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Fall 2006 STIBookkeeper

1. Select this option to add bank records to the system Banks Browse Click Insert to add the new record Bank Form Most data fields are self explanatory Note the following Contact This is the usual contact person at the bank Routing Number This is a unique number used to identify the bank The bank s routing number may be found immediately after the account number at the bottom of any check issued by the bank Stop Payment Fee Enter the amount the bank charges for a stop payment fee here STIBookkeeper can automatically create a disbursement record of the type Fee for the specified amount when payment is stopped on a check In order to do this the user must also check the Create Disbursement on Stop box on the Transactions tab of the Tools Options menu Create Vendor Record Check this box to create a vendor record from this bank record which will allow fees to be paid to the bank as a vendor when the Fee disbursement record is created Close Checkbooks Select this utility to close one checkbook and move all outstanding records to a new checkbook A new bank record must exist before this procedure may be performed unless the user wishes to change to another account within the same bank Note It is recommended that users back up their data before selecting the Close Checkbooks option Close Checkbook Wizard Follow the steps in this automated utility to close a checkbook in one bank and move to another bank
2. To run this report go to Reports and click on the Annual Financial Report The Annual Financial Report box will appear Select the Accounting Period and click on Print Checkbook Register To run this report go to Reports and click on the Checkbook Register The Checkbook Register box will appear Enter the starting and ending date of the report The following settings may be selected for the report by clicking in the box to the left of each e Use Color Separator e Show Void or Interest Transactions e Show Transfers e Include Encumbrances and e Include Floating or Deposited Receipts Once the desired options are selected click on Print to view the report Void Transaction Report To run this report go to Reports and click on the Void Transaction Report The Void Transaction Report box will appear This report may be run by Date or Type for a given date range Select the desired Report Order Then select the starting and ending dates for the report and click on the Print button 32 e Reports Menu STI_0906061710 Fall 2006 STIBookkeeper Account Register To run this report go to Reports and click on the Account Register The Account Register box will appear Select the Accounts desired in the report The following settings may be selected for the report by clicking in the box to the left of each e Use Color Separator e Show Void Transactions e Include Encumbrances e Show Transfers e Separate Accounts by
3. The program is set so the dollars and cents default to 0 00 If 100 is entered here and either the Tab or Enter key is then clicked it will display as 100 00 Type Select the type of receipt The options are Check Cash Money Order Cashier s Check Credit Card Interest or Other If the first letter of the type is clicked on the keyboard the program will bring up the first option with that letter Continue to type the same letter such as C and the program will cycle through to the next option beginning with the letter C The default receipt type is Other Info The program provides for supplemental information There is sufficient space for 200 characters of information Note If printing receipts from the program enter the name of the person from whom funds were received Description Enter a brief description of the receipt of up to 50 characters Apply to NSF To apply the receipt to a Non Sufficient Funds returned check click on the Apply to NSF button The Returned Checks window will appear Click on the returned check and click on the Select button Note This button will no longer be available once records have been entered into the receipt charges browse box Receipts of type Interest do not have the Apply to NSF option Account Charges Once the information has been entered and the Tab or Enter key has been clicked the information entered will be placed in the lower portion of the box To save the reco
4. but this information may be changed in any individual record Use Data Defaults Check this box and STIBookkeeper will automatically fill in specified contact information when new Receipt and Disbursement Types are entered Enter the City State or other default data in the fields provided under Contact Defaults Edit Text Display Properties This setting allows the user to decide how to display dates times and currency in the program Each has its own set of options Auto Reconcile tab Follow the onscreen instructions to set up auto reconciliation parameters for new Receipt Types and Disbursement Types To select an item click on it a single time click on the item again to deselect it As stated on the Auto Reconcile tab menu Interest and Service Charge transactions will always auto reconcile regardless of the settings Reports tab Print Labels in ALL CAPS Check this box to print labels in all capital letters Print Account Detail Check this box to show a detailed account breakdown on all reports Print Address on PO Check this box to show school address and contact information on all printed purchase orders Print Info as Well as Description Check this box to print the contents of both the Info field and the Description field on purchase orders and invoices This will not apply if products are attached Print Software Check Number Use this option to have the software print the check number on checks This will
5. 58 About the Help Men 5 ette pere eo tie utet tte EY 58 Printing Checks 59 Check Printing Options reete Pb eee er De tanc ete redo 59 Software Printed Checks attese i ee e tere e deett Do er nese dete 59 Adjusting for Specific Printers eese enne enne enne 59 Date of Check gone hip beo Poe aie Rd a e eder te 60 Vendor Addresses soot tects lord 60 Hand Wntten Checks 2 otio ete enne iia 60 Appendix A Multi User Access 61 STIBookkeeper for Multiple Users esee enne 61 Terminology none pecho e hare re te tia na ety 62 Initial Setup enn A tee c atte eri ec ete etn 63 Using Multiple Datapaths 5 2 aciei eerte iia 64 Why Use Multiple Datapaths sees rennen nennen nene trennen eene 65 When NOT to Use Multiple Datapaths seen enne enne eene enne 66 The Wrong Way to Use Multiple Datapaths eese enne 66 Program and Data on a Single Network Server seen 66 Data on a Network Server Program on All Workstations eene 67 Program on All Workstations Data on One seen eee 67 The Right Way to Use Multiple Datapaths sese 67 Index 69 STI 0906061710 Fall 2006 STIBookkeeper Welcome to STIBookkeeper Overview STIBookkeeper is a simple and effective system to manage local school bookkeeping tasks This program will enable the school bookkeeper to perform comp
6. Page e Show Account Subtotals receipt and disbursement totals e Show Sponsor and e Show Report Grand Totals Once the desired options are selected click on Print to view the report Vendor Activity Report To run this report go to Reports and click on the Vendor Activity Report The Vendor Activity box will appear Select the vendors desired to be included in the report by clicking on them Then select the starting and ending dates for the report The following settings may be selected for the report by clicking in the box to the left of each e Show Void Transactions e Show Encumbered Funds e Show Totals e List Involved Accounts and e Separate Vendors by Page Once the desired options are selected click on the Print button to view the report Vendor Mailing Labels Fall 2006 STIBookkeeper To run this report go to Reports and click on the Vendor Mailing Labels The Vendor Mailing Labels box will appear Select the vendors desired to be included in the report by clicking on them The following settings may be selected for the report by clicking in the box to the left of each e Include Contact Name and e Special Starting Point this option allows the user to designate on which label at which position on the sheet to start printing Once the desired options are selected click on the Print button to view the report STI 0906061710 Reports Menu e 33 Budget Report Daily Reports 34 e Reports
7. be printed directly underneath the pre printed check number that is already on the check Pre Printed Receipt Numbers Use this option to have the software print the receipt number on receipt forms Check on Print Software Receipt Number as Well This will be printed directly underneath the pre printed receipt number that is already on the 3 part receipt form 56 e Tools Menu STI_0906061710 Fall 2006 STIBookkeeper Window Menu Arranging the Windows Onscreen The Window menu item allows for opened windows to be displayed in cascade or tile format and for icons to be arranged It will also list each open window Fall 2006 STIBookkeeper STI 0906061710 Window Menu e 57 Help Menu About the Help Menu The Help items provide access to online help and offers instructions about using the feature The About item provides information about the STIBookkeeper application Occasionally when problems arise STI Support will ask that the user check this window to verify the location of the program or database as well as the current file dates and versions for key files This window is resizable Select the Release Notes option to view the latest version of STIBookkeeper release notes 58 e Help Menu STI_0906061710 Fall 2006 STIBookkeeper Printing Checks Check Printing Options Check may be handled in one of two ways The first is to let the program print checks and the other is to create hand written checks In either case a check reco
8. be numbered in such a way that several different pieces of information are presented within the account number itself Most commonly accounts are numbered to denote Fund Function and Object For example for the following three accounts Account Number Account Name 100 245 001 Football Uniforms 100 245 002 Cheerleader Uniforms 100 055 002 Weight Room Equipment 100 could denote an Athletic Fund 245 could denote a Clothing Function 055 could denote an Equipment Function 001 002 amp 002 respectively could denote specific objects within the Athletics Fund Fund function and object qualifiers would not have to be unique in themselves as evidenced by the fact that two accounts can be part of the same function and all three accounts can be part of the same fund However object values should be unique within a specific fund and function combination This utility is used to set up defaults for the Fund Function Object reporting scheme One reporting default record should be created for each checkbook in the system Reports currently using this feature include the Monthly and Annual financial reports though the Print Formatted Layout option of these reports does not employ the utility and the Account Register In order to facilitate the introduction of this scheme in mid year i e after all accounts have already been created the Tools Database Maintenance Change Account Numbers feature may be used to renumber accounts to matc
9. box to create a vendor record from this bank record which will allow fees to be paid to the bank as a vendor when the fee disbursement record is created Default Checkbook The default checkbook will be the initial checkbook in many cases this will be the only checkbook The following describes the fields that must be filled in order to proceed Code e Enter the checkbook code of up to five characters maximum On initial setup the state assigned school code appended with the ending fiscal year will be the default checkbook code This information is pulled from the System File Setup More checkbook codes may be added as needed Description e The description of the checkbook 30 characters maximum This value displays as the last item on the Application title bar Account Number e The checking account number as defined by the bank usually a 10 digit number Opened e The date on which the account was opened not necessarily the current date Bank e The bank at which this account resides Starting Check Number e Enter the number of the most recently written check STI_0906061710 Fall 2006 STIBookkeeper Fall 2006 STIBookkeeper Starting Deposit Number e Enter the number of the most recently numbered deposit Users The Batch Add Users window allows the user to create user logins and assign passwords The user is also assigned a user type which controls the ability of the user to access information For each user the pr
10. by clicking the Print button on the Deposit window The user may select to include individual receipt amounts and their respective accounts for each deposit by checking Print Account Detail under Tools Options Reports tab STI 0906061710 Transactions Menu e 29 Deleting Reconciled Deposits The user may not delete reconciled deposits Deposits must be unreconciled before they are deleted Deposit Form Deposits are created with the following information Deposit Number This field is automatically incremented based on the most recent deposit number Deposit Date The date defaults to the current date Enter a different date if appropriate Description Enter a brief description of the deposit Info Enter any supplemental information regarding the deposit Receipts The program records the receipts associated with the deposit After entering the above information click on the Insert button The Receipts window will appear select the receipt s to be added to the deposit and then click the Close button Receipts that have already been added to a deposit will not appear in this list nor will reconciled receipts Multiple receipts can be chosen at one time to be included in a deposit The list box defaults to all open receipts If receipts need to be chosen manually right click and choose Reverse Then receipts may be selected on one at a time or by using the Ctrl click or Shift click Windows method Bank Statement
11. created the user may change delete void or reflect payments To change a returned check click on the returned check and click on Change Then edit the item as necessary To void a returned check click on the check and click on the Void button The check will then display in red Payments on NSF checks must be done in Receive Funds Click on Insert in Receive Funds and enter the amount received Then click on the Apply to NSF button and the program will bring up the Returned Checks browse Select the appropriate check to associate the NSF payment toward and then click on the Select button The Make Payment To box will appear Mark the appropriate distribution option and press the Enter key or click on the OK button Filters The user may filter NSF from the NSF window To filter click the checkbox to the left of Void or Paid Unpaid Both Printing an NSF List The user may print an NSF list by clicking on the a icon The Insufficient Funds List Setup window will then appear Select the starting and ending dates for the report The user may also choose to include a list of payments and or voided transactions by clicking the checkbox to the left of Include List of Payments and or Include Voided Transactions NSF Form Amount Amount of the returned check STI_0906061710 Fall 2006 STIBookkeeper Returned Date The date on which the check was returned Original Receipt Enter the original receipt if known When entering the o
