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STAR ACCOUNTS USER GUIDE - ICT Shared Services

1. does not match then the required supplier 30 04 2013 1778 Edexcel s0 04 2013 order can be selected from the catalogue Id 1777 Edexcel 30 04 2013 drop down list 1776 AQA 30 04 2013 Receive Lines Order lines can only be processed for payment when the number of items received has been entered for each line Catalogue Id Number Nett waT Total Received Paid EOS B293P 4 00 TTT a a0 D D 4 50 5291P 5 55 1 11 6 66 0 D 6 66 B292P 4 32 00 6 40 38 40 D 0 38 40 183261 2 32 10 6 42 38 52 D 0 38 52 56746 5 5 75 1 15 6 90 0 0 6 90 08636 10 12 90 2 58 15 48 D 0 15 48 63185 20 32 00 6 40 38 40 D 0 38 40 33480 2 5 00 1 60 9 60 0 D 9 60 51884 i 4 70 0 94 5 64 D 0 5 64 eee ere Click Receive All Lines if all of the items ordered have been received lf an order is part received or an order line is only part received the actual number of items received should be marked as received Highlight the required order line and click Receive Line All or Part 15 40 3 08 ARM pe 15 30 E3 fb 16 6 Receive Line 4ll or Part Receive All Lines Unreceive Line Delete Line er emen mi The coding details that are Line Details Education Equipment amp Materials 40850 shown at the bottom of the Paes screen relate to the PEN STICK MED BLACK x60 highlighted order line Section 7 Purchase Orders Page 21 of 29 School
2. Sorting 1 S z Morfolk County Council 5 1 tart Code 4 9 Morserwe Ltd Pebble a ict Sorted k Subjective ou all Errore z o ace E e anes i a be cleared summary O nce a te m p ate has bee n a ee ae Selected you will be unable to 1 95250 Instructors elle E Revenue Only select fu rther crite na to add to Sinai Omen eC e eae ceil the report However a Groupe aan ey Manager F PCard RecharuesSD CITIC Period can be cA Careers Control selected and the Page per f Excl Control ECAPCE Capital Expenditure Loan Scheme Download So rti ng 1 O pti O n can be ECAPCH Sports Hall Project i All ECAPDC VA School Based Project ft only added ECAPDK Tier 2 Funding for Kitchen amp Dining Facil f Exclude Place A ee Employee Adams Mr James reditors E Adcock Ms Lisa fe All Alger Mrs Eileen Margaret c at Allen Mr David Cc ae Allen Year Mre Jacqueline uasa TTE Bel Ge z one Details Staff Names Petty Cash 1 a 53 C Page Per Sorting 1 Remove Filter Click Remove Filter to reset the report parameters Deleting a Template lf you wish to delete a template select the required template from ER the drop down list and then click the Delete button 4re you sure you wish to delete the template Overtime Costs Click Yes to delete the template or No to cancel Section 17 Reports Page 33
3. About Orders Transactions Tab To ensure that the schools Budget Control Report BCR is Transactions Records as accurate possible any known or planned expenditure should be entered into Star Accounts as a purchase order commitment Transaction To access this function from the Main Menu select the Transactions tab and click Orders suppier EE y Order Mumber appie Hame Order Date a1 02014 10 00 aa 28072014 150 00 PayiReceive Orders Journal 25072014 1 156 26 Journal 25072014 5F5 22 New Order Journal 16072014 5 000 00 Breckland Scientific Supplies C807 2014 69 58 Delete Order Print Order Educational Planning pirg 162 15 Crown House Publishing Ltd O40 2014 9 99 RUSSUMS p rgi 103 00 E Mail Ord Breckland Scientific Supplies OHOO 4 11 49 Seon ESPO Ogiri 13 50 Orders Cleared by Downoad ESP OF e014 224 00 ESPO pori4 3 90 ESPO prg 79 20 Aged Creditor Report ESP O40 e014 25 35 Power of 2 Publishing Ltd Os 2014 219 50 Generate Yearend Creditors Yearend Creditors ESPO 02072014 209 20 Hope O27 2014 9 95 ESPO Online ESPO 02072014 452 69 Importiode ESPO Orders Cyclone Industries Ltd C Orders not yet uploaded Upload Pending Orders This is a list of all Outstanding Commitments Double click any order within this list to view the full order Show Cancelled Orders This list defaults to show only those orders with an outstandi
4. entered automatically as eee the school name order Subject Norfolk Primary School Order Mo 309 for LAN Synergy nu number and suppli ler Attach m Order Number 309 rtf 4 KB lf the supplier record for the requested order contains an email address see section 4 the email address will be prefilled If the supplier does not have an email address within its record enter the required address before clicking Send Please Note If multiple orders are highlighted in the Orders Summary List Star Accounts will loop through all highlighted orders creating an email for each order Alternatively from within an order select Email Report from the Star Accounts dropdown This will then open an email as per the instructions above Star Accounts i Close Sy Print Print viewed page A Star Accounts CX Close B Login as different user 2 Print p Select a Datafile P Print viewed page isd Email Report lt Other Login as a different user m Select Datafile 1 Email Report al Please Note Any order or report emailed from within Star Accounts will be sent in a Rich Text Format rtf This means that the reports will not email exactly as they appear on screen Any formatting such as highlighting in bold lines or logos will not be shown on the attached document This means your school logo will not appear on emailed orders Section 7 Purchase Orders Page 9 of 29 Schoo
5. BACSO1 lf the default BACS Reference is incorrect or you wish to use a different number please enter the required numerical value in the BACS Batch No field This will automatically amend the BACS Reference BACS Batch Wo joi BACS Reference BACSO1 Please Note The BACS Reference cannot be manually overwritten Section 10 Cheque Printing BACS Payments Page 7 of 19 Schools Finance STAR ACCOUNTS User Guide Section 10 Cheque Printing BACS Payments If Yes is clicked to confirm the BACS Reference stated a control sheet will be printed List of BACS payments awaiting Authorisation included in BACS01 Created on 02 07 2013 11 18 02 Supplier Invoice No Amount Access to Music Ltd ATM0123456 1 500 00 Total BACS Payment for Supplier 1 500 00 Stuart Baldry GHFD 4561 237 150 00 Total BACS Payment for Supplier 150 00 BACS Control Total 1 650 00 IPN ANNE II eas eai EE DEEE o PIREA E This must be authorised by a responsible budget officer for example the headteacher Please ensure that this report has printed correctly as you will be unable to amend the Batch details after clicking Yes to the following message Process Payments Has the BATS Report printed correctly j l Click Yes bo continue or No bo Cancel Click Yes to continue or No to cancel the process to print w the report again Payment File After Yes is clicked to
6. Debtors Hourly Rate If a rate was set within the facility details screen for Full Concession prices this field will automatically be populated with the charges set according to the session rate accommodation and day selected Overtype the rate shown if no standard rates have been created or the rate shown is not the rate to be charged Net Price These figures are calculated by Star Accounts based on the information provided and cannot be amended Hours Giuantity Charged Hourly Rate 4 a00 5 00 The Net Price is calculated as Quantity Hours Charged Hourly Rate VAT Code Select the appropriate VAT code from the drop down list for the current line If you are unsure of the VAT Rate to be applied to the letting please refer to the Shared Use of School Premises policy document Extra Details If any additional information is required for individual lines click the Extra Details button Enter any additional information a E Zeas into the new field Click Extra Details again to return to the normal invoice screen Invoice Total Summary Please ensure that the invoice total a aa shown at the bottom of the screen hen w matches expectations once all invoice Tota 480 00 l elal required lines have been entered Delete a Line To delete any lines from an invoice click the delete button to the right vA of the required line Are you sure you Wish to delete this line Click Yes t
