Printer TRANSFER BETWEEN USER ACCOUNTS Please refer to page 18 SET ACCOUNT GROUPS This route allows you to group accounts in the order shown in the Overall Summary Report and the User Account Balances report This is particularly useful as subtotals are shown for each group of accounts in the User Account Balances report Set Account Groups 0 x code Account Je D AFRO Apo ATHL Athletics meetings Coaches BCCA B moutn Centre Community arts Tac Bic cnigrens concen DD BKCS Book week Carole Schouten B00k aook Clubs and Book Fairs BuoDf Buday 1983 _ CASH Cash in Hand
25. 1 08 Premier Voluntary Funds AGGREGATED LIST REPORT This simply displays an aggregated list of receipts and payments for all people organisations in the selected User Account It also displays a balance to show whether the Account has broken even Aggregated Transactions in UAc LOND TF CORN S ron O arents WITH hd OU LI Lem OU ransters Totals 477 50 460 50 17 00 99 Print If you d like a printed report AMEND TRANS Amending Transactions Certain details of receipts or payments may be amended if they have been entered in error such as e the Name e the Reason e and the Date However other details may not be amended including e the Amount e the User Account e whether Cash or Cheque e andthe Receipt or Cheque number If any of these are wrong the transaction must be cancelled instead and re entered correctly Informatics Computing Ltd 2004 2008 Page 29 VO8 29 01 08 Premier Voluntary Funds Amend a Receipt or Payment Transaction X PAYMENT L BOOK Book Clubs and Book Fairs Date 03111107 Pavment To A VICARAGE Direct Debit For Harry Potter Ref 0100183 Paid from BiAc CURR Amt 4 59 AVICARAGE Date 0031 1 07 Harry Potter Reason for Amending Day OK Abandon 100 Highlight the transaction in the list that you wish to amend 101 Press the Amend Trans button 102 Details of the Receipt or Payment wil
26. 52 34 MOVEMENT IN PERIOD 3448 98 CLOSING BALANCE 18103 36 PLUS NET ADVANCE INCOME 969 13 REPRESENTED BY Cash in Hand 1694 35 Cheques in Hand 48 00 Lloyds Private Account 8944 72 Lloyds Journeys Account 29 37 Portman B S France 0 00 Portman B S America 0 00 Portman Miscellaneous Fund 8357 05 e Draft Statement of Turnover This is calculated as total receipts less the value of all Internal Transfers Note that receipts within Incomplete Handling Accounts if any are detailed on a separate line as Accrued Receipts in next period STEP 4 CONFIRM CLOSURE OF PERIOD Confirm Closure of Period Having seen the draft end of period reports above you may need to check and or adjust some of the figures If this is the case then you should make these amendments BEFORE proceeding with the closedown 213 Click button D to close this period or click Cancel to abort the process 214 You will be asked to confirm the Period Closedown Microsoft isual FoxPro E 2 Please confirm that this period really can be closed down as of 01 11 07 215 Select Yes to confirm closedown STEP 5 DEAL WITH OPENING BALANCES IN NEW PERIOD Deal with Opening Balances in New Period D After the period has been closed you now have the option of retaining the Closing Balance of any User Account s and holding it as the Opening Balance for that account for the new period Unlike the Incomplete Handling Accounts it is
27. 8 29 01 08 Premier Voluntary Funds Index A ACCOUNT e 47 leier ele 25 Add Modify Names a naaaanawan 45 Adjust Bank Palances 14 Adjust Global Opening Balance 11 Aggregated List Report 25 Amend Classes in Names File 44 Amending Receipts Payments 25 Amendments Menu 42 AD DCNOIX E 56 Archive Bank Transactions 49 ATCNIVE EE 49 B Backup Data 45 Bank Cash Menu 34 Bank Account Transactions Report 38 DANK ACCOUNIS eebe 9 Bank Transactions vas 37 C Cancellations Amendments Report 42 Cancelling Paying In Slips 38 Cancelling Receipts Payments 25 Cash EEN 40 Cash Transactions Report 40 Change Printer 47 D Delete Indexes a 45 Draw Cheque for Cash 35 E End of Period Closedomn 51 F Ee 25 G GOING Stared EE 6 Global Opening Balance 11 I Importing Student Names 15 L List Cancellations Amendments 42 List of Names Hepnort 48 Informatics Computing Ltd 2004 2008 VO8 29 01 08 M Movement of Summary Balance 56 N NEE ni 45 Names lee E 48 POV SOG ates eee ease 7 O Overall Summary aaa 24 P PassWord EE 7 Pay In Receipts to the Bank 34 ag ae RA 21 Print Multiple User Account Lists 31 Print Preview Toolbar
28. A User can change their own password at any time when using Premier Voluntary Funds by selecting System Change Password from the menu 2 9 Press OK you will be informed that the password has been SET ACCESS RIGHTS Each user can be allowed or denied access to Modify the Structure Enter Receipts Record Payments make Amendments and perform a period end Closedown By default a user has all these permissions granted unless you restrict them through this option 10 Highlight the User from the List of Users 11 Set the access rights as appropriate and press the Change Access Rights button THE DATA DIRECTORY 12 Vol Funds Data In Ensure this is set to the correct location VF DATA NAME This is the name of the School and will be displayed throughout Premier Voluntary Funds e g on reports Gi NOTE Once saved this cannot be amended 13 VF Data Name Enter an appropriate name 14 Press Save REG CHARITY NO 15 Enter Charity Number if appropriate Informatics Computing Ltd 2004 2008 Page 7 VO8 29 01 08 Premier Voluntary Funds SETTING UP THE SYSTEM Before you enter anything into Premier Voluntary Funds you must take the time to carefully fill in the information asked for on this worksheet It contains all that you need to set up Premier Voluntary Funds and will ensure that you get started in the quickest and best way possible When you have worked out these details follow the step by step instructio
29. Amend or Cancel Receipt or Payment transactions User Account Transactions Hites HO Ce All Current Transactions This Acct This Mame All Archived draneattane C Specified Range C 4 Transactions in Display 1425 T oa acct aen Leners Ser Rect Paman biz H E20807 A097 BEAL GREENWOOD 5 Tstinstallment 117 S66 5 00 0 00 E 20n oms FLEE RomwelPrmers eps 11400 15480 1080 damaged eech aano 20r10108 GENE Maemilan Cancertr macmilan coffee maring IL OBO ouf isos star st fhmasnow roes Poule ans renons etar bet jas none rase fe ssl Damelees parents Daems Jumaeboecle oam IL renons Lees Parems ez mas lo 990 eros wary Parents TRIPFEES nmaeboecle mul Taob Wary aen nem fe le zm IL renon fosc bai D oomcgsocne nmal le ms Dames Parens freres usa Poule zu LI renons wary Parems TRIPFEES 2 lo 3500 IL reno Lees fparents TRIPFEES Jurese Prozoo2 0 2980 Damelees Parents RIRES mess JE mam LI rerio INH WissJsmin REINBURSEPRZESANDCAROS ap Dames jemeursesHunraraumans lo aap arnon eene Tess CAKE 2ND PARENTS Eve STAFF 599 armors Gene UcwreeDe Fann owmufe zu renons eene fress omes ror PARENTE srar III aal enone bic Pus B oomgsocng mal e o LI Balance ofthese transactions 20621044 ZCODPD A3 249447 98 Close Reports User UNDERSTANDING VIEWS AND FILTERS Account Transactions Th