12. eo Mee s 26 Reconcile Checkbook a da 27 bI Cp P EL de EE 28 NSEMainterance ameti amete sesta etat tede 28 NSEIBIOWSesz iita mes mo RULOS deere tote Lee ch tdlie Mr Back hb tine 28 INSEBOLID a ehe tadas ect EAE rd aos Mera E eR 28 Deposit Maintenance comia AE pei 29 Deposits BIOWSe iaa 29 Deposit Form i aia 30 Bank Statement Balances rrr eere e avere OP E ea at 30 Reports Menu 31 Reports in STIBookkeeper eeeseesseseeseeeeeen enne nnne nennen trennen enne 31 Monthly Financial Report essere nennen trennen enne nne nana 32 Annual Financial Reporteris eiers oranie eerie nennen trennen rne 32 Checkbook Register ecciesie tret tede tie rettet dete e e reete edel 32 Void Transaction Report eese tie ertet tte ii folet fete ee deerit erie iset 32 Account Register esca eee tare reete eo ere e es died eoe Edere tlt 33 Vendor Activity Report ecrire rere eiat He D a e eter 33 Vendor Mailing Labels tetendit endete entre ene etre eda 33 Budget Report 2045 teh bien Sih RR les io 34 Daily Reports visa avia 34 Disbursement A a OE Re 34 Batch Reports 4 n ep tasted ise aia UR nti ei e perte ine RR ee oet 35 Blank Reports svn AR ak ale Red SERA A Ea 35 Print Check S 2h a id oi AY 35 Printing Reports incidiendo tai enti n eue 36 Report D SIgnet 434 bsec ub ae it hh o ree e Ath Fe e md 36 STI 0906061710 Fall 2006 STIBookkeeper Non State Reports ti ains 36 Total Encumbered
13. for the report will be included on that report Info on this Account e Supplemental information for the purposes of the bookkeeper only This field currently does not appear on any reports The user should set up as many accounts as the school needs However only one account is required during the initial setup STI 0906061710 Installation and Setup e 11 Getting Started Opening the Program and Logging In Once the program has been installed click the Windows Start button click on STI Applications and then select STIBookkeeper Or if a shortcut icon has been placed on the desktop double click on the icon A Sign On window will appear Sign On e User Code Enter the user login code e Password Enter the user password assigned to the user login code After entering the user code click the Tab key Then click the Tab key again after entering the password and click OK If the OK button is not available the login code and or the password has not been accepted If the Cancel button is clicked here the application will terminate immediately Administrator Login Thee login code is used with the system password This login provides full bookkeeper access plus some other supervisory privileges There should only be one user defined with bookkeeper access and this is the only person who should be allowed to use the supervisory login This login has no user associated with it and therefore allows for anonymous access to the
14. in any order Once the last account and charges have been entered click OK to save the transaction If the Tab key was clicked click the Escape key and click OK to terminate entry Purchase Orders Fall 2006 STIBookkeeper The program will track purchase orders The purchase order will automatically assign a purchase order number Purchase Orders Browse Printing a Purchase Order List The user may print a purchase order list by clicking on the Print button The Transfer List Setup window will appear The user selects a sort order and a date range and may then click Print By clicking the Advanced Options button the user has the following options e Status to Include to select Void status and or Paid status e List of Involved Accounts e List of Attached Products e Custom Headings may be entered by typing the heading in the appropriate field Purchase Order Form Each Purchase Order has the following information PO ID This field is automatically incremented based on the last purchase order created STI 0906061710 Transactions Menu e 23 24 e Transactions Menu Check Number This field which displays the check numbers of checks attached to this PO also doubles as a hot button Click this button to view a list box of all checks that are currently paying any portion of the PO Additional PO information is displayed as well Note Whenever a check is created from the PO form the amount of the check will defau
15. named 2006082504351 5 zip Backing Up to Diskette The user may also choose to create an additional backup on a diskette To do this click the Create Another Backup on A Drive checkbox The disk will be formatted by default unless the Wipe Disk Instead of Format checkbox is checked in which case the equivalent of a quick format is performed Excluding Files from the Backup The Zip Code database lt datapath gt zip tps is a rather large file approx 3 5 MB and is not likely to change very often so an option exists to exclude it from the backup This option is especially useful if the backup is being created for the sole purpose of transmitting a set of data to STI support personnel The State Lookup file lt datapath gt sta tps is also used only for lookup and it too may be omitted from the backup if desired Backup Log A log file is kept of all backups and the date and time of the last backup is displayed in the Help About window 52 e Tools Menu STI_0906061710 Fall 2006 STIBookkeeper Restore Data This feature will allow the user to restore data from a previously created backup Before running this feature be sure to close all windows in the program Select the backup to be restored and click the Select button In the event the user is re installing the application or moving it to a different workstation then the backup log will contain no items to restore In this case use the Other button to choose a backup file
16. new text For example C Program Files VBS vbs exe should be changed to C Program Files VBS vbs exe before adding the datapath option see the example above Both shortcuts will now point to the same program but they will each be using different sets of data This is very important It is not necessary to install a separate copy of STIBookkeeper to access a separate set of data In fact it would be a very bad idea to do so because this will make the program much more difficult to support and troubleshoot Why Use Multiple Datapaths The ability to access multiple sets of data was originally implemented as a support only feature For the most part accessing multiple sets of data is a good way for support personnel to test reported errors from users without overwriting their own data For users though this offers a number of additional advantages including e Providing the ability to look at last year s data o The fiscal year closeout feature leaves a complete copy of the database for the year that is being closed This is done for the sole purpose of being able to create a new shortcut with a datapath option that points to last year s data This will allow the user to print any reports that were forgotten or to reference a transaction that has already been closed o This should be done with care as it is possible to update last year s data which has already been closed This may cause reports printed now to be inconsistent wi
17. of printing multiple report pages on a single printed sheet of paper either two or four report pages per sheet This option is rarely used and may be disabled by unchecking the Enable 2Up 4Up checkbox When this option is disabled the Page Options and Borders group boxes on the Options tab of the Report Destination dialog box will be hidden and unavailable Disable Page Delete Within the report previewer there exists a button that allows the deletion of individual pages of the report When this option is turned on that button is disabled and pages cannot be removed from a report prior to printing Turning this option on also has a side effect of disabling some page marking buttons within the report previewer It is possible to delete pages using these features so therefore those options are also disabled Maintain Printer Defaults If using a memorized printer this option allows for printer settings to be changed after generation and before output production and then restored to the memorized values after printing Enable Draft Mode Selection Use this option if printing to a dot matrix printer Reports printed from a Windows program are graphical and printing graphics on a dot matrix printer is slow by comparison to a laser printer This option employs some internal methods to attempt to speed up the process of printing naturally graphical reports on dot matrix printers Login As Another User 16 e File Men
18. or to change checking accounts within the same bank 46 e Utilities Menu STI_0906061710 Fall 2006 STIBookkeeper Add Edit Vendors Fall 2006 STIBookkeeper To use the purchase order and standard invoice portion of the program all vendors need to be set up in the Vendor List Vendors Browse To add a vendor click on the Insert button Printing Vendor Information Click the Print button in the Vendor browse to print up to three different vendor reports Simple List Detailed List or a Detailed List with Notes The Vendor Mailing List may be printed by clicking on the Mailing Labels button Vendor Form The only required field is the Name field However an address is also necessary if using the check function Name The vendor s name Address The vendor s street address Address 2 The P O Box if one exists Zip The five or nine digit Zip Code The city and state will automatically be filled in if a valid Zip Code is entered City The city State The state abbreviation if necessary Typing the first letter will bring up the first state with that letter Contact The contact name for the vendor Phone The 10 digit phone number including the area code STI_0906061710 Utilities Menu e 47 Add Edit Users Ext The telephone extension if one exists Fax The 10 digit fax number if one exists E mail The e mail address for the contact if one exists Home Page The company s Web
19. previewer employed by STIBookkeeper has many advanced features most of which are made available by the File Report Modes menu item Use Pre Destination Dialog When this option is turned on a dialog box will appear immediately after a report is generated but before any output is produced or the previewer is invoked This window is called the Pre destination dialog It has two main purposes e To allow the user to choose whether to preview the report or send it directly to the printer e To choose the specific printer for which the report will be formatted This is not necessarily the printer to which the report will be sent since this may be changed at the last minute Clicking the Select Printer button will invoke the same standard Windows Print dialog box shown in the section above If a new printer is selected here it becomes the default report printer for the remainder of the current School Bookkeeper session unless this printer is memorized for this specific report Clicking Cancel here will prevent the report from being either previewed or printed Disable Printer Select When this option is turned on the Select Printer button on the Pre Destination dialog will be hidden and unavailable This option is unavailable if the Use Pre Destination Dialog option is turned off Enable Save Printer Setup When this option is turned on the Printer Setup tab on the Pre Destination dialog will be available Clicking the Memo
20. system which may be difficult to track It is not recommended that the bookkeeper use this login code on a regular basis Anonymous Access One of the main reasons that it is not recommended to use the supervisory login on a regular basis is the fact that there is no associated user to Sign purchase orders Purchase orders are by default signed by the currently logged in user If this user is logged in as the anonymous supervisor there is no way to tell who is actually at the keyboard so therefore the PO is left unsigned If the bookkeeper chooses to use the supervisory login against recommendations the PO s Signed By option should be used to specify which user is actually signed in as supervisor 12 e Getting Started STI_0906061710 Fall 2006 STIBookkeeper Main Menu After entering the user code and password on the Sign On window the main menu will appear on the screen The menu includes the following items e File e Edit e Transactions e Reports e Utilities e Tools e Window e Help These features are described in the sections that follow Fall 2006 STIBookkeeper STI 0906061710 Getting Started e 13 File Menu Print Setup The printer settings may be changed in this section The user may select the default printer to use the size of the paper in the printer the source of the paper and the orientation of the page To change the printer properties click on the Properties button Report Modes The report
21. the Hand Written Check option go to Tools select Options and click the Transactions tab Then select Allow Hand Written Checks by clicking on the box to the left If all checks used by the school are to be hand written click on the box to the left to make hand written checks the default setting for all checks To make a disbursement using the Hand Written option enter all the information on a disbursement and click on the Hand Written button This may be done when attaching a check to an invoice or when no invoice is used STI_0906061710 Fall 2006 STIBookkeeper Appendix A Multi User Access STIBookkeeper for Multiple Users Fall 2006 STIBookkeeper STIBookkeeper allows for multiple user logins and is even capable of supporting simultaneous access by multiple users It should be clear that simultaneous access is only possible when the data resides on a network resource Installing STIBookkeeper in a networked environment however is not recommended The intended installation configuration for STIBookkeeper calls for the application and data to reside on the same workstation and for only one user to be accessing data at a time This is for two main reasons 1 School accounting records are much more secure if they can only be accessed by one person operating one computer Storing the application OR its associated data can allow multiple individuals to view or access sensitive information and is often undesirable 2 Due to the real ti
22. to browse for the correct location Allow Multiple Instances per Workstation Check this box to allow multiple instances of STIBookkeeper to run simultaneously on the local workstation This is NOT RECOMMENDED even when two or more users share a computer because data corruption can easily ensue User Name Options This setting impacts the way user names are displayed throughout the application such as in title bars and on reports Select the inclusion of title and or suffix Also 54 e Tools Menu STI_0906061710 Fall 2006 STIBookkeeper Fall 2006 STIBookkeeper there is a choice on whether to display the middle name and if so whether the middle initial or full name is displayed Print Screen Options Available Check this box and STIBookkeeper will display the Options window when printing a screen Transactions tab Allow Hand Written Checks Check this box if the school uses an actual checkbook If all checks used by the school are hand written checks click on the box to the left to make Hand Written Checks the default setting for all checks Reconcile PO s when Printing Checks Check this box and STIBookkeeper will mark all associated purchase orders as Paid when checks are printed This may also occur when a check is marked as Hand printed Use the drop list to select the type of date to use with this procedure PO s Signed B Click the zl button to select the user who will sign purchase orders This individual must be an S
23. to indicate that they are in the on state Account List A list of accounts may be printed by clicking on the printer icon The Accounts Report window will appear This report provides the user with options for the Account List The user may select the type of account either Chart of Accounts or Trial Balance Account Register The Account Register report may be accessed by clicking the Print Account Register button Accounts Form Account Number The account number The account number may be a combination of alphabetical or numeric characters up to 20 characters total Description A brief description of the account 50 characters maximum Sponsor Choose from the list of available account sponsors Secondary Account ID A secondary account ID if one exists Note that this field is currently not used by the software but it does provide a mechanism for entering up to 150 characters to identify the account This field is provided for future use Beginning Balance The beginning balance of the account at the time the program will begin to track receipts and expenditures To the right of the beginning balance box is the m icon which will bring up a calculator The calculator may be used to total several numbers When the numbers are totaled and the calculator is closed the total will be inserted in the beginning balance line STI 0906061710 Fall 2006 STIBookkeeper Created On The date on which the account was cr