7. Ee nn Number fe nos Number v x a 16 Apr E RM EDUCATION PLC 26 Mar 13 79695 12 Mar 13 ESPO 29 Jan 13 80741 F 18 Apr 13 RM EDUCATION PLC 26 Mar 13 80266 0 2 16 Mar 13 ESPO 06 Mar 13 30161 0 2 16 Mar 13 ESPO O6 Mar 13 80733 0 2 18 Apr 13 RM EDUCATION PLC 27 Mar 13 Exporting a Filtered Report to Microsoft Excel To export a filtered transactional list to Microsoft Excel select the required filters within the Transaction Reporting screen and then click Export Filtered Report z3 Reporting Remove Filter Export Filtered Report Supplier 1st Gorleston Scout Group a Period 1 a ist sport 2 2COR 3 Section 17 Reports Page 29 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Browse for Folder AEG Select tha folder ta sao Select the location to save the spreadsheet to and click OK 314 Floppy 4 Local Disk C 2 Baldrys on Edu chivol2 Users D amp Compact Disc E H S Apps on Edu chyol1 F Removable Disk G EB atts on eave You will then be required to enter a name for the Efs on Edu chivolt 5 2 SD Pubie on Edu chisys Z1 spreadsheet the default name for the spreadsheet Control Panel FS een is UserDefined Cancel Filename Please enter a Filename Enter a name for the EEE spreadsheet and click
8. However if any other changes are required the original transaction should be reversed and a new transaction created with the correct details Reversals can be entered via the Cheque Run or Transactions screens Within the Cheque Run screen click Enter Reversals Sie REMI Within the Transactions Summary screen click Reverse Transactions Reverse Transaction il Cheque Transaction Reversal Bank Account LMS Cheque Paying In i Cheque Total 0 00 p Slip Number q Find Reverse hr 0 00 Reversible Total Please Note This list contains only those transactions that are reversible Double click a transaction in the above list to reverse a single line When a Cheque Paying In Slip Number is selected this screen will list all reversible transactions relating to the selected cheque slip The reversible total may not match the entire cheque slip total Cheque Total i48 75 These totals will reflect the options chosen on screen Cheque Number Reversible Total 66 50 lt Supplier or Invoice Number Transactions will not be included in the selection criteria if They were included on a download They are a Creditor or Debtor They have been registered as a Future Year payment They have been coded to a catering subjective code They were entered as a journal They have been reconciled See Reversing a Reconciled Transaction e They have the cheque numb
9. Please Note You should only complete this procedure when notified by Schools Finance that a new ESPO catalogue is available Section 4 Suppliers Page 11 of 14 Schools Finance STAR ACCOUNTS User Guide Section 4 Suppliers View Supplier Catalogue From the Import View Catalogue select the required supplier from the View drop down list VIEW Search Criteria if required Essential Resources Essex and Suffolk Water Import a Catalogue All items that exist within the catalogue for the selected supplier will be displayed Enter Search Criteria to filter the list of items from the catalogue For example entering marker in the search criteria filters the catalogue to all items that contain marker within the description View ESPO z Search Criteria if required marker Import a Catalogue MAGIC MARKER PK12 046163 23 14 EACH MAGIC MARKER SFEC PK1Z 046 3 75 EACH BLEEDPROOF MARKER FAD as 061700 f2 15 EACH CO MARKERS FINE WALLET 4 61719 5 05 EACH STABILO MARKER BLACK Bald 06igg3 38 400 EACH EDDING PAINTMARKER BOx40 Ob2c65 14 350 EACH BULLET TIF MARKER B100 062901 21 30 EACH wWATERCOL MARKER Bal44 ASST Amending Catalogue Details lf you are notified of changes to prices or descriptions of items within a catalogue you are can change any details for the item by double clicking it within the catalogue list Enter New Catalogue Item Company Amend detail
10. lf the Period End is successful the process will complete Period End Complete Period End complete IF your system appears to Freeze it could be that you need to open Outlook and respond to any prompts Click OK Section 15 Period and Year End Page 6 of 22 Schools Finance STAR ACCOUNTS User Guide Section 15 Period and Year End Upload Files During the period end process 2 files will created by the system that are required at County Hall These files are Your Location MonthYear xls e g 9999 June2016 txt Your Location Paperwork Month Year xls e g 9999 Paperwork 03 2016 txt During the roll forward process Star Accounts will attempt to send these files to County Hall via email It will also place copies of these files into your Outputs Path location see Section 2 to be transferred via AnyComms Plus Via Email Once OK has been clicked on the Period End Complete message as above the system will also attempt to send the two upload files as email attachments to efs ca norfolk gov uk lf the system appears to freeze at this point it may be that an email prompt is hidden behind the Star Accounts Main Menu If you do not see the prompt on screen as below please click on the Microsoft Outlook tab within the start bar to view it Microsoft Office Outlook gt gt f a Start 5 Ei Pi Inbox Microsoft IN 4 program is trying to automatically send e mail on y
11. 10 007 Example of Asset Nett 8 33 Sale Transaction vat Rate Ay 20 00 vat 1 67 Details a of Asset Number 2205 sold on 02 12 2013 Sold Assets Report A list of all assets sold can be viewed by clicking the Sold Assets button within the Reports screen see Reports below Sold Assets Report Norfolk High School 2444 Asst 43 SPEAKERS PAIR Qty 1 Supplier TOB Date Price Make CREATIVE Purchase Details 05 Sep 12 6 55 Model YID 80 Accumulated Depreciation 1 26 Serial Number CYMF 152531001418 Net Value at Disposal Date 5 29 Location 001 HALL Disposal Details 12 Jun 13 5 00 Sold To AHall Asset 21 MUSICAL KEYBOARD Qty 1 Supplier TOB Date Price Make CASIO Purchase Details 05 Sep 12 58 85 Model CTK 460 Accumulated Depreciation 9 56 Serial Number 7200241 Net Value at Disposal Date 49 29 Location 001 7 HALL Disposal Details 02 Mar 13 25 00 Sold To Mrs L Stanford This report is sorted in descending order by the date the asset was sold disposed i e the most recent sales will be shown first within the report Section 20 Asset Register Page 34 of 49 Schools Finance v5 84 STAR Accounts Asset Register Asset Disposal lf it is decided that an asset is to be disposed following the guidelines described in Section 6 of the Finance Procedures Manual the asset record must be amended to reflect this Sale or Disposal Whether an asset needs to be marked as sold or disposed is
12. 2012 Highlight the required date and click Select Date Click Exit to close the calendar without selecting a date wp e Select Date Exit Start and Finish Times These must be entered in the 24hr clock format i e 9pm 21 00 The start time and finish time are used to calculate the Hours Charged to be charged Day This will appear automatically according to the date of hire Please ensure this is the required day for the letting Accommodation Select the facility required from the Additional Classroom drop down list Artificial Pitch Quantity Enter the number of each item that is required for example if your school has multiple football pitches enter the number that the hirer requires This will default to 1 each time the Accommodation is selected Please Note Additional Classroom should only be used if the current invoice also contains the accommodation Classroom Hours Charged The total number of hours that the letting is required for will be calculated by Star Accounts based on the Start and Finish Times entered Please Note The number of hours shown here is the number of hours that each facility is required for not the full number of hours i e if the Quantity is changed to 2 with a start and finish time of 17 00 to 19 00 the Total Hrs shown will be 2 rather than 4 Section 18 Debtors Page 10 of 47 Schools Finance STAR Accounts User Guide Section 18