30. CELL CELLNET MOBILE PHONE cHaN CHANGING ROOMS COLLECTION CHAR Bank Charges andfor Interest cH s ChequesinHand CINE cinema vist Jeoufestiections DD conc concerts Summer and Caro CORF corts Caste Cancel System Set 191 All accounts that have not yet been grouped will appear at the top Account Groups of the list 192 Type in the appropriate number letter to match other user accounts e g 1 for all trios 2 for all Events and so on NOTE The Overall Summary and User Account Balances reports are sorted first by any Accounts that have not been assigned a grouping number letter They are then sorted by those accounts that have been grouped by a number letter 193 Click on OK to finish Informatics Computing Ltd 2004 2008 Page 47 VO8 29 01 08 Premier Voluntary Funds NAMES LISTING This route allows you to print out a list of students in each Class or User Defined List It also allows you to create d ET DTD All Names _joi xj a Print User Defined Lists This is extremely useful when C This Class creating groups of students not based around the class C This Year group e User Der List i they are associated with e g Exclude Not in Use SS as oe e an after school club ra Focus Wimborne e or trip that not all students are attending SIEGES Tc NG Tue DD This then allows you to monitor who in this group hasn t tee ln GZ EH
31. Cheque You will also need to choose the B Ac from which this cheque will be drawn The next Chq No will also be shown this can be changed if required Payment To Bimouth Advertiser BAC CURR Reason Publicite for trip it Chg No 103097 Amount 0 00 Date 27m O0 d Print Advice Slip fw e Direct Debit You will also need to choose the B Ac from which this payment will be debited Payment To Bmouth Advertiser Cash BIA CURR C Cheque Reason Publicite for trip e Direct Debit Amount 100 00 Date 27110 07 pes 80 Print Advice Slip Tick this checkbox if you would like a printed Advice slip 81 Press OK to save Informatics Computing Ltd 2004 2008 Page 22 V08 29 01 08 Premier Voluntary Funds The Reports Menu The Reports menu contains extensive reports many of which are further definable by the user Bank Cash Amendments System Archive Help Overall Summary USER BANK CASH User Account Balances User Account Transactions Print Multiple User Acct Lists Print Receipts Advice Slips THE PRINT PREVIEW TOOLBAR xl y kama First Page Go To Page Zoom Print Report Previous Page Next Page Last Page Close Report The Print Preview floating toolbar shown above can be docked on the main toolbar by clicking on the blue title bar and dragging it on to the main toolbar The docked Print Preview toolbar can be moved as shown in the example below de
32. ER ACCOUNTS A User Account is equivalent to an individual column in a manual ledger User Accounts may be created at any time as and when needed There is no effective limit to the number of accounts you may have but each one must have a unique code of up to four characters some schools use digits for the code so that each account has its own number The majority however prefer to use characters so that the codes may be more meaningful and identify their accounts more easily A User Account holds details of all transactions receipts payments or transfers relating to a single activity Examples within a school might be Donations Year 6 Museum Visit Ski Trip etc You must now create all User Accounts that you have listed on the worksheet above if they have an opening balance which is not zero You will be asked for both a code which remains fixed and a user account name which may be changed later if required p INT pL cos nm JH APRO Aprons THL CCA EAU Beaulieu Visit KCS OOK Book Clubs and Book Fairs ROW CATS catsTrip 911 99 I DD NO OO a ar a C X UI System Add User Accounts Add Modify User Accounts 8 Press the Add button 9 Code Enter the User Account Code up to 4 characters 10 Acct Name Enter the User Account name This may be changed later if you wish Sc 11 In Use if you wish to use this account Not in Use if you don t NOTE Use
33. Informatics Computing Ltd The Premier Suite Premier Voluntary Funds User Manual Premier Voluntary Funds Copyright Informatics Computing Ltd Version History ee er low UUU Informatics Computing Ltd 2004 2008 Page 2 VO8 29 01 08 Premier Voluntary Funds CONTENTS INTRODUC TION WE 5 GETTING STARTED pamana NAA a 6 SRE nres 6 AUN USER mea mah Ana a a a nn 6 Reset User Password a 7 DOU CGC oS RIONI E 7 ING DA MR O alee ea dada een aan asses annales encens 7 DA INU a AA 7 BENG UF THE SV TEN AA ANA AN AA AA 8 Logging In For The First Tme 9 Greate Bank ee E EE 9 Create User ACCOUNTS nana aan an ame amsn a orne 10 Enter Global Opening Balance If Any 11 Enter User Account Balances If Any 12 Transfer Global User Account Opening Balances If Any 13 Adjust Bank Balances If Required 14 Check Summary Balance 15 IMPORTING STUDENT NAMES Eet 15 RECEIPTS em AASA 16 ENTER CR a a 16 TRANSFER BETWEEN USER ACCOUNTS cccccssseccsssseeseeneeecesseeseensessenneeseenseesoans 18 PAYMENTS Tomm AASA 21 RECORD PAYMENT 22220 0am 21 THE REPORTS MENU WE 23 THE PRINT PREVIEW TOOLBAR E 23 OVERALL SUMMARY ZE 24 USER AOCOON EAN AG AA 24 USER ACCOUNT TRANSACTIONS USER 25 Understanding Views And Filters 4 25 omer GCN ela EE 26 Understanding The Column Headings aa 27 Who s Not Paid Report 28 Aggregated List Report ii 29 Amend Trans Am
34. RATULATIONS You are now ready to let Premier Voluntary Funds maintain your accounts while you take the rest of the day off IMPORTING STUDENT NAMES Please contact Informatics Computing Ltd for assistance Student names can be imported from your administrative database IT IS BEST TO HAVE YOUR NAMES IMPORTED BEFORE ENTERING NAMES BY HAND This is to help avoid the possibility of creating duplicate student name entries Informatics Computing Ltd 2004 2008 Page 15 VO8 29 01 08 Premier Voluntary Funds Receipts All receipts income are entered into this form whether they are cash cheques or direct credits A list of the most recent Receipts and Payments in the Period for the selected User Account are also shown You may find it helpful to record the receipts of some User Accounts against named individual students e g a trip for which regular instalments are received Other User Accounts may not need such a level of detail e g charity collections In these cases you can record the receipts against a more generic name such as Year 2 or Class 2MH A third option is to create a name specific to an activity e g Art Club or Cricket Group There are three stages to be completed for Receipts e Entering the Receipt transaction e Paying In to the Bank creating a deposit e Reconciliation with your bank statement Printing a Receipt can be done at point of entry or at any time thereafter ENTER RECEIPT
35. RT FOR PERIOD 01 09 05 TO 31 08 06 OPENING INCOME EXPENDITURE CLOSING APRO Aprons 0 00 705 04 423 00 262 04 BEAU Beaulieu Visit 0 00 0 00 BOOK Book Clubs and Book Fairs 0 00 1605 46 1605 55 0 09 ERIS BRISTOL TRIP 0 00 10185 00 10179 34 5 66 CONC Concerts Summer and Carol 0 00 1242 03 638 17 603 86 DISC Disco Pupils 0 00 0 00 e Draft Income and Expenditure Transferred to the next Period This report will only be shown if you selected some Incomplete Handling Accounts in Step 1 Income and Expenditure figures for Incomplete Handling Accounts include opening balances On confirmation of Period Closure individual transactions within these accounts will be available as if they had been entered in the next period lt Cash Amendments System Archive Help Payment USER BANK CASH 64 gt dt roox kille DRAFT INCOME amp EXPENDITURE TRANSFERRED TO NEXT PERIOD INCOME EXPENDITURE LOCK LOCKERS 2676 00 1706 87 LESS ADVANCE EXPENDITURE NET INCOME RECEIVED IN ADVANCE e Draft Balance Sheet NOTE the final balance position is calculated including the Incomplete Handling Accounts as Advance Income Expenditure Informatics Computing Ltd 2004 2008 Page 53 VO8 29 01 08 Premier Voluntary Funds Cash Amendments System Archive Help ele gt ot from pe S ES Jayment USER BANK C DRAFT BALANCE FOR PERIOD ENDING 31 08 06 OPENING BALANCES 215