24. to restore Note It is recommended that a backup be performed immediately prior to performing a restore operation Database Maintenance Zip Codes Fall 2006 STIBookkeeper Change Account Numbers The Change Account Numbers feature may be used to mass change account numbers With this utility the user may add characters to account numbers by position This will be useful if dots dashes or other symbols have been implemented in a new scheme for account numbers Important Make a backup of STIBookkeeper data before running the Change Account Numbers utility Change Area Codes The Change Area Codes feature is used to mass change area codes when necessary Enter the new area code and select the old area code from the drop box The City list box will fill with any cities in the system that are associated with that area code Select the cities which are to be assigned a new area code and all records with both the old area code and one of the selected cities will be updated to the new area code Important As with Change Account Numbers users should make a backup of STIBookkeeper data before running the Change Area Codes utility Assign Account Sponsors The Assign Account Sponsors utility is used to mass assign sponsors to accounts This feature provides a database of Zip Codes which may be added changed or deleted STI_0906061710 Tools Menu e 53 Find and Destroy Bad Records This feature will remove erroneous recor
25. 0 The program will work fine at 640 x 480 however some windows will occupy much of the screen space of the user desktop at this resolution leaving the desktop looking cramped with little room for customization of the windows Basic Program Functions 4 e Installation and Setup To maneuver through the program the following functions will make use of the program easier Tab or Enter key To move from one field to another click the Tab or Enter key Click and Drag To move windows to different locations on the desktop click on the title bar the blue bar at the top of the window and drag holding the mouse down until the window is in the desired location Edit Mode Any time the curser is blinking the program is in edit mode The field in which the cursor is blinking may be edited by typing in the desired information Typing the First Letter Auto Complete Throughout the program certain fields will automatically be populated when the first or second letter number is entered For example when an account number is entered the program will complete the account number in an incremental fashion Once a STI_0906061710 Fall 2006 STIBookkeeper number or letter is entered for which there is no matching account a Select browse will appear so the correct account can be chosen Fields Populated Automatically When possible additional fields are completed based on the entry of data in other fields For example if the account
26. Amount ooconcnnnnnnnnnnnnonnnonononononononononononononononononononononononononacononenenes 37 Utilities Menu 38 Utilities Menu Overview scccccccssssssssccecscesssnsncccoceseessnsusceececsssessecescescosvsssnssecevcesesssnsnesevs 38 System File Edit 4 58 nein a6 tie dte cet p eee beet oet een 39 School Information 5 rete ottenere reti eese ee rettet deta sas Eher 39 District Information eerte ta 40 Fiscal Y68Ez 45 s ence A cete tee teet eres E eee euros 40 Receptor 40 MACAO cotucsty e ce ee vhs 40 INVOICES REPE 41 Financial Calendar Edit nennen ene neret eren tene eser enne teens eser inus 41 Accounting Periods Browse esses 41 Accounting Period Pot trot ee ttp ape pr A 41 PASCO SES EUREN OD NU I E RUM E 42 Add Edit Accounts eese nennen enne neret etene inte reser eser sete esses sese tete n ne 42 Manage Account SpOnsOtrs eoe ir ette ee ssovanesess 43 Add Edit Account Sponsor Saideira rear eap EEEE EEE EROKET rE E EARE si 43 Account System Ele CC eR PRETI rii vaa i 44 Budgeting E tereti a utr a 45 CHECK BOOKS 425a rd 45 Add Edit Checkbooks eeeeeeeeeeeeeeenenenenn nennen nnnm ener enenne teneret enirn terne 45 Add Edit Banks cococococcncccnonononanononononanonanononnnonananonononoonononnanenoncononanna nene nccnnncananenenos 46 Close COECkDOK E il 46 Add Edit Veda eis dd a ness 47 Vendors BEOWSe eoe a A cia 47 Vendor Form nece adapta eee ET 47 Add Edit
27. Balances This browse has no associated form All data may be entered directly into the browse list Enter the ending balance from the bank statement for each accounting period 30 e Transactions Menu STI_0906061710 Fall 2006 STIBookkeeper Reports Menu Reports in STIBookkeeper The following reports are provided e Monthly Financial Report Balance Sheet e Annual Financial Report e Checkbook Register e Void Transaction Report e Account Register e Vendor Activity Report e Vendor Mailing Labels e Budget Report e Daily Reports including the following o Receipts List o Interest Summary o Disbursement List o Transfer List o Purchase Order List o Invoices List o Insufficient Funds List o Deposits List o Bank Statement Balance List o Calendar List o Accounts List o Vendors List o Checkbooks List o Users List o Products List e Batch Reports o Purchase Orders o Invoices o Receipts Fall 2006 STIBookkeeper STI 0906061710 Reports Menu e 31 e Blank Reports o Blank Purchase Request Form o M Blank Purchase Order Form o Blank Invoice Form o Blank Transfer Form o Blank Receipt o Blank Multiple Receipt Form e Print Check s Each of these reports has unique parameters to produce the desired reports Monthly Financial Report To run this report go to Reports and click on the Monthly Financial Report The Monthly Financial Report box will appear Select the Accounting Period and click on Print Annual Financial Report
28. Eee ipid 15 Fall 2006 STIBookkeeper STI 0906061710 Contents e iii iv e Contents Enable Final Print ete oo e Io dica 15 En ble 2Up AUp s 5 Sepe eite ie 16 Disable Page Delete reni i A teet e o teet Le t pete ria 16 Maintain Printer Defaults eese esee eene netten nnne nee tau a ease eee ea sensa 16 Enable Draft Mode Selection ooocccccononononananicononanananonccnnocnnanononononanna nono nccnonannanenonos 16 Login As Another USer ionic nasa tte pone tp ERE rp Heras 16 BXIU c ctr e ted eMe do tet 16 Edit Menu 17 Editc Menu tor Teta eec mete td tas 17 Transactions Menu 18 ReCe1ve a aethere ceti ee a ect tet ieete ed eie te v PETRI CH euS 18 R ceipts BIOWSE cete Her eth potere es 18 Receipt Form uie sace nete ls 19 Disbu rse Funds ince rtr ree te eet eie etie e be ERE avec 20 Disbursements Browse scsssssscccoceseessessccecscessscssecescossesssuscevsessensnsuccesessvsssaceeees 20 Disbursement FOr eerte stags E EEEE EESE seers EU Ree PC cee ig aeveuoroeee 20 Transter Elda Aes eee 22 TTANSTELS BLOW 22 Transter BOE dt A med o tn acm do Uri E AS 22 Purchase Orders tonta is in E SERRE 23 Purchase Orders BrOWS cccccccccconononononononnnnnononnnonononnnnnnnnnnnnononononononononononnnnnnonononones 23 Purch se Order FOr piter ee e SERES 23 IAE e hot NIU DE T TELE EE 26 INVOICE BLOW SC ie eemeteo eame melt amen ala DES 26 INVOICE HOTM ener bottle deb cree omia st eir llo a Eee ld
29. Menu To run this report go to Reports and click on Budget Report The Budget Report box will appear Check the Include Account Sponsors box to include this information if desired and then click Print This report lists estimated figures for Budget Receipts Expenditures and Balances for the current fiscal year alongside the actual figures for the year to date Items are grouped according to Account activity in alphabetical order Art Club Athletic Fees Band Baseball etc To run this report go to Reports select Daily Reports and choose the type of daily report Enter the parameters for the report in the setup box provided The following Daily Reports are available Receipts List Interest Summary Disbursement List Transfer List Purchase Order List Invoices List Insufficient Funds List Deposits List Bank Statement Balance List Calendar List Accounts List Vendors List Checkbooks List Users List Products List Disbursement List Several additional options may be accessed by clicking the Advanced Options button STI_0906061710 Types to Include allows the user to specify what kind of disbursements to print Check Service Charge and or Other Status to Include allows the user to specify requirements for each disbursement Void and or Not Void status Printed and or Not Printed status whether the check is Outstanding or Returned and Reconciled Disbursements and Custom Headings may be entered by typing the h
30. STIBookkeeper User Manual Information in this document is subject to change without notice Student and school data used herein are fictitious unless otherwise noted The contents of this document are the property of STI This information is intended for users of the STI suite of products only Reproduction or redistribution of these materials to anyone other than STI customers or users of STI Software is prohibited without prior written consent from STI O 2000 2006 Software Technology Inc All rights reserved Microsoft Windows Word and Internet Explorer are registered trademarks or trademarks of Microsoft Corporation in the United States and other countries Other product and company names herein may be the trademarks of their respective owners Software Technology Inc 4721 Morrison Drive Suite 200 Mobile AL 36609 3350 1 877 844 0884 This document was last modified on September 6 2006 Any subsequent changes made to the STI applications described herein will be discussed in the release notes that accompany each product s update Contents Welcome to STIBookkeeper 1 OVA Witt be eR ce iR e e Gb et e i ete as EE PR EG 1 About this Document eei tete toto e estet e ee dee eere oe ee e eot Reo eo 1 LEMOA A e eer eere di a eie eee ee ete e eher een 2 JNGLIODS eoe oor efr less Ee id e feet vet epe ede aote deste 2 MS ii a 2 Installation and Setup 4 Update ista tii 4 Screen R esolutiOl o tet didt eee Phe ipe ded
31. TIBookkeeper user with a user name and password New users may be added by clicking Insert in the Browse Bookkeeper Users menu Use Receipt Info as NSF Description Check this box to use the contents of the nfo field of an original receipt as the Description field of a newly created NSF record By default the Description field of the original receipt will be used instead Show Void Date on Forms Show Reconcile Date on Forms Check either of these boxes to enable users to display and edit the Void and or Reconcile dates on forms Show Check Stop Date on Forms Check this box to enable users to display and edit the Check Stop Date on forms Void Check s when Voiding PO Check this box to void any all associated checks when voiding a purchase order Void PO Invoice when Voiding Check Check this box to void any all associated purchase orders and or invoices when voiding a check Create Disbursement on Stop Check this box to automatically create a disbursement record whenever payment is stopped on a check This creates a record type of Fee From Account Select the account to charge with an automatic stop check fee To Vendor Select the vendor to whom the fee is to be paid STI 0906061710 Tools Menu e 55 Defaults tab Transaction and Account Defaults Use the drop lists to select the default settings for the fields of Receipt Type Disbursement Type and Sponsor Type Default settings automatically appear in STIBookkeeper
32. Transactions Menu e 21 Transfer Funds 22 e Transactions Menu Not Defining Check If not defining a check that is if not attaching either purchase orders or invoices the user should enter the amount by hand To do this enter the description then enter the account number and tab through the amount Click on the icon to print the check or the check may be hand written by clicking on the Hand Written Check button Click the OK button to save the record Note The value of the Description field should be the item description Disbursements may have any number of Invoices and or Purchase Orders attached to them The list box containing the items from which to choose behaves in the normal Windows style using Ctrl click and Shift click for multiple marking Every check may track Invoices and or Purchase Orders associated with the check The program is designed to record the date a brief description and the amount of the transfers Transfers Browse After transfers are entered the user may then Change Delete or Void the transfers from the Transfers browse To change a transfer select the transfer and click the Change button Edit the transfer and click OK To void a transfer highlight the transfer and click on the Void button The transfer will then be listed in red Filters The user may filter transfers for void transfers Printing a Transfer List The user may print a transfer list by clicking on the Print button on the Tran
33. USersz a la aer nd en ee eri Eos 48 The Users Bro WS ra dae laa ive Pe ds ci 48 Sak 1 0 a pe ee E EA ro ee 48 Add EditiProducts a a EE eal ee 49 Products BIO WE eret e eeretetea eeepc Pere dee EU 49 Print Archived Reports ione epe ied e are n 49 Archived Reports Browse eene nennen nennen nennen nre enne nnne 50 Set Check book ii ree o iie Brunette em tre aaa 50 Close Fiscal AE 2 eie dd eed iuc aT OE EM IY 50 Tools Menu 51 Tools ME rs 51 Ca dece eec Eee es eee aeree de RECEN ERR 51 o M 51 B c goo 52 Backup Data srs noxio ace estie ete ure as lib TOES 52 Retro Dye ER 53 Database Maintenance cccccnnonononononnnonanonononocnnnonanononononnnanonenonoconnnnno ttres testre ee Eese reenen serere reee 53 Change Account Numbers essent rennen tenete SE ESEE Eren 53 Change Area Codes remedios tii eie esee dientes ini S E ashe EEEE E 53 Assign Account SDONSOTS coconoconconnnonononnronono nono seen theta on nara o ettet interese entretenir 53 LP Codes c 53 Find and Destroy Bad Records esee eene nre enne nennen nein 54 Print Screenaz s uinetelesuteeeleeu ee euis EU UNUS 54 Dn Pm 54 Application Optotis 1 UR eU Ule In Deer e eb 54 Fall 2006 STIBookkeeper STI 0906061710 Contents e v vi e Contents Window Menu 57 Arranging the Windows Onscreen esses nnne nenne nennen nnne 57 Help Menu
34. a check the first 12 lines will print on the stub and the thirteenth line will print a message stating that there is too much information for the stub to contain A Print button is on the Disbursement form for printing all check stub information This is especially advantageous when there is more information than what will fit on the stub Disbursement Form Check Number The check number will automatically be entered based on the last check issued Vendor Name Enter the Vendor Name If no vendors have been added to the vendor list via Utilities Add Edit Vendors the program will automatically bring up the STI_0906061710 Fall 2006 STIBookkeeper 20 e Transactions Menu Fall 2006 STIBookkeeper Vendor list so vendors may be inserted For instructions on entering new vendors see Add Edit Vendors on page 47 In 640 x 480 resolution the Vendor Name and Description items in the list box are difficult to view The recommended resolution is at least 800 x 600 The user may also rearrange the columns to place the items of interest to the user in the order preferred by the user Date Paid The date will default to the current date Change the date if appropriate Type Select the type of disbursement The options are Check Service Charge Other Fee or EFT If the first letter of the type is clicked on the keyboard the program will bring up the first option with that letter Amount Enter the amount of funds to be disb