13. 4 DVD RAM Drive D 7 Browse the location of the eee removable storage device you tall __ wish to make the backup to O AAT 7 Sii fl and then click OK Make New Folder Cancel a The system will then create a backup of the entire Star folder in the location stated above This process will take several minutes you must wait for the message below before continuing Backup Complete Click OK A folder called Star Accounts Backup and the date the backup was made should have been created on the removable storage device O Star Accounts Backup 17 02 2011 It is advised to retain at least one copy of the complete backup off site on a monthly basis once a period end has been completed lf the full backup cannot be made within the specified location the following message will appear Error There is a problem creating the backup to the selected device Please try again with a different device Click OK The most common reasons for this issue will be that the removable storage device is full and the entire Star folder cannot be copied or the removable storage device is corrupt Section 16 Back Up Routine Page 3 of 13 Schools Finance STAR ACCOUNTS User guide Section 16 Back up Routine System Generated Temporary Backups Star Accounts will generate temporary backups during normal use of the system These backups will be saved dire
14. Asset report within the Reports tab see Section 17 Page 21 of the Star Accounts User Guide Remove Asset Flag from Transaction If the transaction shown on screen should not have been flagged as an asset when originally Remove asset Flag created click Remove Asset Flag from Transaction to from Transaction remove it from the current import process This will also remove the asset flag from the original transaction to ensure that it does not appear in future updates when the Import Asset Transactions process is carried out again Section 20 Asset Register Page 22 of 49 Schools Finance v5 84 STAR Accounts Asset Register Import Specific Transaction The Import Specific a Transaction button allows a transaction that exists within Star p ra Accounts which was not originally flagged as an asset to be A Sami imported into the Asset Register Youcher Number Ea Please enter the voucher Number of the transaction vou wish bo add to the asset register Cancel Enter the voucher number of the transaction you wish to import and click OK Foucher Details x Voucher Mumber 50747 relates to the Following Supplier RM EDUCATION PLO Cost 535 20 Details 1U6 342 OVSEWINRMTDSETPSRVESCALALNGLLICSAPE AYSTUD Paid To RM EDUCATION PLO Is this the correct transaction lf the details shown are the correct transaction you wish to import click Yes if not click No to
15. Section 18 Debtors Page 16 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Multiple Standard Invoices lf a standard invoice is entered that will be required by more than one customer with exactly the same details for example to charge parents for a school trip multiple invoices can be created as follows Create an invoice for one of the customers required Before clicking the Exit key to save the invoice place a tick in the Multiple Invoice field at the top of the screen by clicking it once Customer Stuart James Baldry Year Multiple Invoice Once the tick is in place click the Exit key to save the invoice The Multiple Invoice Selection screen will then open SELECT ADDITIONAL CUSTOMERS Customer Name OU oe Action for Children Stibbard Childrens Centre Adult Ed Aiden Coombes Sort By Group Aisling Haney C Sort By Mame Alderman Peel High School Grouped Only Alex Champion JRE Alice Roberts Select Specific Group Alistair Vvileon 10G AIl Saints Church PEC Aimy Bear Aimy Green Customers 0 Andre Bunting selected Angus Brown TRY Angus Hepyvorth Smith PRY Create Invoices Annie Gilchrist Arthur Coombes Reset Bethany Usher Highlight each customer to assign an invoice to within the customer list Please Note This list of customers does not include the customer that the first invoice was assigned to in the previous s
16. Transaction Reporting section of Star Accounts that your school regularly runs with the same criteria this report can be saved as a template z3 Reporting M x Remove Fiter Export Fitered Report Show Fitters on Report H h CE C Select the required Supplier ESPO 1 a soing criteria required in the Gressenhall FC 2 Not Sorted T Morfolk County Council 3 foe 7 report Morserve Ltd 4 2 hot Sorted Z Pebble 5 Subjective 00000 County Hall Errors 00010 Miscoding Must be cleared 04800 Teachers Type a Mot Sorted z Please Note any sorting c Summary options chosen when the aS 04850 Supply Teachers Genera al template is created will 05250 Instructors Swimming C Revenue Only always be applied when Department 40MM Administration Capital ART Art Department the template IS selected FOUR ASB Business Manager d b h d E PASDAN ASDAN C PCard Recharges an cannot ec ange CA Careers Balle geonme when a template is Excl Control ECAPCE Capital Expenditure Loan Scheme Download selected ECAPCH Sports Hall Project fe All ECAPDC YA School Based Project f Only ECAPDK Tier 2 Funding for Kitchen amp Dining Facil f Exclude Employee Adams Mr James Adcock Ms Lisa Alger Mrs Eileen Margaret Allen Mr Dawid Allen ear Mra Jacqueline Bank ILME Rec f gt f Order fCheque Details Petty Cash Z Staff Mam
17. form Ist Reminder 3 Weeks 2nd Reminder b Weeks Final Reminder 9 Weeks Final Customer Reminder as at 14 November 2013 Norfolk Infant School County Hall Adult Education Martineau Lane c o Wensum Lodge Norwich Norfolk NR1 2DL Tel 01603 222492 Fax 01603 2227550 Email office norfolkinfant sch uk School Comag Finance Office 305 22 May 13 36 46 0 00 36 46 176 Total Outstanding 36 46 Payment Details Click Payment Details to view invoice payments including those cleared by the Download and any amounts written off You can revise the selection from the Invoice Type screen the default setting being Both Invoice Type Lettings Only Standard Only a Payments Received for Debtors Income Inclusive of VAT All Invoices Income Received by Payment Inv Date Customer Amount Paying In Slip Number 48 0410 2010 ADULT 11 75 IDO 04 100 51 04 10 2010 Cubs 171 95 IDD 0410 10 53 180 2010 Alan lives 1 00 IDD 1871010 53 2 10 2010 Alan lves 20 00 2 53 18640 2010 Alan lyes 1 00 Paid by Direct Credit Section 18 Debtors Page 45 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Payment History Report To view a report showing payments made against an invoice firstly highlight the required invoice in the Edit Print Invoices screen and then click the Payment History button This report shows all Aaa cheikh
18. key at any point to cancel the transfer from transactions to the Asset Register Please Note This will remove all of the details that have been entered for any transaction that has not been posted to the asset register see below lf there are multiple transactions to be posted to the Asset Register please use the scroll buttons at the bottom of the screen to navigate between records Go to the Go to the first record gt 4 4 Record 2 Of 5 H ast record Go back 1 Go forward record 1 record Post to Asset Register Once all of the details required a ere have been entered click Post to Asset Register to TTSS mem r update the asset register with the details held on screen If any of the mandatory green fields has not been completed the process will be cancelled and an error message will be displayed stating the information that is required lf the current transaction shows a Quantity that is different to 1 the following message will appear Multiple Items lt This asset consists of multiple items Are you sure you wish to add all of the items as one asset Click Yes to continue Click Wo bo cancel and divide the items using the Multiple Items button Yes Mo Click Yes to update the asset register with one record for the multiple items or No to cancel the update and use the Multiple Item Divide into Individual Assets process as below Please N