36. Report Designer ctrilist frx Page 1 Inventory Control Multi User Version 007 Anywhe a 4 ROUTE Elie Reports Inventors Audit System Help ANYWHERE PRIT List of Selecte ID Loc Dep Type Description SeriabOrd Ni Informatics Computing Ltd 2004 2008 Page 23 V08 29 01 08 Premier Voluntary Funds OVERALL SUMMARY DA Reports Bank Cash Amendments System Archive Help _ s x Receipt Payment USER BANK CASH I4 4 m b gt i Jus el his amp Summary Balance for Period beginning 01 09 05 Receipts Payments Global Opening APRO Aprons BOOK Book Clubs and Book Fairs CONC Concerts Summer and Carol DISC Disco Pupils DONA Donations EVNT EVENTS This report shows the Receipts and Payments within the current period Only User Accounts used in the period are shown User Accounts that have not been grouped are shown at the top of the report in alphabetical order followed by those User Accounts that have been grouped The Global Opening balance at the beginning of the period is also shown along with the current Cash In Hand and Cheques in Hand figures Today s Bank Balance figures are also shown though not all of these funds may yet be reconciled The Control Totals at the foot of the report are provided purely as a means of ensuring that the system is in balance Should this ever prove not to be the case then a warning message is displayed which tells you how to re
37. School Premier Finance SalawManager Inventory 7 VoluntaryFunds Superman List of Users wol Funds data in Jew lastname Dames o RSR RER EEE r ata name Zs emm HO Add Hew User Modify Structure vw Change User Status y M Enter Receipts M Reset User Password Record Payments E Wake Amendments NM View Access History Close Year End M Delete Indexes Change Access Rights System Options Restore ol Funds Backup All Modules Close Copyright cc Informatics Computing Ltd 2005 05 Al Rights Reserved Access Rights SuperMan ADD NEW USER Voluntary Funds tab In SuperMan ensure the Voluntary Funds tab has been selected Next press the Add New User button User ID Enter the users unique ID This can be up to 3 characters and will be required when logging in to Premier Voluntary Funds Last Name Enter the users Surname First Name Enter the users Forename followed by OK Informatics Computing Ltd 2004 2008 Page 6 VO8 29 01 08 Premier Voluntary Funds RESET USER PASSWORD 6 Highlight the User from the List of Users 7 Press the Reset User Password buiton xl Enter new password Re enter new password OK Cancel 8 Enter and then re enter the users new password NOTE Valid passwords must be at least four characters long and can comprise of any combination of characters digits or symbols successfully changed NOTE
38. This Name First highlight a transaction from the list then use the This Name button to show all other transactions Rec d from or Paid To the same person organisation Then press All Names for all transactions to reappear number of transactions in the list with the same Account or Name the example above shows 8 filtered London Trip NOTE The Transactions in Display field will now show the Account transactions ions in Display 1425 84 This shows the total number of filtered transactions in the current view e g the total number of Current or Archived transactions or total number of transactions within a specified date range lranearct Iransact TRANSACTIONS IN DISPLAY OTHER GENERAL FEATURES SORT ORDER 85 The default sort order for any View when first opening the User Account Transactions is by Date 86 The current sort order is denoted by the BOLD column header 87 Click once on a different column heading to change the sort order to that column ascending 88 Clicking the currently sorted column header again will reverse the direction of sort from ascending to descending or vice versa 89 Changing the View will not by itself change the sort order Changing the View and changing the sort order are independent of one another IMPORTANT NOTE When sorting the Acct column it is then SA possible to move quickly to the required transaction by typing the first letter s of the User Account code You
39. able in both the Receipts or Payments forms Names can be entered in any format although you are advised to impose a structure on yourself in order to make searches more efficient Names can also be marked as Not in Use which will prevent them from appearing in picklists throughout the system Informatics Computing Ltd 2004 2008 Page 45 VO8 29 01 08 Premier Voluntary Funds This can also be used to individually change the class a student is a member of There may be occasions when you do not wish to record a receipt against a particular person e g a charity collection consisting of donations from many possibly unknown people Therefore to cater for these situations It is useful to add names such as Parents Year 5 Students etc For these special names it is preferable to leave the Class field blank System 186 Press the Add button to create a new name or the Edit button Add Modify Names to change an existing name Name Aaron D Class op Ge In Use Notin Use Ok Cancel 187 Name Enter the name as you would like it to appear 188 Class Enter the class name if appropriate NOTE Members of staff could be entered similarly but with the Class assigned as STAFF Businesses or outside organisations should leave the Class field empty 189 In Use Not in Use Select Not in Use to hide this name from picklists throughout the system NOTE This is useful
40. als for these transactions Informatics Computing Ltd 2004 2008 V08 29 01 08 117409 P102539 320 00 Page 31 Premier Voluntary Funds Reports Print 115 When you choose this report you are required to select as many Multiple User Acct User Accounts as you wish from the picklist Press OK after you Lists have ticked all the accounts you require User Account Picklist Coge Name Balance BOOK Book Clubs and Book Fairs BRIS BRISTOL TRIP BRO rownsea Island E F CHAN CHANGING ROOMS COLLE Ci oo COLL Joere Caste 90g cran cranbome vist 000 All None OK Cancel LD co 116 Select the required Date Range and press OK xl Select Date Range From 010905 To 101107 Cancel 117 Each Account list will start on a new page PRINT RECEIPTS ADVICE SLIPS Receipts or Payment Advice Slips can be printed here whether or not you chose to print at the time of entering the receipt or payment Duplicates can also be reprinted if required Print Receipts Payment Advice Slips E a LO x Rie Ret Pr Date Name Class Details me Received Paid a PE H R11 995 P 0911107 ACORNS TYYT disco DISC 5 00 U UU IT lr 1103686 P Gut Bmoutn Advertiser Publicityfortrip MARY 100 00 isem Long Aaron D met Tripfee 1stinstalment ouni 1 60 R R117a67 Tonn ANDREWwSP awT list instalment aepol ml lg usa p armor acorns rr Tout