35. and select the appropriate option To print the print preview either use the Print this Page icon that has the 1 on the printer or print all pages by clicking on the printer icon Report Designer Most reports feature this option which allows the user to customize the layout of the report Right click the Print button of any report setup window or the button with the printer icon for reports that do not have a setup window then choose New Settings The Report Designer New Settings screen will appear with the default report layout displayed Fields may be dragged or edited to suit the user s needs Right click a field at any point to return it to its original setting change its color etc Non State Reports All monthly and annual financial reports have a non state specific equivalent To use the non state specific report click on the Print Formatted Layout checkbox 36 e Reports Menu STI_0906061710 Fall 2006 STIBookkeeper Total Encumbered Amount A Total Encumbered Amount has been added to reports The amount included is the amount of outstanding amounts on all purchase orders This amount is generated by taking the total of the purchase orders and subtracting the checks attached to the purchase orders Fall 2006 STIBookkeeper STI_0906061710 Reports Menu e 37 Utilities Menu Utilities Menu Overview The utilities menu item includes the following items e System File Edit e Financial Calendar edit e Accounts o Add Edit Acc
36. are print the checks This document will supply an overview of STIBookkeeper For further information please contact STI Support at 877 844 0884 STI 0906061710 Welcome to STIBookkeeper e 1 Terminology 2 Welcome to STIBookkeeper Throughout this document there will be references to items and actions common to Windows based software Actions The following actions may be performed on most controls in the program Click Click the left mouse button once and release Double Click Click the left mouse button twice in quick succession Drag Select an item and click the left mouse button Hold the button down without releasing move the mouse to the desired location and then release Right Click Click the right mouse button once and release Right Drag Select an item and click the right mouse button Hold the button down without releasing move the mouse to the desired location and then release A right drag most often results in a context menu with a selection of actions to perform being displayed immediately after the mouse button is released Items The following items are referred to often both in printed and online documentation and by support personnel Window Any rectangular area on the desktop containing controls list boxes buttons entry boxes etc and a title bar The title bar describes the basic function of the window Windows come in many varieties Some of the most common are Brow
37. ath and e C PROGRAM FILES VBS STIHS 03 is the only checkbook path Note The backup folder will not exist until after a backup has been performed at least once STI_0906061710 Appendix A Multi User Access e 63 Using Multiple Datapaths By default the program path is the same as the datapath That is when STIBookkeeper is first installed the path chosen for the application installation is the same path that the application will use to look for data It is possible however to use the same installation of STIBookkeeper with data located elsewhere It is even possible to use a single installation of STIBookkeeper to access many different sets of data all located in different places and even on different network resources To do this all that is necessary is to supply a parameter to the STIBookkeeper executable program during startup this is often called a command line parameter To supply a command line parameter to the STIBookkeeper executable e Right click on the STIBookkeeper shortcut e Choose Properties e Add the following text to the end of the contents of the Target edit box after adding a space e datapath lt folder gt e where folder is the fully qualified location of the new datapath This may be a UNC path name Note There should be no spaces within the keyword datapath nor should there be any spaces between the datapath keyword and the folder specified Here are two examples of target strings that point
38. cipal s name Address There are two lines provided The first should be the street address and the second line should be a P O Box if one exists Zip The five or nine digit Zip Code The program will automatically enter the hyphen in the correct location Entry of the Zip Code will trigger a lookup to locate the correct city and state City The city in which the school resides The value for the city should be found automatically via the Zip Code State The state in which the school resides The value for the state should be found automatically via the Zip Code Phone The 10 digit phone number including the area code The program will automatically enter the hyphen and parenthesis in the correct location STI_0906061710 Utilities Menu 39 40 e Utilities Menu Fax The 10 digit fax number including the area code The program will automatically enter the hyphen and parenthesis in the correct location E mail The e mail address for the bookkeeper Home Page The school Web page if one exists District Information e Number Enter the state assigned district number e Name Enter the district name Fiscal Year Start Date The first day of the fiscal year End Date The last day of the fiscal year Receipts Receipt Prefix The receipt prefix may be any 5 character string but the most common use for this field is the state assigned school number Current Receipt The last previous rece
39. ctly underneath the datapath There can be many of these per installation 62 e Appendix A Multi User Access STI_0906061710 Fall 2006 STIBookkeeper Initial Setup Fall 2006 STIBookkeeper STIBookkeeper Database The data that is accessed by the STIBookkeeper application is contained collectively in what is called a database which in the case of STIBookkeeper is a single program path with one or more datapaths Any data files those with tps extensions located in any of these folders is considered part of the STIBookkeeper database Initially the folder in which the application is installed the program path is also used by the software as the datapath The files that should exist in this folder include a number of dll s and exe s as well as some data files files with a tps extension This folder should contain a subfolder called backup and at least one subfolder with a name of the form cbk yr where cbk consists of 1 5 characters and is exactly the ID of a checkbook defined within the application and yr is exactly 2 digits which are the last two digits of the End Date of the Fiscal Year as defined in the System file when the checkbook was created These are the checkbook paths So a typical installation might look like this C PROGRAM FILES VBS C PROGRAM FILES VBS BACKUP C PROGRAM FILES VBS STIHS 03 Where e C PROGRAM FILES VBS is the program path e C PROGRAM FILES VBS is also the datap
40. d Purchase Order form Enter the account number tab through the amount and then enter the information To print the check click on the E icon Click on the hand written check or the print check icon in the disbursement entry box Click the OK button once the check has been printed Click the OK button in the Purchase Order form Click Change and then click on the Purchase Order icon to print the Purchase Order form Marking a Purchase Order as Fully Paid When printing a check from the Purchase Order form if the check is for the exact amount of the purchase order the purchase order is automatically marked as paid There is a checkbox added to the Purchase Order window called Fully Paid The user may mark a purchase order fully paid by clicking on this checkbox STI 0906061710 Transactions Menu e 25 Invoices 26 e Transactions Menu The utility will track invoices Invoice Browse Printing an Invoice List The user may print an invoice list by clicking on the Print button The Invoice List Setup window will appear Choose the sort order of ID or Date Then enter the starting and ending date for the report Invoice Form The invoice will automatically assign an Invoice ID Each invoice has the following information Invoice ID This field is automatically incremented based on the last invoice created Vendor Name Enter the vendor name If the vendor has not been set up in the Add Edit Vendor Name window the Vendors win
41. dow will appear Click on Insert and add the vendor See Add Edit Vendors on page 47 for additional instruction on adding vendors Date The date defaults to the current date Edit the date if appropriate Amount Enter the amount of the invoice Info Enter any supplemental information There is sufficient space for 200 characters of information Attach Purchase Orders If the invoice is to be attached to a purchase order enter the PO ID or click on the button to the right of the PO ID field to select the purchase order If a purchase order has not been created the Purchase Order window will appear For instructions on creating a purchase order see Purchase Orders on page 40 Invoices may have multiple purchase orders attached Choose Products Click this button to enter the products to be purchased This is not required however if the school wishes to identify the items being purchased this information should be entered If a product has not been set up the Add Edit Products window will appear See Add Edit Products on page 49 for instructions on adding products STI_0906061710 Fall 2006 STIBookkeeper Description Enter a brief description up to 50 characters of the invoice The description will be listed in the Description of the Invoice field in the Invoice window Account Charges After entering the description and any supplemental information enter the Account Number The Account Name will auto
42. ds from the database and report on what was removed Example of erroneous records are account records with blank account numbers disbursement charge records with no account number disbursement charge records with no associated check record and completely blank records This features runs on the currently active checkbook each time the program is started and on the newly activated checkbook each time the currently active checkbook is changed There are three print options available to the user when running the Find and Destroy Bad Records utility Print Current Results Print Entire Log file and Print None Click the radio button to the left of the desired option Print Screen This feature provides the user with options to set up screen capturing and printing Images may be copied to the clipboard or deleted after printing Options selected here may be saved Options Application Options The Application Options menu allows the user to set and adjust the manner in which windows appear on the desktop and the way names will be included in the title bar This utility will also allow the user to edit the display properties and produce hand written checks General tab Wallpaper Select a special wallpaper image by clicking on the zl button to the right of the wallpaper field Mode Affects the display of the wallpaper Click on the desired mode Backup Path Enter the location of the current backup directory or click the El button
43. e for maintaining multiple databases is the need to maintain multiple checkbooks STIBookkeeper already maintains multiple checkbooks each of which can be housed at different banks Some K 12 schools may be required to maintain separate checkbooks one for the elementary school one for the middle school and one for the high school for example The user may be tempted to maintain a different database for each entity or even worse an entirely different installation of STIBookkeeper to achieve this goal Unless the accounting practices are vastly different for each entity it is not necessary to maintain but one STIBookkeeper database Each checkbook in a single STIBookkeeper database can share the same vendors products and financial calendar among other items In most practical applications these items will be the same for multiple schools in a K 12 environment They most likely all share many characteristics and administration practices but have different budgets and sources of revenue The Wrong Way to Use Multiple Datapaths First and foremost in almost every circumstance installing multiple copies of STIBookkeeper is the WRONG way to enable the use of multiple databases The entire reason for providing the datapath command line option is to prevent this single inefficient and error prone process from becoming necessary Maintaining multiple installations of STIBookkeeper is extremely difficult and impractical to support There are onl
44. eading in the appropriate field Fall 2006 STIBookkeeper Batch Reports Blank Reports Print Check s Fall 2006 STIBookkeeper For example to print a list of all outstanding checks select e Checks Service Charges and other types of disbursements aren t usually considered Outstanding e Not Void Voided checks aren t usually considered Outstanding e Printed amp Not Printed this would include all checks whether they had been printed or not and e Outstanding Other options e Show check stub information and e Print in descending order Note If nothing is chosen in the Advanced Options button a Disbursements List will not be generated To run this report go to Reports select Batch Reports and choose the type of report either Purchase Orders Invoices or Receipts already entered in the system Enter the parameters for the report in the setup box provided For those users who do not wish to have the program generate Purchase Orders Invoices or Transfers or for those who have a need for blank forms the program offers the following reports e Blank Purchase Request Form e Blank Purchase Order Form e Blank Invoice Form e Blank Transfer Form e Blank Receipt and e Blank Multiple Receipt Form To print the blank forms go to Reports select Blank Forms and click on the form desired See the section Printing Checks on page 59 for more information about this feature STI 0906061710 R
45. eated The account creation date is evaluated when printing reports that are date sensitive No accounts that were created outside the range of dates for the report will be included on that report Info on this Account Supplemental information for the purposes of the bookkeeper only This field currently does not appear on any reports Manage Account Sponsors Use this utility to enter sponsors and assign accounts to them Associate a Sponsor with an Account Select an account in the Available Unsponsored Accounts list box and click the left facing arrow button to assign it to the currently highlighted account sponsor in the Account Sponsors list box If the currently highlighted item in the Account Sponsors list box is not a sponsor the left facing arrow button will not be available Remove an Account Sponsor Association Select an account from the Account Sponsors list box and click the right facing arrow button This puts the account back into the pool of available unsponsored accounts and it can then be associated with a different sponsor Insert a New Sponsor Highlight the first line in the Account Sponsors list box which is labeled All Available Sponsors Select to Insert and click the Insert button Fill out the form and click OK Edit Delete an Existing Sponsor Select a sponsor in the Account Sponsors list box and then click the Change button to edit the sponsor record or click the Delete button to delete the record De