19. the department code to ensure it is not used again in the current financial year see Section 3 of the Star Accounts User Guide for further details Section 3 Creating Codes Page 12 of 17 Schools Finance STAR ACCOUNTS User Guide Section 3 Creating Codes Excess of Expenditure over Income If the selected activity is overspent i e a LOSS has been made as the expenditure is greater than the income collected the following fields will appear Excess of Expenditure over Income 52 50 Excess of Expenditure over Income to be funded by Budget Share 0 00 Charitable Donations 0 00 Parental Contributions 0 00 Other 0 00 Enter where the overspend is intended to be funded from The amounts must be entered as positive amounts After entering the amount in the relevant field click the Print button to view the activity account on amp screen Once printed and approved by the governors either additional income transactions should be entered against the activity to reflect additional parental charitable contributions or a journal should be entered to move additional monies from the Budget Share to the Department Code e g Subj Dept Amount 98940 52 50 98940 ZOO Year 7 52 50 Balanced Activity If the selected activity balances i e Income equals Expenditure the screen will only show the following Balanced Activity 0 00 If this is the case the Activities Account can simply be printed signed and
20. All invoices with an outstanding balance or outstanding subsidy will be listed within this screen in reverse invoice number order i e with the most recent invoices at the top of the list Double click any of the labels highlighted below to sort the list by that field Yr Printed 455 Litcham Youth Club 600 1 105 75 706 56 Z N Please Note The amounts listed are Net of VAT If you wish to see the total outstanding including VAT please view the Outstanding Invoices Report Filter Options The default view for the Invoices Summary list is to show only those invoices that have an outstanding commitment To also view any fully paid invoices click the Show All Show ll button Show Outstanding Only Click Show Outstanding Only to re filter the list C Subsidised MCC Internal To view only specific types of invoices select one of the C Non Subsidised options shown C Standard Customer To view invoices relating to specific Customers contact y d or specific Contacts select the required name from the drop down list Please Note these lists will include customers and contact names for all invoices paid or unpaid therefore if a name is selected and no invoices are shown click the Show AIF button to view the paid invoices Section 18 Debtors Page 20 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Edit an Invoice Open the invoice to be amended by
21. Asset Locations Location InactVve mC A T Enter the name you wish to use as the location If assets were transferred from the FileMaker Asset Register this list will be pre populated with the locations that existed in FileMaker Delete inactivate Location To delete a location click the Delete button next to the required 4 location Inactive To inactivate a location place a tick in the Inactive field of the C required location A location cannot be deleted or inactivated if assets are assigned to it An error message will appear if this is the case Cancelled x This Location cannot be deleted as there are assets assigned to it To view the assets assigned to the location you are attempting to delete inactivate double click the location Asset Inventory Report Norfolk High School 2444 Location 021 STAFFROOM Purchase Price Asset Description Supplier Make Model Serial Number Qty Dae Each Total Status 255 WIRELESS ACCESS POINT TOB MERU 1 05 Sep 12 395 58 395 58 Active C 256 EXTINGUISHER TOB 6 LITRE TRICLASS 1 05 Sep 12 0 00 0 00 Active C 257 PROJECTOR SCREEN TOB BRETFORD WALL MOUNTED BLACK 1 05 Sep 12 85 00 35 00 Active C Section 20 Asset Register Page 3 of 49 Schools Finance STAR Accounts Asset Register Entering Assets Importing Assets from FileMaker The ability to import assets held within the FileMaker Asset Register as a starting point for the Star Accou
22. Budget Double clicking the Budget field will take the user to the Budget History Report see Section 6 showing the budget amendments made against the current subjective code only Double clicking the CFR summary budget grey fields will not open the Budget History Report Financial Period Double clicking a WHITE Financial Period field e g May against a specific Subjective Code will take the user to the Transaction Report see below filtered to the transactions relating to that Subjective Code in that financial period only Double clicking the GREY Financial Period field against the CFR Group will take the user to the Transaction Report see below filtered to all transactions relating to that CFR Group in that financial period only Commitment Double clicking the WHITE Comms field will take the user to the Review Commitments screen see above filtered to any outstanding orders invoices relating to the Subjective Code that the figure relates to Double clicking the GREY Commitment field will take the user to the Review Commitments screen see above filtered to any outstanding orders invoices relating to the CFR Group that the figure relates to C Remove Commitments Remove Zero Lines Click Remove Commitments if you wish to ignore the commitment figures in the BCR they will be set to zero and the balance figure recalculated Section 17 Reports Page 13 of 3
23. Click to Exit H Staff Codes Hot Used During the Current Year ES Unused Staff Codes Click to Print a Mi Staff Code Staff Name FTE Position A 002377 4 Warrington David 0 68 TA Correct Code MT WAloo8s09 0 wright Carol 00 0 46 Nurture group leader NT WA 008865 0 Bull Jacke 068 TA NT WA 008865 5 Bull Jackie 068 TA NT This screen cannot be viewed until at least one download has been completed during the current financial year Within this screen each staff member can be deleted individually by clicking the delete button next to each record or all unused staff members can be deleted by clicking Delete AIl Delete ES Are vou sure vou wish bo delete all unused staff members ce Click Yes to delete the staff members or No to cancel Please Note Deleting statf members within this screen will also remove the staff members from any departments or contact details to which they assigned and remove them from the any assets to which they are assigned without any further warnings Section 5 Staff Details Page 4 of 11 Schools Finance Star Accounts User Guide Section 5 Staff Details Searching for Staff Members The list of staff members can be filtered by entering part of their name into the Search field at the top of the screen Delete Employee Search REPORTS Enter part of the required name and then hit the enter key The staff list will then be update to show only those staff
24. Continue Cheque Run The Additional Remittance Advicets must be attached to the relevant cheque Remove the plain paper and ensure the Cheque stationery is in the printer before pressing OK to continue Insert the cheque printing stationery back into the printer and click OK to continue printing the cheques Section 10 Cheque Printing BACS Payments Page 3 of 19 Schools Finance STAR ACCOUNTS User Guide Section 10 Cheque Printing BACS Payments Re issue a Cheque lf a cheque needs to be reissued for any reason with a different cheque number for example if the original has been lost in the post this can be done by reversing the original transaction See Section 8 and entering the transaction again with the new cheque number Alternatively a cheque can be reissued as follows Cheque Reissue From the Cheque Run screen click Cheque Reissue Enter Cheque Number to be reissued us Select the cheque number that you o wish to reissue from the drop down Original chegue Mumber y i i 103870 Norfolk County Council Ist x New Cheque Number 104015 Norfolk County Council 104040 Norfolk County Council R 104041 Norfolk County Council Please Note Only unreconciled 104582 Post Office Ltd i 1 104583 The National Trust transactions will be shown in this 104585 Bikes and Hikes i 104586 Cambridge University Press Ist Enter Cheque Number to be reissued his Original Cheque Mumber 30