41. can do the same with the Rec d from Paid to column Remember you can filter by Acct and Rec d from Paid to at the same time if required Informatics Computing Ltd 2004 2008 Page 26 VO8 29 01 08 Premier Voluntary Funds TOOLTIPS Actions Who s NOT Paid Aqoregated List Print Print the list of transactions as displayed Amend Trans Cancel Trans 90 Tool tips appear when you hover over buttons and will help you understand the functionality of each button 91 For example the tool tip above is shown when hovering over the Print button UNDERSTANDING THE COLUMN HEADINGS Most of the information shown in each column does not need any explanation however those columns that do are explained below RE KE VI z 0 00 4 99 toote2 jo so f 003086 ja f 10000 E E EE vol Joe NG e User Ref The receipt number e Bank Ref Either e Paying In Slip number e Cheque number e Direct Debit or Direct Credit reference e Type Either e D Direct Debit or Credit e C Cash e Q Cheque e T Transfer between accounts or names e Ark An A represents transactions from an earlier financial period that have now been archived ACTION BUTTONS 92 The Action buttons shown are dependent on the chosen Filter 93 Some Action buttons will be greyed out and therefore inactive when filtering by Name This Acct Action Buttons ames
42. ccounts Informatics Computing Ltd 2004 2008 Page 55 V08 29 01 08 Premier Voluntary Funds APPENDIX A Movement of Summary Balance This section demonstrates several different transactions and the effect on the Summary Balance 1 This is the position when Premier Voluntary Funds is first installed Summary Balance for Period beginning 01 09 07 Receipts Payments Global Opening O OU Cash in Hand 0 00 Cheques in Hand 0 00 Control Totals 0 00 0 00 2 This is the position after e The Current Bank Account is created e Global Opening Balance is adjusted from 0 to 550 System Adjust Opening __Balances This is split between Cash in Hand 50 and Current Account 500 Summary Balance for Period beginning 01 09 07 Receipts Payments Global Opening 550 00 Cash in Hand 50 00 Cheques in Hand 0 00 CURE Current Account 500 00 Control Totals 550 00 550 00 3 This is the position after e A User Account FARM has been created e A cheque for 5 is received and recorded as a Receipt against the FARM Account NOTE the Cheques in Hand has increased by 5 Summary Balance for Period beginning 01 09 07 Receipts Payments Global Opening 550 00 FARM Farm Visit 5 00 Cash in Hand 50 00 Cheques in Hand 5 00 CURR Current Account 500 00 Control Totals 555 00 555 00 Informatics Computing Ltd 2004 2008 Page 56 V08 29 01 08 Premier Voluntary Funds 4 This is the position af
43. ctify the position USER ACCOUNT BALANCES J Reports Bank Cash Amendments System Archive Help G xX Receipt Payment USER BANK CASH I 4 Un gt NM Jus el Ais amp User Account Balances for Period beginning 01 09 05 User Account Names Opening Receipts Payments Balance Aprons BIC Children s concert Book Week Carole Schouten Book Clubs and Book Fairs 1714 96 1715 05 CHANGING ROOMS COLLECTION Cinema Visit Concerts Summer and Carol 1242 03 638 17 This is a more detailed report which shows all active User Accounts regardless of whether they have been used or not in the period Again User Accounts that have not been grouped are shown at the top of the report in alphabetical order followed by those User Accounts that have been grouped Grouped User Accounts have the added advantage that they will have subtotals The report contains the Opening User Account balances retained from the previous period added to the Receipts to date minus the Payments which leaves the remaining Balance for each account Informatics Computing Ltd 2004 2008 Page 24 V08 29 01 08 Premier Voluntary Funds USER ACCOUNT TRANSACTIONS HE This is an extremely powerful form which contains a lot of user definable reporting information It is highly recommended that you allow some time to experiment with the functionality to fully understand its capabilities This form also gives you the ability to
44. d Gi NOTE Use the All button to select all if appropriate 180 Press OK to confirm the selected items will be unreconciled AMEND CLASSES IN NAMES FILE This is a useful form particularly at the beginning of each academic year It can be used to easily promote all the children from one class to the next All occurrences of the old class will be changed into the new class As a class of students leaves it is advisable to rename the class e g to LEFTO7 which indicates the year of leaving When renaming classes it is extremely important to deal with the oldest age group first e g the leavers Then each lower group can move into the gaps created by the previous promotions If you try this the other way round moving all Year 1 to Year 2 then all Year 2 to Year 3 then all Year 3 to Year 4 you will end up with the entire school in the same year at the top of the school Amendments 181 Class Displays all classes containing at least one student Amend Classes in 182 No The number of student in each class Names File 183 Click on the Class to be amended to display the Amend Class Name window x Change SLAM Ok into Cancel 184 Into Enter the new name that this class will change into 185 Press OK to save the change All students will now automatically become a member of this new class Informatics Computing Ltd 2004 2008 Page 44 VO8 29 01 08 Premier Voluntary F
45. e The Amendments menu can be used to e View a dynamic list of cancellations or amendments e Unreconcile Bank Statement entries e Promote children from one class to another Amend Classes in Names File LIST CANCELLATIONS AMENDMENTS An audit trail displaying a list of all Receipts Payments or Direct Debit Credit transactions that have either been cancelled or amended within a given date range List of Cancellations and Amendments d Oj x ilter ate Range Ge Cancelled and Amended C All Transactions Cancellations only Ge Specified Range Print Amendments only 01m t07 al EIERE DelDate By Reason Tran Date Uiac Name Dese UserRef BankRet Amount a We 0212707 manfinconectreason Dap SK fstat MARIEHOWEL FUEL ANDP a ee sert Je 0211207 man wrong booktitle 03 1 07 BOOK _ AVICARAGE Harry Pottera zept oos 428 c 1011107 manfentered in error Dong Conc l Seagul Theat Refund ee TL 80 00 Je 101107 manfentered in error 27 09 06 INTE HSBCPRIVATE interestto26sep ein Joo 183 HA 1011107 man wrong booktitle 031107 BOOK AVICARAGE HarryPotter zen oos 499 CS NEE PE AE PQ PS E BE Amendments List FILTERS DATE RANGE SORT ORDER Cancellations Amendments 172 Select the appropriate Radio Button to display e All Cancelled and Amended Transactions e Cancellations only e Amendments only 173 Date Range This defaults to Specified Range start date of current
46. e Bank transaction list as Payee and U Ac details archived Bank Account Transactions O x Bank Account Date Range Actions S CURR Lioyds Private Account a Mens aclons Show Detail Print il e Specified Range Jorge TY CH 02112107 _CancelPsi e ERC F 13 09 00 Balance of archived items ARCHIVE 709 84 0 00 15 09 00 Payee and UAc details archived D100044 10 20 Informatics Computing Ltd 2004 2008 Page 50 VO8 29 01 08 Premier Voluntary Funds END OF PERIOD CLOSEDOWN The accounting Period can last for any length of time Often it is at the end of 12 months which may be in line with the academic year Sept Aug Some schools may run on a financial year Apr Mar whilst others may use a calendar year One of the advantages of Premier Voluntary Funds is that you can continue to enter transactions which relate to the next financial period even though the current period has not yet been closed Many of the Specified Date Ranges in other forms automatically default to the current period Therefore closing down a period is a useful way of hiding transactions from the default view They can always be displayed again by changing the date range You may go through the period end process at any time This allows you to produce draft income amp expenditure and balance sheet reports without actually proceeding to close down You do not have to reconcile all bank t