46. eports Menu e 35 Printing Reports When printing reports all reports are displayed in a Print Preview mode prior to going to the printer When a report is shown in this mode the user will have the following options e Move from page to page In the left corner of the menu bar click on the Next Page icon e Goto the first or last page Click on the Last Page or First Page icons e Goto Page Number Click on the Go To Page Number icon and enter the page number to view e Search for text by page Click on the Search for Text by Page icon and enter what to search for in the Search box e Marka Range of Pages Click on the Mark Pages icon and mark the desired pages This option allows the user to delete all unmarked pages by clicking the box to the left of the Delete All Un marked Pages icon e Unmark Pages Click on the Unmark Pages icon to unmark all pages e Mark All Pages Click on the Mark All Pages icon e Mark Unmark Pages Click to mark or unmark a specific page e Delete This Page Click on the Delete This Page icon to delete a specific page e Change Save User Report Viewing Defaults A variety of viewing defaults are available here e A number of Fit icons Click on either the Fit or Switch icons to view the report in different views e RTFand HTML Exporting To export the report in either of these formats click the envelope icon in the Preview toolbar the fourth button from the right
47. ere er ee opt i tci e ens 4 Basic Program Functions ener enne entrent nennen nene nnne nenne 4 Tab or Enter key ederent daa eee EUN 4 Chck and Drag eret endete ee her t t ite 4 Edit Mode cere e died dote i etes 4 Typing the First Letter Auto Complete esee 4 Fields Populated Automatically eese 5 Cycle button ete temet bte Ri te eer tege 5 XCR Navisational Buttons citant facto isaac e Re e nn 5 Pop Up Calendar benennen rtt 5 Resizable WindOWws intere ture edite Rt tr rens 5 Deleting Hems rra 6 System File Setup iere re RR e p Er ERE da 6 System Eie espe eR e REP ERE EUER RD TRU e ERG 6 Default Banks eon Ert ere etr RE 7 Detault CheckbooE 5253 1 nre oen derent roo ERO ete rur Red 8 U OE bie 9 Cal ndar Periods ariba 10 Master A NON 10 Getting Started 12 Opening the Program and Logging In secite eene nre 12 SIgn On zoo emeret pan eoe ra ben oa moi redd ets 12 Administrator Login ttr rente n e eei eren detenta dense 12 ANONYMOUS ACCESS inet rnt re neris e eee dee ete E e eee eR de ee eve ae Ee E Rat 12 Main Mentiroso il 13 File Menu 14 Print Set p itae ome ee RERO c 14 Report Modes eer ERREUR ER OR E er Re REUS 14 Use Pre Destinati on Dial g penne er HERD ERR 14 Disable Printer Select sist ris RS all St delen eb 14 Enable Save Printer Setup eet eer mete ete Ed 14 Enable Final Des nation nee ttp
48. every related transaction in the database each time a balance is requested for all balances requested Many browse lists and most reports display account or transaction balances which results in a great many round trip requests to the database When STIBookkeeper data resides on a network drive each round trip database request must also be sent across the network which can severely hinder the performance of the software With a typical installation of STIBookkeeper there is only one person who will be accessing the database the bookkeeper The application and data both exist in the same folder on a single workstation This is the recommended configuration but it does not always have to be the case There are some circumstances in which the user may wish to maintain multiple databases In rare cases the user may wish to maintain multiple instances of the STIBookkeeper application as well This section is STI_0906061710 Appendix A Multi User Access 61 Terminology designed to instruct the user how to use multiple data sets to explain why anyone would ever want to do this and to demonstrate the right way and the wrong way to accomplish this goal In order to discuss multiple data sets it is first necessary to discuss the architecture of STIBookkeeper and how it accesses data In order to do that some terms must first be defined STIBookkeeper Application The STIBookkeeper application consists of the vbs exe file along wit
49. for instructions on adding products Amount Enter the amount of the purchase order This is not required if defining the PO by choosing products Description Enter a brief description of the transaction The description will be listed in the Description of the Transaction field in the Purchase Order window Info Enter any supplemental information There is sufficient space for 200 characters of information STI_0906061710 Fall 2006 STIBookkeeper Fall 2006 STIBookkeeper Check Total This field shows the total amount of all checks written against the PO This total does not include amounts from voided checks Account Charges After entering the description and any supplemental information enter the Account Number The account name will automatically be populated The amount of the purchase order will be entered The balance column will automatically be adjusted to reflect the amount of the purchase order After purchase orders are entered the user may then Change Delete or Void the purchase order To change a purchase order select the purchase order and click on the Change button Edit the purchase order and click OK To void a purchase order highlight the purchase order and click on the Void button The purchase order will then be listed in red Not Defining a Purchase Order If not defining the Purchase Order enter the amount of the purchase order Enter a description to include in the tem Description of the printe
50. gram will automatically add the hyphen and parentheses in the correct locations Fax Enter the 10 digit fax number including the area code The program will automatically add the hyphen and parentheses in the correct locations E mail Enter the e mail address used to contact the school bookkeeper Home Page Enter the URL of the school s Web page if applicable District Information Number Enter the state assigned district number Name Enter the district name 6 e Installation and Setup STI_0906061710 Fall 2006 STIBookkeeper Fall 2006 STIBookkeeper Fiscal Year e Start Date Enter the first day of the fiscal year Dates may be entered in several ways The two most common methods are o Enter six digits that represent the date in the format mmddyy o Double click the date control and choose the date from a popup calendar Note Dates initially appear throughout the system in mm dd yyyy format but this format may be overridden by the user e End Date Enter the last day of the fiscal year Receipts e Receipt Prefix This may be any 5 character string but the most common use for this field is the state assigned School Number e Current Receipt Enter the last previous receipt number The program will automatically increment to the next number based on this data e Receipt Suffix Enter up to five characters to be used as a suffix if desired Purchase Orders e PO Prefix May be any 5 character stri
51. h the necessary format STI_0906061710 Fall 2006 STIBookkeeper Checkbooks Fall 2006 STIBookkeeper Budgeting Use this utility to enter the estimated receipts and expenditures for the fiscal year by individual accounts Add Edit Checkbooks Checkbooks Browse Checkbooks that are currently closed will appear in red Printing the Checkbook List The user may print a checkbook list by clicking on the printer icon The Checkbook List box will then appear The user may then select either the Code or Description to be the order of the report Checkbook Form The following fields are used Code The checkbook code 5 characters maximum Description The description of the checkbook 30 characters maximum This value displays as the last item on the Application title bar Account Number The checking account number usually a 10 digit number Opened The date on which the account was opened not necessarily the current date Closed If the checkbook is closed i e no longer used it is not necessary to delete it Instead it may simply be marked as inactive by entering the date on which the account was closed here Bank The bank in which this account resides Last Check Number The number of the last previously written check Last Deposit Number The number of the last previously numbered deposit Notes Any notes the user wishes to associate with the checkbook STI_0906061710 Utilities Menu e 45 Add Edit Banks
52. h a number of associated dll s help files ini files and documents The application is what is used to view and modify the associated data which can exist entirely separately of the application Program Path This is the location on the hard drive at which the application resides The application consists of a number of dll s and a single executable file named vbs exe There are some other supplemental files as well but it is the existence of the vbs exe file that distinguishes a folder as the program path By definition there can only be one program path per installation Datapath This is the location on the hard drive in which the STIBookkeeper data resides The datapath contains data that is common to all checkbooks defined in the system Examples of common checkbook data are e The school calendar e Products e Users e Vendors Upon initial installation the datapath is the same as the program path but that can easily be changed There can be many datapaths per installation The datapath must also contain one or more checkbook folders referred to as checkbook paths Checkbook Path This folder contains data that is specific to an individual checkbook Examples of checkbook specific data are e Accounts e Transactions receipts disbursements transfers e Purchase Orders Invoices Deposits NSF s etc STIBookkeeper tracks multiple checkbooks and the data for each checkbook resides in a unique folder dire
53. he specific printer chosen immediately after its generation This is the main reason why the Pre Destination dialog exists to provide the user with a last chance to choose a different printer for which to format the report because once the report s output is produced it is specifically formatted for a particular printer It is possible to choose a different destination printer here but the output is still formatted for the printer that was chosen when the output was produced Choosing a different destination printer after the report has been produced could result in header footer or margin misalignment font incompatibilities or even garbled output From the Options tab the number of copies to print and the collating sequence can be chosen There is also an option to print the report in reverse order These options do not override any settings chosen on the report setup for any of STIBookkeeper reports Enable Final Printer Since changing the destination printer after the report output has been produced can potentially cause problems it is possible to exclude that option When this option is turned off the Select Printer button on the Report Destination dialog is hidden and unavailable e This option is unavailable if the Enable Final Destination option is turned off Fall 2006 STIBookkeeper STI 0906061710 File Menu e 15 Enable 2Up 4Up Before a report is printed after generation and output production the user has the option
54. heckbook Register 32 Checkbooks 45 Click and Drag 4 Close Checkbooks 46 Close Fiscal Year 50 Cycle button 5 D Daily Reports 34 Data on a Network Server Program on All Workstations 67 Database Maintenance 53 Date of Check 60 Default Bank 7 Default Checkbook 8 Deleting Items 6 Deposit Form 30 Deposit Maintenance 29 Deposits Browse 29 Disable Page Delete 16 Disable Printer Select 14 Disburse Funds 20 Disbursement Form 20 Disbursement List 34 Disbursements Browse 20 District Information 40 E Edit Menu 17 Edit Menu for Text 17 Edit Mode 4 Enable 2Up 4Up 16 Enable Draft Mode Selection 16 Enable Final Destination 15 Enable Final Printer 15 Enable Save Printer Setup 14 Exit 16 F Fields Populated Automatically 5 File Menu 14 Financial Calendar Edit 41 Find and Destroy Bad Records 54 Fiscal Year 40 Index 69 G Getting Started 12 H Hand Written Checks 60 Help Menu 58 Initial Setup 63 Installation and Setup 4 Invoice Browse 26 Invoice Form 26 Invoices 26 41 Items 2 L Limit 28 Login As Another User 16 Main Menu 13 Maintain Printer Defaults 16 Manage Account Sponsors 43 Master Account 10 Monthly Financial Report 32 N Non State Reports 36 NSF Browse 28 NSF Form 28 NSF Maintenance 28 O Opening the Program and Logging In 12 Options 54 Overview P Pop up Calendar 5 Print Archived Reports 49 Print Check s 35 Print Screen 54 Print Setup 14 Pr
55. ic Printers The Print Check s report setup window features a button called Alter Print Position on Sheet located in the lower left corner of the window The purpose of this button is to adjust the positioning of the printed page All printers are different in some small way and it may be necessary to shift the print position a few hundredths of an inch vertically or horizontally to accommodate pre printed forms such as checks After selecting a date range the program will prompt the user if a check has been printed previously to see if the check should be printed again When printing a range of checks which includes checks that have been printed before there is an option on the Do you want to print this check again message box STI 0906061710 Printing Checks e 59 to cancel the entire operation and print nothing This will allow the user to abort the operation if the wrong date range has been selected Checks may also be printed in check number order with prompts for starting and ending check numbers Date of Check When printing a check from the Purchase Order or Invoice forms the date of the check is set to the date of the purchase order or invoice Vendor Addresses Vendor addresses may be repositioned by bulleting the Vendor Address field under Check Options then clicking the Shift the Position button that pops up in the lower left corner of the Print Check s menu Hand Written Checks 60 e Printing Checks To turn on
56. ick on the menu item Click the OK button to close the Tip window The Toolbox will appear on the screen as the user chooses items to include in the Toolbox The Toolbox may be changed by dragging it to another location on the desktop To close the Toolbox click on the Tools Toolbox men item again Fall 2006 STIBookkeeper STI_0906061710 Tools Menu e 51 Once the Toolbox has been set up the user simply clicks on the item to bring it to the screen Or the user may right click on the Toolbox item to run the item or modify the Toolbox The options to modify the Toolbox are as follows Delete Deletes the item from the Toolbox View Text Displays the text of the item on the Toolbox button View Icon Displays the icon of the item on the Toolbox button Backup Backup Data Note Be sure that all windows are closed in the program before making a backup The Tools Backup utility creates an archive of the application data The backup is created as a standard zip file To perform a backup of the data follow these steps e Choose the appropriate options e Click the OK button The backup file will be located in a folder named Backup located underneath the main program datapath unless an alternate location is specified in the Tools Options window The name of the backup file is based on the date and time at which the file was created For example a file created on August 25 2006 at 4 35 and 15 seconds AM would be