25. Expected Return Date are assets that are overdue Section 20 Asset Register Page 47 of 49 Schools Finance STAR Accounts Asset Register Sold Assets Report A list of all assets sold can be viewed by clicking the Sold Assets buiton Sold Assets Report Asst 43 SPEAKERS PAIR Supplier TOB Make CREATIVE Purchase Details Model YID 80 Accumulated Depreciation Serial Number CYMF 152531001418 Net Value at Disposal Date Location 001 HALL Disposal Details Sold To Asset 21 MUSICAL KEYBOARD Supplier TOB Make CASIO Purchase Details Model CTK 460 Accumulated Depreciation Serial Number 7200241 Net Value at Disposal Date Location 001 HALL Disposal Details Sold To Norfolk High School 2444 Qty 1 Date Price 05 Sep 12 6 55 1 26 5 29 12 Jun 13 5 00 A Hall Qty 1 Date Price 05 Sep 12 58 85 9 56 49 29 02 Mar 13 25 00 Mrs L Stanford This report is sorted in descending order by the date the asset was sold disposed i e the most recent sales will be shown first within the report Disposed Assets Report A list of all disposed assets can be viewed by clicking the Disposed Assets button Disposed Assets Report Norfolk High School 2444 Assa OHP Oty 1 Supplier TOB Date Price Make APOLLO CTI Purchase Details 05 Sep 12 26 25 Model L24 Accumulated Depreciation 10 35 Serial Number 96091275 Met Value at Disposal Date 15 90 Location 001 HALL Disposal Details
26. Pass Key Please quote this continuation code to Accounting ok Software Support 22245 _ ok Cancel Then enter password provided by them _Cancel A continuation code will need to be entered to complete the process Please call Accounting Software Support with the code stated to receive the password Section 8 Entering Transactions Page 32 of 32 Schools Finance STAR ACCOUNTS User Guide Section 9 Reimbursements amp Advances Entering Revising Imprest Advance Process Tab Click Reconciliation Statement Reconciled Balances Enter adjustment required to reconcile the statement Enter your Imprest Advance Outstanding Reimbursements 6 fwd s 8 005 697 Level here To amend e g if Current Month Adjustment Required FO 00 p you have been given a Bank Account Mame Balance Irnprest temporary Increase to your LMS 12 573 33 18 950 00 Imprest overtype the figure PL 50 00 50 00 i with the revised Imprest level Total 212 625 53 19 000 00 bd Click Yes to accept the re vou sure you Wish to amend the Imprest value This is rarely updated changes or No to cancel Clicking Yes will create an income transaction with the cheque number Imprest This will be shown on the bank reconciliation screen and will need to be reconciled when the transaction appears on the bank statement Entering Revising Petty Cash Level To enter or amend the Impr
27. Resubmitting the Year End Datafile Section 16 Backing up your Accounts Why backup Backup Retention NON SQL Users e One Off Permanent Backup e System User Generated Temporary backups e Sending Backups to County Hall Via Email AVCO e Deleting Temporary Backups e Backup Monitoring SQL Users e One Off Permanent Backup e System User Generated Temporary backups e Sending Backups to Software Support Via Email AVCO e Sending Backups to Finance Support Via Email AVCO e Deleting Temporary Backups e Backup Monitoring Section 17 Reports Section 18 Lettings Debtors Section 19 SQL Users SQL Server Settings Incorrect Error Creating Shortcuts for Additional Users sending Backups to County Hall Restoring to a Backup Section 20 Asset Register Contents Page 4 of 4 Schools Finance STAR ACCOUNTS User Guide Section 1 Finding your way around Star Accounts Main Menu Tabs Click on the required Tab to view the options as below Transactions Records Process Reports Options Debtors The Main Menu of each type of datafile within Star Accounts has a separate colour to distinguish between the datafiles selected Main School Children s Cluster Extended Sports Fund Centre ocd Centre Transactions Transactions Records l Process Reports oO Budget Enter invoices credit notes and adjustments View budget revisions Enter receive and pay ord
28. Section 1 Finding Your Way Around Star Accounts Page 7 of 9 Schools Finance STAR ACCOUNTS User Guide Section 1 Finding your way around Star Accounts Top Tips The following shortcuts are available within Star Accounts F1 Key Pressing the F1 key at any time within Star Accounts will automatically open the online User Guide to the relevant section according to the screen you are viewing Ctrl amp OQ Create an Order Ctrl amp E Create an ESPO Order Ctrl amp L Shows the last transaction entered in the Accounts Ctrl amp T Create New Transaction Ctri amp F Open the Find Screen Ctrl amp R Opens the Reconciliation Statement Ctrl amp M Opens the Monthly Monitoring Report See Section 17 Ctrl amp A Opens the About Star Accounts Screen Ctrl amp Shift amp Opens Remote Support These shortcuts can only be used when viewing the Main Menu Transactions Records Process Within Star Accounts if a letter on a button is underlined you can press Alt and that letter to go to the screen that button relates For example Department Codes Alt amp N will enter the department codes screen Alt amp T will open the Transactions Tab Suppliers Subjecti z Da nee k m Double click any yellow box anywhere within Bepertnent Or Star Accounts to open a search field Section 1 Finding Your Way Around Star Accounts Page 8 of 9 Schools Finance STAR ACCOUNTS User Guide Section 1
29. Transactions tab and click Transaction Click Add New Transaction Select Period E Month November 4dd New Transaction Reverse Transaction hl Gross MorFolk County Council 3 623 32 For an invoice received click Expenditure and complete the transaction as per the invoice details ie ng Select a Supplier from the drop down list If the supplier does not voucher Number PO appear in the list double click here Transaction Date ee to create a new supplier search Customer Supplier Tesco fora supplier Invoice Date 05 Aug 14 Invoice Number SBOi4 Enter the total amount of the Gross 93 invoice and select the correct Nett EBA VAT rate The Nett and VAT vat Rate Als 20 00 amounts will be generated vat automatically Details Cookery Lesson Food Enter Cheque No Date An Order Number and Order Date is not required for these transactions Please Note Expenditure must be entered as a positive amount If you enter an expenditure transaction as a negative figure the following message will appear lf you click No If you click Yes the amount will the transaction will Are you sure you wish to continue automatically be be completed as a changed to a negative figure positive figure Section 8 Entering Transactions Page 1 of 32 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions Cheque Number Cheque Da
30. button Y N Date Supplier Name Cheque No Gross The reconciliation process will automatically save after each item has been reconciled To exit without saving you must unreconcile all transactions in this section see above Section 13 Bank Reconciliations Page 5 of 11 Schools Finance STAR ACCOUNTS User Guide Section 13 Bank Reconciliations Entering Reimbursements Please Note The Period End Process will automatically create an entry in the reimbursements screen for the current periods reimbursement meaa Process Within the Process tab click Bank Reconciliation and then click Enter Reimbursement Enter Reimbursement Bank Reconciliation Record of Reimbursements Transaction Required Create Transaction Current Month To Date 625 52 For info Only Rec d Year Pd Month Amount Paid aoea 4o a This screen all outstanding reimbursements for the school in Year and period Pd order The Current Month to Date figure listed is for information purposes only to be used when deciding whether a cheque is needed for negative reimbursements This figure is the cumulative total of all income and expenditure entered into Star Accounts during the current period Recd Place a tick in Rec d Paid field Year Pd Month Amount Paid ni o aan ESSE when the reimbursement appears pa ona bank statement za aa D Please Note If there are negative reimbur