47. e Views and Filters crucially control the information that is displayed and printed It is important that you understand how to use these options and therefore it is advisable to spend some time familiarising yourself with their functionality ters MIEY Ge All Current Transactions This Acct This Name e Al Archived Transactions C Specified Range C Aj Transactions in Display 1425 VIEWS All Current Transactions All Receipts Payment and Transfers in the current period All Archived Transactions This is inactive until transactions have been archived It displays only the archived transactions Specified Range C All Current and Archived Transactions within a specified date range Informatics Computing Ltd 2004 2008 Page 25 VO8 29 01 08 Premier Voluntary Funds FILTERS Ge All Current Transactions A All Archived Transactions C Specified Range C A Date Acct Rec d from Paid to Description P 21W07 LOND Aaron D Int Te London trip 1st installimet 271007 LOND Aaron D Trip fee 1st installment WO LOND ACORN S Trip fee 1stinstallrnent 82 All Accounts First highlight a transaction from the list then use the This Acct button to show all other transactions with the same User Account Then press All Accts for all transactions to reappear 83
48. e will reduce This Balance will increase Relating to ACORN S mar 52 User A c FROM Select the account whose balance will reduce 53 User A c TO Select the account whose balance will increase 54 Relating to Select the person to whom this transfer relates 55 Ref Enter a reason for this transfer 56 Date Enter a date for the transfer 57 Amount Enter the amount to transfer 58 Press OK Receipt for 2 people Different Accounts User Account Transfers UEL x Type of Iranmstor C Different Accounts No Name attached C Receipt for 1 person Different Accounts t Receipt for 2 people Different Accounts Receipt for 2 people Same Account SET Accounts User Ac FROM Loun SS User AC TO MUFT El London Visit MUFTI DAY Balance 17 00 Balance 0 00 This Balance will reduce This Balance will increase From TYYT DEN 59 User A c FROM Select the account whose balance will reduce 60 User A c TO Select the account whose balance will increase 61 People FROM Select the person to transfer from 62 People TO Select the person to transfer to 63 Ref Enter a reason for this transfer 64 Date Enter a date for the transfer 65 Amount Enter the amount to transfer 66 Press OK Informatics Computing Ltd 2004 2008 Page 19 VO8 29 01 08 Premier Voluntary Funds Receipt for 2 people Same Account User Account Transfers Ioj x Type of Iranster
49. el Informatics Computing Ltd 2004 2008 Page 34 VO8 29 01 08 Premier Voluntary Funds Bank Cash Pay In 125 Click on to select the Bank Account Receipts to Bank 126 Paying In Slip No The next number is shown This can be changed if required 127 Date Either accept or overtype the Date 128 Select tick all cheques to be paid in on this paying in slip NOTE Use the All button to select all cheques shown The No of Chqs Selected and Value of Cheques will All fx None Value of Cheques 4 99 Pay in All cash Cash Available 35 20 Cash to payin U UU Total to Pay In 4 99 129 Cash to pay in This will default to 0 00 although this can be changed to any figure up to the amount shown in Cash Available 130 Pay in All Cash will move the whole amount of Cash Available to be paid in 131 Total to Pay In You should check that this figure is correct 132 Press OK to confirm NOTE This paying in slip number will now be waiting to be reconciled in Bank Cash Reconcile Bank Statement DRAW CHEQUE FOR CASH A cheque can be drawn for cash Doing so will increase the Cash in Hand balance and reduce the Bank Account balance SES Bank afc Lloyds Private Account Balance 24063 77 Revised 24063 77 Date 10711707 F Chg Mo 103098 Amount 0 00 Cancel Bank Cash Draw 133 Click on to select the Bank Account Today s Balance will Cheque for Cash be shown 134
50. ending Transactions 29 Cancel Trans Cancelling Transactions 30 PRINT MULTIPLE USER ACCOUNT STI 31 PRINT RECEIPTS 7 ADVICE SEP ier R E EE 32 THE BANK e eh UE 34 SHOW BANK 8 CASH GAANGEN 34 EE 34 DHAN CHEQUE PORC NAG a Base PO haaa haan AALAGA 35 TRANSFER BETWEEN BANK ACCOUNTS 2100 nananannanananananawwanananaananasananansanananananaana 36 H CONCI E BANKO PATEMEN eege 36 Informatics Computing Ltd 2004 2008 Page 3 V08 29 01 08 Premier Voluntary Funds BANK TRANSACTIONS BS 37 Show Detail For Paying In Slips 38 Cancel Pslip Cancelling Paying In Slips 0 0 0 cccccecccseeeeceeeeseeeeeseeeeseeeesseeeesaeees 39 Print Bank Account Transactions Heport 39 CASH TRANSACTIONS DAS 40 Prin Cash Transactions Ona NANANA NANANA NA AA 41 THE AMENDMENTS MENT GA NP ASOP A GANSA 42 LIST CANCELLATIONS AMENDMENT aaa 42 Print List Of Cancellations Amendments aa 43 UNRECONCILE BANK STATEMENT CNTHIEG a 43 AMEND CLASSES IN NAMES FILE nna a amba AANO AA AA NG 44 THE SYSTEM MENU ANA AA AA ee eee ern 45 EE 45 BACKUP DATA ninn kn n aaa 45 ADD MODIFY USER ACCOUNTS uu ccsssccccccsseccccccceeeceessececcesseeeeesassecsssseecessaeeesessans 45 ADD MODIFY BANK ACCOUNTS ucccsssecccccssnceccecceececeessececsesseeeecesseeeecessaeeseessaesseesans 45 ADD Ee 45 ADJUST OPENING BALANGES Eeer 46 CAANGE PANA AA AA AA AA AA 47 TRANSFER BETWEEN USER ACCOUNTS uuu cccsscccccsssececescanese
51. eseaneeeeesaaneeesssaaesessanaass 47 SET ACCOUNT GROUPS wicvicicitnnavictinasndiitenentadionnnucedenntiadieanns setleensandinsauniedeearaidlneanndatanes 47 NAME LISING E 48 PEARLS EO E 48 Create User Defined List Een 48 THE ARCHIVE MENU eege 49 ARCHIVE BANK TRANSACTIONS E 49 END OF PERIOD Ee 51 Step 1 Select Incomplete Handling Accounts sanawaanananannnnananannaaasanana nn 52 9160 2 Set Date For CI0SETOWN E 52 Step 3 View And Print Draft Reports VV 53 Step 4 Confirm Closure Of Period 54 Step 5 Deal With Opening Balances In New Period cccseececeeeeeeeeeeeeeeeeaeeeens 54 Se 6 PAF e Ee bo a nn 55 APPENDIX A MOVEMENT OF SUMMARY BALANCE EEN 56 INDE E E E E E E 58 Informatics Computing Ltd 2004 2008 Page 4 V08 29 01 08 Premier Voluntary Funds Introduction Voluntary funds often provide schools with a substantial additional source of income Although such funds are not public money the standards for the guardianship of these need to be as rigorous as those for the administration of the school s delegated budget Audit Commission Report Maintaining a record of private voluntary unofficial funds manually using a cashbook or spreadsheets has never been an easy task and is generally very time consuming Premier Voluntary Funds now removes the hassle from administering your voluntary fund and will help to reduce the administrative workload It provides an invaluable tool