57. ing the report and then clicking the Delete button This utility allows the user to choose the checkbook with which to work if there are multiple checkbooks listed in the system Close Fiscal Year This utility allows the user to complete the current fiscal year and set up a new fiscal year including the new accounting periods When the procedure is performed any outstanding transactions will remain in the database The name of the folder that is created to hold the current year s data is limited to no more than eight characters 50 e Utilities Menu STI_0906061710 Fall 2006 STIBookkeeper Tools Menu Tools Menu Overview The Tool Menu includes the following items e Calculator e Toolbox e Backup o Backup Data o Restore Data e Database Maintenance o Change Account Numbers o Change Area Codes o Assign Account Sponsors e Zip Codes e Find and Destroy Bad Records e Print Screen e Options Calculator The calculator must be closed to view another window When utilizing the calculator on certain windows such as the Accounts form the amount listed in the display of the calculator window is what will appear as the value of a specific control such as the Beginning Balance when the calculator is closed Toolbox The user may create a customizable dockable toolbox by clicking on Tools and then selecting Toolbox A Tip window will appear explaining that to add an item to the Toolbox the user must hold down the Ctrl key and cl
58. inting Checks 59 Printing Reports 36 Products Browse 49 Program and Data on a Single Network Server 66 Program on All Workstations Data on One 67 Purchase Order Form 23 70 e Index STI_0906061710 Purchase Orders 23 40 Purchase Orders Browse 23 R Receipt Form 19 Receipts 40 Receipts Browse 18 Receive Funds 18 Reconcile Checkbook 27 Report Designer 36 Report Modes 14 Reports in STIBookkeeper 31 Reports Menu 31 Resizable Windows 5 Restore Data 53 S School Information 39 Screen Resolution 4 Set Checkbook 50 Sign On 12 Software Printed Checks 59 STIBookkeeper for Multiple Users 61 System File 6 System File Edit 39 System File Setup 6 T Tab or Enter Key 4 Terminology 2 62 The Right Way to Use Multiple Datapaths 67 The Users Browse 48 The Wrong Way to Use Multiple Datapaths 66 Toolbox 51 Tools Menu 51 Tools Menu Overview 51 Total Encumbered Amount 37 Transactions Menu 18 Transfer Form 22 Transfer Funds 22 Transfers Browse 22 Typing the First Letter Auto Complete 4 U Updates 4 Use Pre Destination Dialog 14 User Form 48 Users 9 Using Multiple Datapaths 64 Utilities Menu 38 Utilities Menu Overview 38 Fall 2006 STIBookkeeper V VCR Navigational Buttons 5 Vendor Activity Report 33 Vendor Addresses 60 Vendor Form 47 Vendor Mailing Labels 33 Vendors Browse 47 Void Transaction Report 32 W Welcome to STIBookkeeper 1 When NOT to Use Multiple Datapaths 66 Why Use Multi
59. ipt number The program will automatically increment to the next number based on this data Receipt Suffix Up to five characters to be used as a suffix if desired Purchase Orders PO Prefix The PO prefix may be any 5 character string but the most common use for this field is the state assigned school number Current PO The last previous purchase order number The program will automatically increment to the next number based on this data STI_0906061710 Fall 2006 STIBookkeeper PO Suffix Up to five characters to be used as a suffix if desired Invoices Invoice Prefix The invoice prefix may be any 5 character string but the most common use for this field is the state assigned school number Current Invoice The last previous invoice number The program will automatically increment to the next number based on this data Invoice Suffix Up to five characters to be used as a suffix if desired Financial Calendar Edit This utility allows the user to set up the accounting periods to be included in the fiscal year Accounting Periods Browse Printing a Calendar List The user may print a listing of accounting periods by clicking on the printer icon The Calendar List window will then appear Select the beginning and ending periods to include in the report Accounting Period Form The calendar period window defines the Accounting Periods in the calendar In most instances the accounting periods in a fiscal yea
60. leting a sponsor moves all associated accounts back into the pool of available unsponsored accounts Add Edit Account Sponsors Use this utility to add edit or delete account sponsor records Account Sponsor Form Most fields are self explanatory Note the following Box This field should refer to some method of communication with the account sponsor such as an employee mailbox number or location Fall 2006 STIBookkeeper STI 0906061710 Utilities Menu e 43 44 e Utilities Menu Sponsor Type Account sponsors are most often teachers but they may come to be sponsors from many sources such as the PTA school administrators or teachers aids Use this field to relate the sponsor to a particular group or classification such as Teacher Guardian Administrator etc STIOffice Teacher Information Unless the sponsor type is Guardian it is assumed that the sponsor is somehow affiliated with the school Use this field to store STIOffice specific information relating this sponsor to the school s administrative software In the future these fields will automatically be assigned if the sponsor is imported directly from the STIOffice software Create Vendor Record A vendor record may be created from this sponsor record to facilitate writing checks to the individual should there ever be a need to do this This checkbox is only available when the Sponsor form is in Insert mode Account System File Certain states require that accounts
61. lex fund accounting functions required to conform to the standard accounting guidelines yet without the cumbersome time consuming double entry STIBookkeeper offers the following features e Maintains multiple checkbooks and banks e Writes checks e Handles purchase orders and standard invoices e Tracks encumbrances e Creates receipts and deposits e Handles inter account transfers e Handles returned checks e Tracks account sponsors e Maintains a school level budget e Maintains account balances and e Provides for check reconciliation In addition to these functions STIBookkeeper includes a number of easily readable reports These include receipt and disbursement lists activity reports transfer reports monthly reports and an annual end of year fiscal report About this Document Fall 2006 STIBookkeeper This document will outline the most common features available to the user It will walk through the initial setup and provide instructions on how to use the software Users will find that the program simplifies the accounting tasks required by outside entities to track the receipt and disbursement of funds The program has the ability to perform multiple functions However the decision to implement certain aspects of the program is up to the individual user For example the user may set up purchase orders and standard invoices or use neither Also it is up to the user s discretion to write checks by hand or to have the softw
62. lt to the current outstanding balance of the PO as displayed here The account charges are all calculated proportionally Date The date defaults to the current date Edit the date if appropriate Fully Paid This box should not be checked until the PO has been fully paid When printing a check from the Purchase Order form if the check is for the exact amount of the purchase order the purchase order is automatically marked as paid Vendor Name Enter the vendor name If the vendor has not been set up in the Add Edit Vendor Name window the Vendors window will appear Click on Insert and add the vendor See Add Edit Vendors on page 47 for additional instruction on adding vendors Signed By The program will default to the person logged in Change the Signed By value if appropriate The available options are the users who have been set up in the program Click on the button to the right of the Signed By field to select a different user If the person who needs to sign the purchase order is not in the Bookkeeper User List add the new user See Add Edit Users on page 48 for instructions on how to add a user Define PO Click on the Define PO button to enter the products to be purchased This is not required however if the school wishes to identify the items being purchased this information should be entered If a product has not been set up the Add Edit Products window will appear See Add Edit Products on page 49
63. matically be populated The amount of the invoice will be entered The Balance column will automatically be adjusted to reflect the amount of the invoice After invoices are entered the user may then Change or Delete the invoice To change an invoice select the invoice and click on the Change button Edit the invoice and click OK Not Defining an Invoice If not defining invoices enter the amount the description and the account number Tab through the amount and enter Info Click on the icon to print the check from the invoice window Then click on the E icon again to print or click on the Hand Written Check button To print the standard invoice form click on the Print Invoice icon Click OK to save the record The description must be unique The program will not allow duplicate descriptions Attaching Purchase Orders Multiple purchase orders can be attached to a single invoice When the list box appears it will contain all purchase orders The user may click on one or several purchase orders to attach to the invoice To attach multiple purchase orders use the Ctrl click or Shift click method used in Windows to mark one or more items Reconcile Checkbook Fall 2006 STIBookkeeper Enter the starting date and ending date for the time period checks are to be considered Note If outstanding checks from a previous year exist use the pop up calendar to set the beginning date After the dates have been entered click on the Ga
64. me nature of STIBookkeeper there can be a significant performance decrease when data is accessed via a network Unlike many accounting systems STIBookkeeper does not store balances anywhere in its database Instead aggregate amounts that combine to yield balances are stored For example If a disbursement record exists representing a check for 100 and 75 of that check comes from the Office Supply account and the remaining 25 is taken from the Computer Equipment account the value of 100 is not actually stored anywhere in the database Rather the specific values of 75 and 25 are stored as individual components of the single disbursement When the disbursement is displayed in a list box or on a report its balance is calculated in real time at the moment it is requested by examining all accounts that make up the disbursement This method offers the advantage of allowing correction of calculation errors without requiring any data modification For example if the balance calculation function is determined to be flawed or if a new feature or module is added to the software to account for a new type of transaction the only necessary step will be to supply a new dll file with the new calculation function rather than providing a program to modify data that was incorrectly calculated before it was ever stored into the database to begin with The disadvantage to this choice of real time calculation is that it requires the application to examine
65. nd deposits The list may also be filtered by receipt type To filter the list of receipts shown use the checkboxes in the View group to show or hide void reconciled and or deposited receipts To further filter the list of receipts shown use the checkboxes in the Filter Types group to include exclude transactions of certain types Printing a Receipt List To print a receipt list click on the printer icon and the Receipt List Setup window will appear Select one of the following ways to order the report e Date e Receipt Number e Deposit Number After selecting the order for the report enter the starting and ending dates for the report Click on the checkbox to the left of Include Voided Transaction to include voided transactions in the report To enter a receipt click on the Insert button After a receipt is entered the user may then Change Delete or Void the receipt To change a receipt click on the receipt and click on the Change button Edit the receipt and click OK STI_0906061710 Fall 2006 STIBookkeeper Fall 2006 STIBookkeeper Receipt Form The following information may be inserted in the appropriate fields Number The receipt number will automatically be entered based on the last receipt issued Date The current date will appear by default Change the date if appropriate If in Cycle mode the date will default to the date of the most recently entered receipt Amount Enter the amount of funds received
66. ng but the most common use for this field is the state assigned School Number e Current PO Enter the last previous purchase order number The program will automatically increment to the next number based on this data e PO Suffix Enter up to five characters to be used as a suffix if desired Invoices e Invoice Prefix May be any 5 character string but the most common use for this field is the state assigned School Number e Current Invoice Enter the last previous invoice number The program will automatically increment to the next number based on this data e Invoice Suffix Enter up to five characters to be used as a suffix if desired Default Bank Most data fields are self explanatory Note the following Contact e This is the usual contact person at the bank STI_0906061710 Installation and Setup e 7 8 e Installation and Setup Routing Number e This is a unique number used to identify the bank The bank s routing number is located directly after the account number at the bottom of any check issued by the bank Stop Payment Fee e Enter the amount the bank charges for a stop payment fee here STIBookkeeper can automatically create a disbursement record of the type Fee for this specified amount when payment is stopped on a check In order to do this the user must also check the Create Disbursement on Stop box on the Transactions tab of the Tools Options window Create Vendor Record e Check this
67. number is entered the account name will automatically be populated only if a full record for the account is already in the system Cycle button The Cycle button is included throughout the program The purpose of the Cycle button is to allow the user to insert a number of records continuously without having to click the Insert button multiple times VCR Navigational Buttons Throughout the program there are navigational buttons sometimes referred to as VCR buttons attached to list boxes l0x John O Vendor Michael Vendor 251 555 4321 Mobile New Vendor Terry Vendor 251 555 9876 Mobile Wendor These buttons are for use with list boxes to navigate the list box e g to quickly jump through pages of items listed in the browse box in a single step Pop up Calendar Anywhere a date entry field exists double clicking on the spin box will pop up a graphical calendar control which may allow for easier date entry This however is not the case with date entries that exist within list boxes or browse lists In most cases using the pop up calendar is the only way to enter a date that falls outside the range of the current fiscal year Resizable Windows Most windows in STIBookkeeper are resizable for the purpose of displaying more items in list boxes The user may resize the window by dragging the corner or edge Fall 2006 STIBookkeeper STI_0906061710 Installation and Setup e 5
68. of the window to the size desired Not all windows are resizable but most that contain list boxes are with the notable exception of report setup windows Deleting Items The program will not allow the user to delete accounts users vendors or products These records will only be deleted during the Rollover procedure Also reconciled transactions cannot be deleted System File Setup System File The System File contains a number of fields that will control the program School Information Code The school state assigned number Password Enter the system password This password is to be used in the event a user forgets his her individual password and is only applicable to the special administrative login code Name Enter the school name Principal Enter the principal s name Address There are two lines provided The first should be the street address and the second line should be a PO Box if one exists Zip Enter the five or nine digit Zip Code The program will automatically add the hyphen in the correct location Entry of the Zip Code will trigger a lookup to find the correct city and state City Enter the city if it was not correctly found via the Zip Code State Enter the first letter of the state and select the correct state abbreviation This is only necessary if the correct city and state were not found via the Zip Code lookup Phone Enter the 10 digit phone number including the area code The pro