31. form will open Copy Invoice Lines Debtors Copy Invoice Lines hls Invoice Number 458 Recurrences a Copy Lines ir WWeekly Fortnightly 4 Weekly Section 18 Debtors Page 12 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Enter the number of weeks you wish to copy the invoice lines to Recurrences and ensure that the required interval is selected Weekly Fortnightly and 4 Weekly lf Weekly is selected 7 days will be added to each recurrence lf Fortnightly is selected 14 days will be added to each recurrence lf 4 Weekly is selected 28 days will be added to each recurrence Click the Copy Lines button when the required information has been entered This will copy all of the invoice lines shown on screen 6 times adding 7 days to each date Please Note This may include school holidays and bank holidays which will need to be manually deleted From the invoice 4re vou sure you wish bo continue Click Yes to continue or No to cancel If Yes is clicked the additional lines will be created and the Copy Invoice Lines form will close Save Invoice 0 00 Click to print the invoice Once printed individual lines cannot be 480 00 hie amp edited but lines can be added and deleted Click to Exit and save the invoice once all details have been entered Save Invoice Ea Ore vou sure all the details are corr
32. 24 00 O 1757 AQA 03 May 13 93 75 1756 Serewfix 03 May 13 26 25 T 1765 Anglia Alloys Ltd 02 May 13 313 00 1734 PEARSON EDUCATION LTO 02 May 13 116 50 1763 Compass 02 May 13 251 40 This report shows all outstanding order commitments If you wish to filter the report to a specific supplier select the supplier from the drop ee down list Click All to remove the filter from the report Click Not Sent to view a list of orders that have not been marked as sent i e this box has not been ticked within the order screen Aged Creditors Report The Aged Creditors Report provides a list of all orders held within Star Accounts with an outstanding commitment that is over 90 days old i e 90 days between the order date and the current date Details of Outstanding Orders over 3 months ald Order Mo Order Details Outstanding Commitment SOD ays 236 Shaggy dog puppet 34 95 230 Flay mat 25 99 236 Sand moulds 10 95 250 Picture match 11 95 Supplier ASCO early years and pnimary 83 84 294 Base station cirdes 33 90 Supplier Bishop Sports and Leisure 33 90 This report defaults to the Summary view one line per order Click Detailed to view all lines that relate to the order with an outstanding commitment as shown above Section 7 Purchase Orders Page 28 of 29 Schools Finance STAR ACCOUNTS User Guide Section 7 Purchase Orders Orders Cleared By Download To produce a r
33. Comments Loan Loanee Lynne Poole Date of L 19062013 E cted ket ean SSS Enter the date asset was returned Motes Small scratch to left hand side H into the Actual Return Date field Actual Return Date a Select the Loan tab This will change the assets status back to Active and the Loan tab will disappear from the detailed record Section 20 Asset Register Page 30 of 49 Schools Finance v5 84 STAR Accounts Asset Register Selling an Asset lf it is decided that an asset is to be sold following the guidelines described in Section 6 of the Finance Procedures Manual the asset record must be amended to reflect this Transactions Records Process Reports Options Debtors Assets D Description cation 227 LAPTOP COMPUTER 007 HALL Active MO MUSICAL KEYBOARD O01 HALL Sald 20 STOOL PIANG 001 t HALL Active J ELECTRIC PLANO PHOTOCOPIER 001 SHALL Active Double click the asset to be sold within the Assets tab to view its detailed record Change the Status of the asset tts z from Active to Sold This will Pamment Staf Mame open an Asset Sale form a Asset Sale QJ Date 19 06 2013 Asset 81 caren 8 swo O S Gross VAT Rate Net Coding Details Subjective 93350 Sales Department Asset This is the asset number of the item to be sold This cannot be changed Date Enter the date the
34. File Downloaded to the Inputs Path within Star Accounts Please Follow the normal procedure for importing the download Click OK The requested loadfile will then be ready to import into Star Accounts as per the instructions below Processing the Download Once the download file has been saved to your Inputs Path location see Section 2 click the Download button within the Process tab of the Main Menu Period nd Period End Continue X Do You want to import a download Click Yes to continue No to cancel e Click Yes to continue No to Do you wish to import the DECEMBER 20x dawnload File continue looking for further loadfiles or Cancel to stop the ves no import process If No is clicked the option to delete the stated k Do you wish to delete this filer file from the folder will be given Click Yes or No as required This procedure will be carried Yes i out for each download file found within the Inputs Path lf Yes is clicked the download will be imported into Star Accounts If the import is successful a download report will automatically print showing all transactions contained within the download This report will contain staff names against payroll transactions if the staff details exist within Star Accounts see Section 5 When the Download is complete the download file will be deleted automatic
35. History Report see Section 6 showing the budget amendments made against the current subjective code only Double clicking the CFR summary budget grey fields will not open the Budget History Report Current Month Double clicking the WHITE Current Month field against a specific Subjective Code will take the user to the Transaction Report see below filtered to the transactions relating to that Subjective Code in the current financial period Double clicking the GREY Current Month field against the CFR Group summary will take the user to the Transaction Report see below filtered to the transactions relating to that CFR Group in the current financial period To Date Double clicking the WHITE To Date field against a specific Subjective Code will take the user to the Transaction Report see below filtered to the transactions relating to that Subjective Code in the current financial year Double clicking the GREY To Date field against the CFR Group summary will take the user to the Transaction Report see below filtered to the transactions relating to that CFR Group in the current financial year Commitment Double clicking the WHITE Commitment field will take the user to the Review Commitments screen see above filtered to any outstanding orders invoices relating to the Subjective Code that the figure relates to Double clicking the GREY Commitment field will take the user
36. New Password Set Click OK Section 2 Getting Started Page 2 of 11 Schools Finance STAR ACCOUNTS User Guide Section 2 Getting Started To manually change the password at anytime from the User Log in screen select your User ID and click Change Password Enter your current password then your new password twice as above User Log In re Cancel Enter lse ___ Change Click Set New Password ter Your Password to confirm the new Password DaSSwO rd Confirm Your Mew Cancel Once Set New Password has been clicked the system will verify the new password as described above Resetting a Password lf a user forgets their password the primary user can reset the password from the System Users screen Options tab System Users Beacon NET Click Reset Password against the User ID required Reset Password Are you sure you wish to reset the password For James Tk will become the same as the User ID eT Click Yes to reset the password or No to cancel The user will be promoted to enter a new password when they next log in using their User ID as their password Section 2 Getting Started Page 3 of 11 Schools Finance STAR ACCOUNTS User Guide Section 2 Getting Started User Access Levels H User Access Rights E Add User ID Delete User ID Change Primary User Data Debtors Read BACS BACS Asset Primary