52. first opening the Bank Account Transactions is by Date 151 The current sort order is denoted by the BOLD column header 152 Click once on a different column heading to change the sort order to that column ascending 153 Clicking the currently sorted column header again will reverse the direction of sort from ascending to descending or vice versa SHOW DETAIL for Paying In Slips Transactions that were included on a Paying In Slip can be shown 154 Highlight a Paying In Slip transaction from the list and press the Show Detail button Informatics Computing Ltd 2004 2008 Page 38 VO8 29 01 08 Premier Voluntary Funds Entries on Paying In Slip P102604 x Date 10 1 1107 Bank Acct CURR Lioyds Private Account Reconciled Paying In Slip No P1 02604 Amount 4 99 CORNS BOOK 155 Individual Receipt transactions will be shown 156 Print if you d like a printed record of the transactions included on each Paying in Slip CANCEL PSlip Cancelling Paying In Slips 157 Highlight a Paying In Slip transaction from the list and press the Cancel PSlip button Delete Paying In Slip P102604 ks x Date 10 11 07 Bank Acct CURR Lloyds Private Account Reconciled Paying In Slip No P102604 Amount 4 99 CS RS Ka Delete 158 Full details about the Paying In Slip will be shown 159 Delete will cancel the Paying In Slip School Fund 160 Press Yes to confirm NOTE
53. l be shown in the top half These details cannot be amended directly from here Only details in the lower half can be amended 103 Name lf required press and select a different person from the list 104 Date Press to amend if required 105 For Amend the Description of the transaction if appropriate 106 Reason for Amending You must enter a reason for amending this transaction 107 Press OK Yoluntary Funds l x P Please confirm amendment 108 Select Yes to confirm the amendment CANCEL TRANS Cancelling Transactions Transactions may be cancelled if they have been entered in error However you should consider the points below Payments e lf a Cheque Payment has been reconciled it must be unreconciled before the transaction can then be cancelled e Transactions that have subsequently been archived cannot be cancelled Receipts e f a Cheque Receipt has been included on a Paying In slip and reconciled it must be unreconciled first before the paying In slip can be cancelled The transaction can then be cancelled as well e You will receive a warning message if cancelling a Cash Receipt will cause the Cash in Hand balance to become negative Informatics Computing Ltd 2004 2008 Page 30 VO8 29 01 08 Premier Voluntary Funds Cancel a Receipt or Payment transaction Ei PAYMENT LAC Book Book Clubs and Book Fairs Date 03111107 MICARAGE Direct Debit For Harry
54. le cheque which covers payment for two people for different activities e When you have received a single cheque which covers payment for two people for the same activity The standard transfer is between two User Accounts without reference to a name System Transfer Different Accounts No Name attached between User Accounts Type of Transfer Ce Different Accounts No Name attached Receipt for 1 person Different Accounts Receipt for 2 people Different Accounts Receipt for 2 people Same Account Sen Accounts User Att FROM Ei User Aic TO Bal Balance s Balance i This Balance will reduce This Balance will increase Pople 46 User A c FROM Select the account whose balance will reduce 47 User A c TO Select the account whose balance will increase 48 Ref Enter a reason for this transfer 49 Date Enter a date for the transfer 50 Amount Enter the amount to transfer 51 Press OK Informatics Computing Ltd 2004 2008 Page 18 VO8 29 01 08 Premier Voluntary Funds Receipt for 1 person Different Accounts User Account Transfers IOl X Jupp of Transfer Different Accounts No Name attached Ge Receipt for 1 person Different Accounts C Receipt for 2 people Different Accounts Receipt for 2 people Same Account Sen Accounts User Air FROM LonD mi User Air TO MUFT SS London Visit MUFTI DAY Balance 17 00 Balance 0 00 This Balanc
55. ncel 209 Tick appropriate User Accounts or press Cancel if no Accounts are required You will then move to Step 2 STEP 2 SET DATE FOR CLOSEDOWN Set Date for Closedown D BO pea Next you must define the closing date for the current period This does not mean that you MUST close down You may decide just to view the end of period reports without proceeding to close the period You will be informed of the possible range of dates for closure Informatics Computing Ltd 2004 2008 Page 52 VO8 29 01 08 Premier Voluntary Funds 210 Click button 2 to enter the closing date for the period You can either use the Calendar or type in a date and press the lt Enter gt Key or click on an empty space on the form 211 You will then move to Step 3 STEP 3 VIEW AND PRINT DRAFT REPORTS View amp Print Draft Reports a 212 You will be presented with 3 reports or 4 if there are any incomplete handling accounts Click button to view them and Print each report if necessary as they are displayed e Draft Income and Expenditure Individual transactions within the User Accounts on this report will be archived when the Period End Closure is confirmed NOTE User Accounts selected as Incomplete Handling Accounts in Step 1 will be missing from this report Cash Amendments System Archive Help ayment USER BANK CASH LES e gt pl 1002 7 Ws Gi DRAFT INCOME amp EXPENDITURE REPO
56. ns on pages 9 to 15 to set up Premier Voluntary Funds WORKSHEET Eh Sweat Dare io b Global Opening Balance Cash Balance User Account Balances Bank Balances Code Name Code Name Notes All balances above should show the position on your chosen start date a You should exclude any unpresented cheques These may be entered later You have three options e Some schools choose to show their entire balance as a global opening balance and let all User Accounts start at zero e Others leave the global balance at zero and assign a starting position to one or more User Accounts e A third option is to assign some of the opening balance to various User Accounts and leave the remainder as a global opening balance The total at X MUST be equal to the total at Y DO NOT PROCEED BEYOND THIS POINT UNTIL Total X Total Y Informatics Computing Ltd 2004 2008 Page 8 V08 29 01 08 Premier Voluntary Funds LOGGING IN FOR THE FIRST TIME Voluntary Fund icon Enter the start date of the first accounting period 16 Open Premier Voluntary Funds either from the Start menu or the Desktop icon 17 Before the program has been used for the first time you will be asked to enter the start date of the first accounting period Type in J the Start Date you have written at the top of your worksheet NOTE You cannot enter a date in the future CREATE BANK ACCOUNTS Many smaller schools operate with a single bank account