69. ogram asks that the following information be supplied Title e Only enter information if the user has a title such as Dr or if the school requests the use of Mr or Mrs etc First Name e Enter the user s first name Last Name e Enter the user s last name Suffix e Enter information such as Jr Sr III etc if appropriate Code e Enter the user s login code This is limited to three characters Password e Enter a password up to ten characters in length Each user should have a separate login code and password User Type There are four types of users Supervisor Supervisory access is gained by the use of the special supervisory login code 0 and the system password A supervisory login is not limited in any way However the supervisor is restricted from performing operations that will interfere with the functionality of the STIBookkeeper application The supervisor cannot for example delete vendors or accounts as this could corrupt the operation of other checkbooks Bookkeeper This user type has full access to all aspects of the program with one limitation there are certain types of program maintenance which may only be performed by the supervisor Operator The operator may view information but cannot delete certain pieces of information or add new users STI 0906061710 Installation and Setup e 9 View Only This user may view data in STIBookkeeper but cannot modify data in any way Clicking OK will sa
70. ormation to the user or to request minimal input Locator Control An edit box underneath a list box on a browse This control is used to find or locate a specific item in the list box relative to the column on which the browse is currently sorted Entering text into this control and then clicking the Tab key will find and place the highlight bar on the item in the list box whose value most closely matches the text entered without going over Context Menu Right clicking on many items will cause a small popup menu to appear offering choices of actions These actions are universally only relative to the control that was right clicked This control is called the context hence the name context menu STI_0906061710 Welcome to STIBookkeeper e 3 Installation and Setup Updates The install and update programs will search for existing installations and create shortcuts to them This process will record information on the locations so the shortcut process will not need to be repeated in the future If multiple installations exist the update will ask which installation s to modify Click the checkbox to the left of each installation to update The process will run the update for each installation chosen Screen Resolution In order to take full advantage of STIBookkeeper s customizable features such as resizable windows and user definable text display properties it is recommended that the minimum screen resolution be set at 800 x 60
71. ounts o Manage Account Sponsors o Add Edit Account Sponsors o Account System File o Budgeting e Checkbooks o Add Edit Checkbooks o Add Edit Banks o Close Checkbook e Add Edit Vendors e Add Edit Users e Add Edit Products e Print Archived Reports e Set Checkbook e Close Fiscal Year The Utilities features are provided for the program setup and to allow users to set up a number of items when the program is first installed Users may go to Utilities to set up additional accounts vendors and products Or as the user is entering information in other areas these items may be added when appropriate To add checkbooks and additional users the user will need to go to Utilities and select the appropriate item Changes in the System File must be made through the Utilities menu items For specific instructions on the System File setup see System File Setup on page 6 38 e Utilities Menu STI_0906061710 Fall 2006 STIBookkeeper System File Edit Fall 2006 STIBookkeeper A system file controls the program The system file edit window is where those settings can be adjusted There is no System File browse there is only the System File form School Information Code The school state assigned number Password The system password This password is to be used in the event a user forgets his her individual password and is only applicable to the special administrative login code Name The school name Principal The prin
72. page Notes Any notes about the vendor Monthly Activity A breakdown of expenditures to the current vendor on a month to month basis is available on this form Click the Monthly Activity button to see this list along with Fiscal Year to Date and Calendar Year to Date totals The program provides for users to be set up with a login and password to use the program The Users Browse Printing the User List The user may print a user list by clicking on the printer icon the User List Setup window will THEN appear The user may select the report to be in Name or Code order User Form The following fields are used Title Only enter information if the user has a title such as Dr or if the school requests the use of Mr or Mrs etc First Name The user s first name Last Name The user s last name 48 e Utilities Menu STI_0906061710 Fall 2006 STIBookkeeper Suffix Jr Sr II HL etc Code The user s login code This is limited to three characters Password A password up to 10 characters in length Each user should have a separate login code and password User Type There are three types of users The first is the bookkeeper This user has full access to all aspects of the program The second type is the operator The operator may view information but cannot delete certain pieces of information nor add new users The third user type is view only This type of user may view data in STIBookkeeper b
73. ple Datapaths 65 Window Menu 57 Z Zip Codes 53 Fall 2006 STIBookkeeper STI_0906061710 Index e 71
74. r are defined by months To set up the accounting periods select the period Then select the beginning and ending dates for each period If the user is setting the periods up as months the program will automatically select the dates in the months and the user will only need to click OK In some schools the user may wish to have more than twelve accounting periods In that case define the additional periods as needed The program does not restrict the number of periods nor the dates to the fiscal year The user decides how many accounting periods there will be in the program Once all periods have been defined click Cancel Fall 2006 STIBookkeeper STI 0906061710 Utilities Menu e 41 Accounts 42 e Utilities Menu Add Edit Accounts All accounts must be listed in the Master Account file The Accounts Browse Speeding Up the List Display Because of the architecture of STIBookkeeper all account balances are calculated in real time based on EVERY transaction from the beginning of the fiscal year to the current date All of this calculating may cause this window to open and display very slowly when there is a lot of data say seven or eight months into the fiscal year To speed up the display of the window there are two checkboxes on the window Balances and Sponsors designed to hide the Balance and Sponsor columns respectively These do not look like traditional checkboxes they look more like buttons but they stick when clicked
75. ram on All Workstations method but it does at least allow the bookkeeper to access the data without the bottleneck of network traffic Using this method at least one user the primary user will suffer no ill effects from the inevitable performance decrease of accessing data across a network Note In this scenario the bookkeeper s workstation must be powered on and available on the network in order for any secondary users to access the STIBookkeeper database located on it Fall 2006 STIBookkeeper STI 0906061710 Appendix A Multi User Access e 67 Index A About the Help Menu 58 About this Document 1 Account Register 33 Account System File 44 Accounting Period Form 41 Accounting Periods Browse 41 Accounts 42 Actions 2 Add Edit Account Sponsors 43 Add Edit Accounts 42 Add Edit Banks 46 Add Edit Checkbooks 45 Add Edit Products 49 Add Edit Users 48 Add Edit Vendors 47 Adjusting for Specific Printers 59 Administrator Login 12 Annual Financial Report 32 Anonymous Access 12 Appendix A Multi User Access 61 Application Options 54 Archived Reports Browse 50 Arranging the Windows Onscreen 57 Assign Account Sponsors 53 Backup 52 Backup Data 52 Bank Statement Balances 30 Basic Program Functions 4 Batch Reports 35 Blank Reports 35 Budget Report 34 Budgeting 45 Fall 2006 STIBookkeeper STI_0906061710 C Calculator 51 Calendar Periods 10 Change Account Numbers 53 Change Area Codes 53 Check Printing Options 59 C
76. rd click on OK STI_0906061710 Transactions Menu e 19 Deposit Number The deposit number shown on the Receipt Form is the ID given to the deposit Add to Deposit lt Number gt If the form is in Insert mode the receipt being added can be automatically applied to the most recent unreconciled deposit The main purpose of this feature is so that as receipts are added into the system they can simultaneously be added to a daily deposit Disburse Funds The program is designed to record the date number a brief description the type of disbursement and the amount Disbursements Browse To void a disbursement highlight the disbursement and click on the Void button The disbursement will then be listed in red Note The Void button will only appear if disbursements have been created To enter a disbursement click on the Insert button Filters The user may filter disbursements for void reconciled and printed Disbursement List A list of disbursements can be printed by clicking the Print button on the Disbursement window The user selects which order to print the report a date range and whether or not to include stub information this option lists all the attached Purchase Orders and Invoices for each check The disbursement list includes a checkbox called Show Check Stub Information which lists all Purchase Orders and Invoices attached to each check If more than 12 line items Purchase Orders and Invoices exist for
77. rd must still be created in order for the system to track disbursements Software Printed Checks Fall 2006 STIBookkeeper By default STIBookkeeper is set up to produce its own check To produce a check with the program go to Transactions and click on Disburse Funds The creation process for a disbursement is explained in the section Disburse Funds on page 20 While in this menu there are two ways for the program to produce a check The first is to pay invoices and or purchase orders This is accomplished by clicking on the Attach Invoices button and or the Attach Purchase Orders button after entering all the information for the disbursement except for the amount The amount will be automatically calculated based on the items attached The second method of printing checks under Transactions Disbursements is to produce a check without attaching any invoices or purchase orders to the check When choosing this option enter all the information on the disbursement including the amount but do not click either of the Attach buttons Checks may also be printed by clicking Reports and then selecting Print Check s After all the information is entered the zal Print Check icon will appear in the lower left hand of the Disbursement form Checks can be printed either from the Disbursements browse or from the Disbursements form When printed from the browse the option exists to print checks for a given date range Adjusting for Specif
78. riginal receipt an NSF Charges box will appear This box is how the user tells the program to distribute the funds that are tied to the returned check The program may distribute the funds in one of the following ways e Proportionally Among Receipt Accounts e Allinto One Account When this option is selected the user is prompted for the account to reflect the insufficient funds e Custom When this option is selected the user must manually enter the accounts that will reflect the insufficient funds To enter the accounts manually click on Insert and enter the account number and the amount to be charged to the account Deposit Maintenance Fall 2006 STIBookkeeper The utility tracks deposits Deposits Browse After the deposit has been created the deposits may be changed deleted voided or reconciled Change To change a deposit highlight the deposit and click on the Change button Delete To delete the deposit click Change Delete all associated receipts listed in the deposit Click OK this will NOT delete the receipt transactions and then highlight the deposit and click on the Delete button Void To void a deposit highlight the deposit and click on the Void button When a deposit is voided it will display in red Reconcile To reconcile a deposit highlight the deposit and click on the Reconcile button When a deposit is reconciled it displays in a blue font Deposits List The user may print a list of deposits
79. rize Printer Setup button will link the chosen printer to this specific report i e from this point on whenever this specific report is generated it will always be formatted for the printer which is currently selected on the General 14 e File Menu STI 0906061710 Fall 2006 STIBookkeeper tab of this dialog Clicking the Clear Memorized Printer button will reverse this process and this report s default printer will be the same as the default report printer e This option is unavailable if the Use Pre Destination Dialog option is turned off e This option is unavailable if the Disable Printer Select option is turned on Enable Final Destination This is probably the most important option with regard to printing reports Some of the most powerful features of the report previewer are only made available if this option is turned on Once final destination is enabled clicking the Print button from within the report previewer will open the Report Destination dialog From this dialog options exist for e Choosing the specific printer to which the report will be sent e Printing multiple copies of the report collating copies reversing print e Printing the report to a file e Exporting the report as text and e Archiving the report Although the option is given to select the printer to which the report will be sent it is important to understand that once a report has been generated and its output produced it has been formatted for t
80. s or departments it is suggested that a numbering system be created that has a common code either alphabetical or numeric to differentiate them Description e Enter a brief description of the account of up to 50 characters maximum The following fields are optional Sponsor e Choose from the list of available account sponsors Secondary Account ID e Enter a secondary account ID if one exists This is intended for future use but it does provide a mechanism for entering up to 150 characters to identify the account 10 e Installation and Setup STI_0906061710 Fall 2006 STIBookkeeper Fall 2006 STIBookkeeper Beginning Balance e Enter the beginning balance of the account at the time the program will begin to track receipts and expenditures Note If outstanding transactions such as checks or NSF s exist the beginning balance should be adjusted accordingly these transactions should also be entered into the program along with the initial transaction dates The user may click the zl button to the right of the Beginning Balance box to bring up a calculator The calculator may be used to total several numbers When the numbers are totaled and the calculator is closed the total will be inserted in the Beginning Balance line Created On e The date on which the account was created The account creation date is evaluated when printing reports that are date sensitive No accounts that were created outside the range of dates