37. OHP TOB PROJECTA OHP BROWNAWOOD 1 05 Sep 12 46 20 46 20 Active 3 TROLLEY Ay o Bs DIAMIK SV2TIER RED VELLOWIGREY 1 O5 Sep12 5935 59 95 active 4 CDMINSYSTEM Tos SONY HCD BX77DBI 6117088 1 05 5ep42 7480 7480 Loened 6 PROJECTOR SCREEN ToB BRETFORD WALL MOUNTED 1 05 5ep142 5500 55 00 active 7 TREY a BUSYCART 27ER a GREYBLUE 1 05 5ep42 3575 936 75 active This report can be used when undertaking an asset audit as a tick box has been included to mark that the asset still exists in the specified location Please Note This report contains all locations held within the Asset Register to which an asset has been assigned To view print an inventory report for a specific location click the Specific Location button and then select the required Location from the drop down list Specific Location 001 t HALL O02 t STORE O03 CORRIDOR Loaned Assets Report A list of active loaned assets can be viewed by clicking the Loaned Assets button Loaned Assets Register Norfolk High School Expected Retum Asset Description Date of Loan Loanee Date Notes ae ere 2 spunea a E senses stse We ee oe ew wee haw aes eon eh eces brig E a E EDA orse Be ie aE ERUEN EOT EET ENAERE RES keas pai d e E EE eE E iae ad a kaw wane 5 opis ARE RAANEI SN cc acme e cedide nee See u S rge ee aida NEON 919 speakers 01 Jun 13 Rodney Fryer 03 Jun 13 Testing Assets shown within this report with a red
38. Om Select Datafile a Email Report You will then be prompted for an email address The default email address for reports is the Schools Finance Team efs fso norfolk gov uk Please insert Redes Enter the required email address zal and click OK ANCE lf you leave this field blank and click OK the email will still open This message has not been sent An email should then appear with Pome the requested report as an tee EFS CA norfalk gov uk attachment The subject line will an lt be entered automatically and the Subject oioi Primary School Aecounts oo email address will appear in the To field if one was entered Attach Unreconciied Transactions List rtf 6 KB Please Note Any report emailed from within Star Accounts will be sent in a Rich Text Format rtf This means that the reports will not email exactly as they appear on screen Any formatting such as highlighting in bold any lines or any pictures will not be shown on the exported file Alternatively If your school has Microsoft Office Document Image Writer or any similar programme that saves electronic copies of your printing e g PDF Creator you can simply select to print the order using this software via the printers button on the Main Menu see Section 1 Page 6 and then attach the file that is created to an email Section 17 Reports Page 4 of 39 Schools Finance STAR ACCO
39. Process Journal is clicked Description SEM transter TH This description will be used when the transaction is downloaded to the receiving school therefore As Above should not be used as the description It is the debiting schools responsibility to ensure that those schools being credited via this journal are informed that the journal is taking place Data Validation Once all of the required journal lines have been entered click the Process Journal button to begin the data Process Journal validation process An error message will appear if an issue is found with the details entered All errors must be rectified before a journal can be posted Errors the may be reported include e The recharge does not balance to zero A Location or Subjective Code has not been entered against each line A non recharge subjective code does not balance see below The recharge subjective codes do not balance as a group see below The Subjective Code and Location Code combination entered is not valid see below Section 11 Entering Journals Page 23 of 29 Schools Finance STAR ACCOUNTS User Guide Section 11 Entering Journals Subjective Code Balance Validation The subjective codes available within the NCC Internal Journal are categorised as either Recharge codes or Non Recharge codes Recharge codes are generally those within Star Accounts that are flagged as Download Only although this is not
40. Select either Orders or Debtors to open the report No report will open until one of these options has been selected Sorting ile Not Sorted zs Mot Sorted 3 Tok Sorte Subjective Teachers 04850 Supply Teachers General CPR Group 05250 Instructors Swimming Highlight the required filter criteria and click the printer icon to print the report 06200 Peripatetic Contracted Teachers 06550 Invigilators Ort resources ARTST1 Art resources for G amp T BREFST Breakfast club CLASSI Class 1 attendance CL4a5S2 Class 2 attendance Department Click Clear Selection to remove the filter criteria ECAPAA School Based Projects ECAPCE Capital Expenditure Loan Scheme ECAPOC YA School based Project ECAPDE Dining room and kitchen ECAPEL E Learning Credits Capital lf the Debtors report is selected the option to select commitments for the Future year will be available Place a tick in the box to i Debtors I Future Year review Future Year Invoices Section 17 Reports Page 6 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports From Version 5 80 of Star Accounts the way in which BCRs are presented within the SQL Version has been changed from the way in which they are presented in the NON SQL version Unfortunately due to the complexities of the functions required it is not possible for the NON SQL version to be amended in the s
41. This file is automatically placed in the location stated in the Outputs Path of the Schools Details Page See Section 2 For most schools this will be the path to the AnyComms Plus Outbox If for any reason this file is not received at County Hall it can be recreated and sent via the following method Please Note This should only be completed after the Period 13 download has been successfully processed l Error Report CFR El From the Options tab select the required financial year from the Prior Years drop down list Within the Reports tab screen a new button should have appeared called Year End Transaction Year End Transaction Click the Year End Transaction button to create the required file This process will place the file directly into the location stated in the Outputs Path within the School Details screen This file should be forwarded as soon as possible via email or AnyComms Plus Section 15 Period and Year End Page 22 of 22 Schools Finance STAR ACCOUNTS User guide Section 16 Back up Routine Backing Up Your Accounts Options Tab Why Backup When using Star Accounts on a daily basis it is essential that you create back ups regularly to minimise the loss of data should your accounts become corrupt or unusable Failure to comply with the correct backup procedures could result in a complete loss of financial data and if this occurs it is the schools
42. Transaction Reversal Bank Account LMS Cheque Paying In Cheque Total Reverse Slip Number Miss 5 Tobin Ui Parents Contributions ESP Ivan Ashby Harvey Hart Associates Sportsare uk Kings and Barnhams PHS Fisher and Sons Fak Limited Kings and Barnhams APC Pest Control UEA Pearson Education Ltd Norfolk Wildlife Trust BACS Payment WH Date Invoice Number Gross De 403082 Please Note This list contains only those transactions that are reversible Double click a transaction in the above list to reverse a single line This will then list all the payments in the selected BACS batch If the entire batch is incorrect click the Reverse button Cheque Transaction Reversal Bank Account LMS Cheque Paying in pacsoy Cheque Total 919 54 Slip Humber Find Reverse hit 919 54 Reversible Total Date Supplier Name Payment Total 31 Oct 13 Amazon UK Limited 150 00 3l Oct 13 ESPO 642 54 31 Oct 13 Greater Anglia 97 00 BACS Reissue Reversal E4 Do you wish to Reissue or Reverse all the payments included in B4C5017 Click ves to Reissue No to Reverse or Cancel to exit the process e Jo If No is selected to reverse all payments within the chosen batch the following message will appear Reversal X re you sure you wish to reverse the BACS Payment of 919 547 The original vouchers and reversals will automatically b