57. ons 163 Select the appropriate Radio Button to display e Receipts amp Payments e Receipts only e Payments only 164 Date Range This defaults to Specified Range start date of current period but can be changed to display All Transactions if required 165 Balance of these transactions This is shown at the bottom of the form and is automatically updated depending on the date range It shows the balance of all Receipts minus all Payments SORT ORDER 166 The default sort order when first opening the Cash Transactions is by Date 167 The current sort order is denoted by the BOLD Header Informatics Computing Ltd 2004 2008 Page 40 VO8 29 01 08 Premier Voluntary Funds 168 Click once on a different column heading to change the sort order to that column ascending 169 Clicking the currently sorted column header again will reverse the direction of sort from ascending to descending or vice versa PRINT Cash Transactions Report 170 Select an appropriate Filter Date Range and Sort the columns until the cash transactions are shown in the order you require Then press the Print button 171 The list of cash transactions will be shown Informatics Computing Ltd 2004 2008 Page 41 VO8 29 01 08 Premier Voluntary Funds The Amendments Menu Reports Bank Cash Amendments System Archive Help List Cancellations Amendments Unreconcile Bank Statement Entries Kai Amend Classes in Names Fil
58. period but can be changed to display All Transactions if required 174 Sort Order li is possible to sort some of the column headings which is useful when trying to find a certain transaction Informatics Computing Ltd 2004 2008 Page 42 VO8 29 01 08 Premier Voluntary Funds COLUMN HEADINGS EXPLANATION 175 Most of the column heading shown are self explanatory however to avoid confusion they are listed below Untitled C for cancelled transactions and A for amended Del Date Date transaction was cancelled or amended By The User who made the change Reason The reason for the cancellation or amendment Trans Date Date of the original transaction U Ac The User Account affected Name The name of the person organisation used in the Receipt or payment transaction Desc The description of the original transaction not the amended description Untitled P for Payment or R for Receipt Untitled C for Cash D for Direct Debit Credit or Q for Cheque User Ref Receipt number Bank Ref Either the Cheque number or Direct Debit Credit number Amount PRINT List of Cancellations Amendments 176 Select an appropriate Filter Date Range and Sort the columns until the transactions are shown in the order you require Then press the Print button 177 The list of cancelled and amended transactions will be shown UNRECONCILE BANK STATEMENT ENTRIES If required an
59. r Accounts that are Not in Use are shown with an Informatics Computing Ltd 2004 2008 Page 10 VO8 29 01 08 Premier Voluntary Funds ENTER GLOBAL OPENING BALANCE if any Opening balances are generally set when you first start to use Premier Voluntary Funds The balances for subsequent years will be automatically adjusted and carried forward by the Period End Closedown procedure It may occasionally be necessary to use this routine to make adjustments in line with audit requirements Therefore use this option to either set the initial balances or to make an adjustment later on The Global balance is not assigned to any User Account but the funds are held in Bank Account s or as cash Following the Worksheet above you should use this option if e Your school has chosen to show the entire balance as a global opening balance and let all User Accounts start at zero or e Your school has chosen to assign some of the opening balance to various User Accounts and leave the remainder as a global opening balance Please check that you have already setup all the Bank and or User Accounts that you need to hold these balances lf your starting position includes an amount at b above reflecting a sum that will NOT be assigned to an individual User Account you should adjust the Global Opening Balance here RE Info pions f Adjust Global Opening Balance C Adjust User Account Opening Balances C Transfer Global
60. ransactions before closing Before closing you may wish to have printed copies of all detailed reports such as e User Account Transaction Lists UA e e Bank Account Transaction Lists e Cash Transaction Lists e Unreconciled Bank Entries Bank Cash Reconcile Bank Statement Period End Closedown for Period beginning 01 09 05 xj Select Incomplete Handling Accounts SS Set Date for Closedown View amp Print Draft Reports 3 Confirm Closure of Period 4 Deal with Opening Balances in New Period 45 Print Final Reports 6 Transactions from Handling accounts which are not yet complete may be carried over en bloc to the next period In these cases the value of Receipts and Payments are treated as advance income or expenditure in the next period Generally you should only expect to have a small number of accounts CLICK BUTTON 1 to select User Accounts to treatin this way if any Archive End of 206 All outstanding cheques must be paid into the bank before the Period Closedown period can be closed down If not you will receive the following message Informatics Computing Ltd 2004 2008 Page 51 VO8 29 01 08 Premier Voluntary Funds Closedown Advice x There are some outstanding cheques that are waiting to 1 be paid into the bank You can still work through the early stages and produce draft reports but you will not be given the option to close down the period until the
61. se cheques have been dealt with 207 Press OK to continue with Step 7 of the Closedown procedure STEP 1 SELECT INCOMPLETE HANDLING ACCOUNTS Select Incomplete Handling Accounts D Transactions from Handling Accounts User Accounts which are not yet complete may be carried over en bloc to the next period e g an extended visit or trio where the money has been partially collected in one financial year and then will be completed in the next This is unused in many smaller schools In these cases the value of Receipts and Payments are treated as advance income or expenditure in the next period Generally you should only expect to have a small number of accounts which are not complete Individual transactions within these accounts will be available as if they had been entered in the next period This is equivalent to accruals and prepayments 208 Click button D to select the User Accounts to be treated as incomplete handling accounts User Account Picklist xl code Name Balance DE APRO Aprons 354 04 D art wm TI 055 E ATHL athletics Meetings Coachel 0 00 E 8cca Bmouth Centre Community 0 00 E BEAU Beaulieu vist f 509 J Bic _ BIC Children s concert 60 05 E BkC8 Book Waek Carole Schout 0 00 E B00k B0ok Clubs and Book Fairs Aa M BRIS BRISTOLTRIF TI 5455 IT BROWBrownsea Island 6 05 IT BUDO Buddy 1993 ood IT Gate Cats Trip 911 83 TI 605 CELL CELLNET MOBILE PHONE 0 00 OK Ca
62. ter e The FARM Account receives 10 in cash total receipts now 15 NOTE The Cash in Hand increases from 50 to 60 Summary Balance for Period beginning 01 09 07 Receipts Payments Global Opening 550 00 FARM Farm Visit 15 00 Cash in Hand 60 00 Cheques in Hand 5 00 CURR Current Account 500 00 Control Totals 565 00 565 00 5 This is the position after e A 50 cheque Payment from the Current Bank Account has been made e Payments from FARM User Account therefore increase from 0 to 50 e Current Bank Account balance reduces from 500 to 450 NOTE The overall Control Total remains unchanged at 565 Summary Balance for Penod beginning 01 09 07 Receipts Payments Global Opening 550 00 FARM Farm Visit 15 00 50 00 Cash in Hand 60 00 Cheques in Hand 5 00 CORR Current Account 50 00 Control Totals 565 00 565 00 6 This is the position after e Cheque for 5 paid into the Current Account Therefore Cheques in Hand reduce from 5 to 0 e 20 Cash paid into the Current Account Cash in Hand reduces from 60 to 40 e Current Account balance also increases from 450 to 475 NOTE This has no effect on the overall Control Totals Summary Balance for Period beginning 01 09 07 Receipts Payments Global Opening 550 00 FARM Farm Wisit 15 00 50 00 Cash in Hand 40 00 Cheques in Hand 0 00 CURR Current Account 75 00 Control Totals 565 00 565 00 Informatics Computing Ltd 2004 2008 Page 57 V0