81. se A window typically containing a list box edit buttons Insert Change Delete and a locator entry box STI 0906061710 Fall 2006 STIBookkeeper Fall 2006 STIBookkeeper Form A window containing a number of controls for defining displaying the contents of one single record Some forms also contain list boxes and edit buttons which may make the distinction a little confusing The basic rule of thumb is if the window appears as a result of clicking a button labeled Insert or Change the window is a form If the window appears after the user selects an item from the main menu and it contains the attributes listed above it is a browse The title bar of forms will change based on the manner in which the form is invoked and the intended action of the form For instance sometimes a form s title bar will read Record will be Added and sometimes it will read Record will be Changed This is another way to differentiate a form from a browse Report Setup Window A window that displays either when a print button or print check button is clicked on a browse or form or when a report item is chosen from the main menu These windows contain controls for choosing the options for the report about to be printed as well as two buttons Print and Close Dialog Box Usually a very small window often containing nothing more than a sentence or two of text and Cancel and or OK buttons These specialized windows are used most often to present inf
82. sfers browse The Transfer List Setup window will appear The user selects the starting and ending dates for the report The user may also include voided transactions by clicking on the Include Voided Transactions checkbox To enter transfers click on the Insert button Transfer Form Date The date will default to the current date Change the date if appropriate Description Enter a brief description up to 50 characters may be used of the transfer The description will be listed in the Description of the Transfer field in the Account Transfer window STI_0906061710 Fall 2006 STIBookkeeper Amount Enter the amount of funds received The program is set so the dollars and cents default to 0 00 So if 100 is typed and the Tab or Enter key is clicked it will display as 100 00 Info The program provides for supplemental information There is sufficient space for 200 characters of information Account Charges After entering the description and any supplemental information enter the amounts for all of the accounts that are to be debited the ones from which funds will be taken Enter these as negative numbers Then enter the amounts for all of the accounts that are to be credited the ones into which funds will be placed The goal is for the running total the amount above the Balance column to become zero in which case it will disappear Transfers do not have to be entered in credit then debit order they may be entered
83. th those printed immediately prior to closing that fiscal year e Enabling the user to test a new feature without risking data loss o Although the preferred method is to create a backup of the database and restore it if necessary it is possible to simply copy the contents of the datapath and all of its subordinate checkbook paths to a new location and then create a shortcut that uses that data instead of the live data This way 1f the user is unsure of whether a certain feature is safe or necessary it can be tested first with no harmful effects e Giving users of different workstations access to the data o Itis recommended that only one copy of STIBookkeeper exist on a school s network It is the case though that sometimes a user at a different workstation may require access to the data For example a principal may be required to temporarily oversee the actions of a newly hired bookkeeper This is a very unique and specific case and is described in detail in the sections The Wrong Way to Use Multiple Datapaths on page 66 and The Right Way to Use Multiple Datapaths on page 67 Fall 2006 STIBookkeeper STI_0906061710 Appendix A Multi User Access e 65 Note It is not recommended that STIBookkeeper data ever be located anywhere but a local hard drive and with proper network administration it would never be necessary to do otherwise When NOT to Use Multiple Datapaths The most common misconception of a practical us
84. ther Checks button A list of check numbers will appear on the screen The user may then mark all checks unmark all checks or mark individual checks as reconciled A tabbed notebook with up to nine tabs will appear onscreen with each tab containing up to 50 check items The check items consist of the numbers of all check records created within the time span of the dates entered Hold the mouse cursor over a check item to see detailed information about the check such as the vendor the date written as opposed to the date the check record was created and the amount of the check Checks that have been voided will show up disabled in red Checks that have been stopped will appear in purple STI 0906061710 Transactions Menu e 27 To limit the display to only checks that have not been reconciled click the Unreconciled button Clicking the Apply button will cause all checks marked in this session to be now considered as reconciled Clicking the Cancel button will result in no changes whatsoever being saved Limit The user may view 450 checks at a time when reconciling checks using the Reconcile Checkbook feature If more than 450 checks exist within the specified date range the user will be prompted to change the date range The Apply button will be inactive until the date range is changed NSF Maintenance 28 e Transactions Menu The program allows for the tracking of returned checks NSF Browse Once a returned check has been
85. to a separate datapath e C VBS vbs exe datapath c data stibookkeeper e C Program Files vbs vbs exe datapath svr V BS Data HighSchool Note It is not necessary to place a trailing backslash at the end of the datapath It is recommended that if multiple datapaths are to be used a new shortcut be created to point to the alternate data set To create a new shortcut do the following Windows 98 NT 2000 XP e Right drag the original STIBookkeeper shortcut on the Start menu to the desktop and choose Copy Here from the context menu that appears e Rename the icon as appropriate by right clicking choosing Rename and typing a new name for the shortcut e Add the new datapath option to the Target field of the new shortcut as described above Windows 95 e Right click on the original STIBookkeeper shortcut on the Start menu and choose Copy e Minimize all open application so that the desktop is viewable e Right click anywhere on the desktop that is NOT on an existing icon and choose Paste 64 e Appendix A Multi User Access STI_0906061710 Fall 2006 STIBookkeeper e Rename the icon as appropriate by right clicking choosing Rename and typing a new name for the shortcut e Add the new datapath option to the Target field of the new shortcut as described above Note If the text that exists in the Target edit box contains any spaces prior to adding the datapath option that text should be placed in quotes prior to adding any
86. u The user may log in as another user by clicking on this option The Sign On box will appear To login as another user enter the user code and password and click the OK button Clicking on the Close button will close the program Click on Exit to exit the program STI_0906061710 Fall 2006 STIBookkeeper Edit Menu Edit Menu for Text The user may cut copy and paste selected text when certain windows are open in the program Fall 2006 STIBookkeeper STI_0906061710 Edit Menu e 17 Transactions Menu Receive Funds 18 e Transactions Menu The program is designed to record the date number a brief description the type of receipt and the amount Receipts Browse Use the Void and Reconciled buttons to quickly mark a receipt accordingly To void a receipt highlight the receipt and click on the Void button The receipt will then be listed in red A receipt must exist in order for the Void button to appear Receipts that have been reconciled will appear in blue If a receipt has been reconciled the indicator will state that it is reconciled when the receipt is highlighted Use the Deposit button to quickly create a deposit By default all available unreconciled receipts will be selected for inclusion in the new deposit Receipts may be de selected if desired by right clicking and choosing Reverse or by holding down the Ctrl key while clicking on individual receipts Filters The user may filter receipts for void reconciled a
87. ursed The program is set so the dollars and cents default to 0 00 So if 100 is typed and the Tab or Enter key is clicked it will display as 100 00 Note If attaching purchase orders or invoices do not enter an amount Info The program provides for supplemental information There is sufficient space for 200 characters of information Description Enter a brief description of the disbursement There is sufficient space for 50 characters of information Account Charges Once the information has been entered and the Tab or Enter key has been clicked the information will be placed in the lower portion of the box To save the record click on OK After a disbursement is entered the user may then Change Delete or Void the disbursement To change a disbursement select the disbursement and click on the Change button Edit the disbursement and click OK Once a disbursement has been printed or hand written it can no longer be changed Attach Purchase Orders To attach purchase orders to the check click on the Attach Purchase Orders button The Attach Purchase Order window will appear Click the Insert button to select the purchase order to attach to the disbursement Note that a Vendor Name must be entered before this option is available Attach Invoices To attach the invoice to a check click on the Attach Invoices button The Attach Invoices window will appear Select the invoices to attach to the disbursement STI_0906061710
88. ut cannot modify data in any way Add Edit Products To utilize the purchase order and invoice portions of the program the user should set up products in the product browse Products Browse The program will allow multiple entries for a particular product name as long as there is a different price for each Product Enter the name of the product Price Enter the price of the product Print Archived Reports This feature allows for the printing of reports that the user has chosen to archive To take advantage of this feature the user must set up Report Modes under the File menu To archive reports do the following e Goto File and click on Report Modes e Check the Enable Final Destination box e Check Enable Final Printer e Run the desired report ue e When the print preview appears click on the icon Fall 2006 STIBookkeeper STI 0906061710 Utilities Menu e 49 Set Checkbook e Click on the Archive tab e Entera description and comment describing the report e Click on the Archive button Archived Reports Browse Once a report has been archived it may be printed any time Click on the report to print and then click the Retrieve button The report will appear in the report previewer Then click on the Print button to print the report The report name and description may be changed by clicking on the report and then clicking on the Change button The report may also be deleted from the archive by highlight
89. ve the user record and clear the form for entering another user Once all users have been defined click Cancel The program will then prompt the user as to whether the changes should be saved When the message box appears click Yes At this point the Account Calendar will appear onscreen Calendar Periods The Calendar Period window defines the accounting periods in the calendar In most instances the accounting periods in a fiscal year are defined by months To set up the accounting periods select the period and then select the beginning and ending dates for each period If the user is setting the periods up as months the program will automatically select the dates in the months and the user may simply click OK In some schools the user may want more than twelve accounting periods In that case define the additional periods as needed The program does not restrict the number of periods nor the dates to the fiscal year The user decides how many accounting periods there will be in the program Once all the periods have been defined click Cancel Master Account The user must enter the following information for the Master Account Account Number e Enter the account number The account number may be a combination of alphabetical or numeric characters up to 20 characters total It is suggested that account numbers be kept to 10 characters or less in order for formatted reports to be legible If reports are to be broken down by categorie
90. workstation run its own copy of the STIBookkeeper software At least this way there is less network traffic since only the data will be sent across the network The software will not need to be transferred to the workstation in order to be loaded into memory this way which will most certainly show an increase in performance Program on All Workstations Data on One See The Right Way to Use Multiple Datapaths for information on this configuration The Right Way to Use Multiple Datapaths The most efficient method of providing multiple workstations with access to the same data is to install the application normally on one workstation and then have each of the other workstations access the database via a shared drive The idea here is that the application AND data both reside on the bookkeeper s workstation the host machine This method requires a little more work in that a network administrator must set up a network share on the host machine and provide all other necessary users proper access rights to it Each secondary user may then map a drive to the bookkeeper s network share which will be used to access the STIBookkeeper database Once this is done each of the secondary users should install a copy of the software on their local workstations and provide a datapath option that points to the newly mapped drive path This configuration does not provide any additional value to the secondary users over the Data on a Network Server Prog
91. y two legitimate reasons for using separate copies of STIBookkeeper 1 Different versions of STIBookkeeper are necessary i e a mandatory update has been performed on one database but not the other 2 The database s must be accessed from different workstations In the case of the first example there is really no way around using multiple copies of STIBookkeeper One shortcut must point to an entirely different installation AND an entirely different database from the other shortcut Example 2 however can be easily misunderstood There are three scenarios in which STIBookkeeper may be configured for use by users of multiple workstations all of which will work but only the last of which is logical and supported Note Any secondary users should be assigned a user type of View Only Program and Data on a Single Network Server The user may be tempted to install STIBookkeeper on a network server under the assumption that this is only way to make data accessible to multiple workstations This is not the case and is in fact the least efficient and most error prone method to 66 e Appendix A Multi User Access STI_0906061710 Fall 2006 STIBookkeeper use to achieve that goal Neither STIBookkeeper software NOR data should ever need to be installed on a network server Data on a Network Server Program on All Workstations A slightly more efficient yet still ill conceived method is to place only the data on the server and have each

Fall 2006 STIBookkeeper

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