63. tive amount or select Reduce U Ac Balance if the Total Adj for the selected User Account will be entered as a negative amount Tot Adj Enter the individual opening User Account balances from the worksheet you do not need to use a minus sign here for negative amounts Date Enter the Start Date a from the Worksheet User A c Press the 222 button and select the User Account that will be credited debited by the Tot Adj amount Bank A c Press the Y button and select the Bank Account that will be credited debited by the Tot Adj amount Press OK You will be informed if the adjustment has saved Yoluntary Funds x 1 Opening Balance Adjustment saved 25 Repeat this for all other User Accounts on your list TRANSFER GLOBAL USER ACCOUNT OPENING BALANCES if any If you have followed the steps above and entered an opening Global balance and or entered opening User Account balances it is unlikely that you will need this step This step should only be followed if e Your school has chosen to show all or some of their balance as a Global Opening balance but you now wish to redistribute all or part of this amongst your User Accounts or e Your school has chosen to assign a starting position to one or more User Accounts but you now wish to redistribute all or part of this to the Global Opening balance For example e This is useful to correct any errors mistakes between the Global Opening balance and the
64. transactions when they are no longer required The information that needs periodic archiving relates to Bank Account transactions and Cashbook transactions User Account transactions are archived during the End of Period Closedown The closedown process also archives most of the Cashbook transactions Bank Account transactions can be archived separately at any point This process also archives the remaining cash transactions not dealt with by the End of Period Closedown ARCHIVE BANK TRANSACTIONS Archiving the transactions in a selected Bank Account is NOT essential however it may be useful on a periodic basis to clear the database of old entries and to perhaps improve the speed of access to current information Cheques and Paying In Slips cannot be cancelled after they have been archived Note that only reconciled bank transactions will be archived Any unreconciled entries remain to be archived on a future occasion Because this is a non reversible operation it is Suggested that you print a list of the transactions in the relevant account for the period you intend to archive BEFORE proceeding with the archive itself These transactions can be printed from the Bank Cash Bank Transactions menu Archive Bank Account Transactions x Archiving the transactions in a selected Bank Accountis useful on a periodic basis to clear the files of old entries and to perhaps improve the speed of access to current information but itis by no means
65. ts received including who hasn t paid e A variety of reports allow information to be produced quickly e Simple reconciliation of bank statements with printed report e Reconciled and today s balance shown in simple to use bank reconciliation screen Informatics Computing Ltd 2004 2008 Page 5 VO8 29 01 08 Premier Voluntary Funds Getting Started Once Premier Voluntary Funds has been installed you will need to complete the following processes to ensure you get started in the quickest and best way possible SUPERMAN If you are not running any of the other modules within The Premier Suite you will not have SuperMan installed Therefore you should use Premier Voluntary Funds System Manager instead The procedure for Superman and Premier Voluntary Funds System Manager are almost identical SuperMan is a separate program which incorporates various management functions In particular SuperMan controls the management functions of the Premier Finance Salary Manager Inventory Control and Premier Voluntary Funds modules It controls the setting up of new users for each installed module and allows changes to their Access Rights and resetting of individual User passwords for different modules It enables users to Clear the Flags and set or change all data directory locations Access to Premier Voluntary Funds can be restricted to authorised personnel only The Premier Suite of Programs Superman Module E SES Clutton
66. unds The System Menu The System Menu performs some of the set up functions in Premier Voluntary Funds Careful consideration should be taken when using any of the options in the System menu Reports Bank Cash Amendments System Archive Help Receipt Dent Delete Indexes Backup Data AddiModify User Accounts Add Modify Bank Accounts AddiMadifs Names Adjust Opening Balances Change Printer Transfer between User Accounts Set Account Groups Names Listings DELETE INDEXES If you suspect there to be a problem with your database deleting and rebuilding the indexes can often correct any problems you may have been experiencing With the Multi user version you must be the only user logged in else this routine is greyed out Deleting the Indexes does not cause any harm to your system BACKUP DATA This creates a backup of your Premier Voluntary Funds data dbf files to the following folder usually located on a network drive PVF BACK You do have the opportunity to change the backup location if required A message is displayed when the backup is complete With the Multi user version you must be the only user logged in else this routine is greyed out ADD MODIFY USER ACCOUNTS Please refer to page 10 ADD MODIFY BANK ACCOUNTS Please refer to page 9 ADD MODIFY NAMES The Names file contains all the people students businesses from whom or to whom you will receive or pay money therefore avail
67. y reconciled bank statement entry can be unreconciled i Unreconcile Bank Statement yg yy 215 35 ank Account Today s Balance 2245077 SE CURR Lloyds Private Account Reconciled Balance 17795 60 101 07 Transfer from BIAC JOUR Tr JOUR 10 00 0 00 T Dunn Transfer from CASH JO1m09 JI nm fe font Sundry Credit JE LI agg Toon JAVICARAGE WAcBOOK st 4 99 wann ACORNW ou upcpoog JD ao nun lemouth Advertiser UACMARY CT 08096 100 00 TF Lann Transfer from BiAe PBST PBST 1 00 FT 27 09 06 HSBCPRIVATE QACINTEY 21001 1 1 93 LP 270906 HSBC PRIVATE pe D 00976 193 DE 260906 Toun Credit 3454 50 ooo 21 09 06 HSBCPRIVATE uch oae 400 E 210806 Sundry Credit dt 198700 LC Gogo Femdown Middle zc WACGENE JC 63086 20 06 06 Mrs Burn UAC LEES emmer ua Sunde Creat ees 20676 E 50906 Transferto casH 0806 5ng DI fiamwama England Net Assoc WIACGENE 0862 f 3560 DI 140906 Rothwell Printers WAcFLEE Joe 898 80 y Informatics Computing Ltd 2004 2008 Page 43 VO8 29 01 08 Premier Voluntary Funds Amendments 178 Bank Account Select the appropriate Bank Account to Unreconcile Bank unreconcile Statement Entries NOTE Both Today s Balance and the Reconciled Balance will be shown These will be automatically updated as each Cheque Paying In Slip Transfer is selected 179 Select tick each Cheque Paying In Slip Transfer to be unreconcile

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