43. Yes to continue and print the monthly reports Click No to cancel the Period End to import the missing downloads or have clicked period end in error Please contact your Finance Support Officer if you require any assistance Children s Centres Clusters Only As Children s Centres and Clusters are required to code all transactions to a department code including downloaded transactions the roll forward process cannot be completed with a download missing unless a continuation code is obtained from Accounting Software Support This is because when a download is imported Star Accounts allows users to assign downloaded items to a department code for the current month only see Section 14 Page 10 Therefore if you roll forward without completing the current months download this process will not be available Section 15 Period and Year End Page 2 of 22 Schools Finance STAR ACCOUNTS User Guide Section 15 Period and Year End Missing Download This roll Forward will require a pass code before processing as there are downloads missing From your accounts Please call Accounting Software Support and quate the continuation code given after clicking OF or click Cancel to stop the roll Forward and import any missing downloads concel_ Click Cancel to stop the roll forward process and complete the necessary steps to import any missing downloads Click OK to continue If OK is clicked a co
44. _ for each downloaded transaction ERED 2 976 34 Salmon Sabrina fe Te wee Decne anina LL Please Note This screen will only show the downloaded items for the current financial period excluding Purchasing Card Transactions see above If you complete a download out of sequence i e not in the period to which it relates a manual journal will need to be created to move the transactions to a department code lf an individual transaction requires coding to different department codes you will need to choose one of the departments within this screen and then enter a manual journal to move the required amount to another department All of the transactions listed within this screen must be assigned a department before it can be closed Incomplete Dat I Click OK The screen will then You must assign a department to all transactions listed before exiting this screen refresh to S how on ly th ose without a department code TIP The majority of the downloaded transactions will relate to staffing costs lf a department code is entered against a staff members record see Section 5 the department will automatically be assigned to the downloaded transaction as part of the import process Section 14 Download Page 10 of 10 Schools Finance STAR ACCOUNTS User Guide Section 15 Period and Year End Processing the Period End Process Tab The period end process should only be completed o
45. blank you will be prompted to select an alternative before the payment can be processed Cheque and Invoice Details Rapid Electronics Limited Order No 1239 Please refer to Section 7 for further This Supplier may have an alternative Payee Accept the default or select From the dropdown list details Rapid Electronics Limited bd Section 4 Suppliers Page 3 of 14 Schools Finance STAR ACCOUNTS User Guide Section 4 Suppliers BACS Please Note These options are only available within the SQL version of Star Accounts To register that a supplier is able to receive payments via BACS place a tick in the BACS field and complete the additional fields shown Sort Code Bank Account Mo BACS G jos so 14 e1osg9a9 AACS Email stuart baldry norfolk govuk Sort Code and Bank Account No These are the bank account details relating to where the payment is to be paid to BACS Email If the supplier wishes to receive notification of BACS payments from your school via email please enter the required email address here The BACS notification will be printed if no email address is entered here it will not default to the email address entered in the supplier contact details above BACS Request A standard form to send to a supplier requesting their bank account details has been included within 2 Request Star Accounts Click the BACS Request button Norfolk High School Norwich Road AnyTown Norfo
46. on screen Please Note The reports will be saved with the Report Name A Summary Subjective BCR as at 19 01 2012 pdF and as at today s date Mame This report can then be manually attached to an email Section 17 Reports Page 5 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Review Commitments From the Reports tab click the Review Commitments button This will generate a list of all outstanding orders and lettings invoices if applicable currently held within Star Accounts Double click any of the order lines shown to view the original order At this point you can then add more lines to the order if you wish to by clicking Add a line Any line of the order can be amended until it has been marked as paid or part paid Double click any of the debtors invoices shown to view the original invoice Please Note You will only be able to view the invoices via this screen i e you will not be able to make any changes to the invoice lf you wish to search for specific commitments select one of the criteria as shown below Department Cod i apartment Code Click Show All to remove Capital Code Orders only 5 show All the filter subjective Code CFR Group ki Please Note This will filter the lists shown on screen to the requested criteria If you wish to view a printable report click the Advanced Report button z3 Commitments Mei x
47. without a cheque number totalling 94 997 The original vouchers and reversals will automatically be reconciled to statement 2 as part of this process Click Yes to reverse all transactions without a cheque number for the selected supplier or No to cancel Section 8 Entering Transactions Page 24 of 32 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions Reversing Petty Cash Transactions When opened the Cheque Transaction Reversal screen will default to the LMS bank account i e the bank account to which your reimbursements are paid select the required Bank Account MIR cna sal etty cash account TE 61089617 pety from the drop down Petty Cash T i list All petty cash transactions income and expenditure are assigned to the cheque number PettyCash When selecting a cheque slip to reverse ensure that the supplier shown in the drop down relates to the transactions to be reversed Cheque Paying In Slip Number Cheque Total Amanda Smith Fetty Cash Bank Account Petty Cash Cheque Payingdn PotyCash Cheque Total 35 45 Slip Number Reversible Total 35 45 a ee ee C i a 0004 AL 42 Refund For goi nds pure hased ae 20144 TD ih 13 Pr 0004 30 00 Cash advance for emergency purchases on trip 47150 20146 30 Aug 12 PC 0005 4 82 Change from cash advance For trip 95470 Double click the transaction to
48. 111460 CALOR GAS LTD 123 86 cheque paying in sip number will appear in the bank reconciliation screen with a total of 0 00 These transactions must be reconciled with the next bank statement to remove them from the system Using this Reverse Transaction button will only allow the currently viewed transaction to be reversed If multiple transactions relating to an invoice require reversing the instructions above should be followed for each individual line relating to the cheque paying in slip Alternatively if there a multiple lines to be reversed for a reconciled transaction it may prove quicker to unreconcile the entire original cheque paying in slid number and then complete the reversal via the Cheque Transaction Reversal screen as per the instructions above Please refer to Section 13 for further instructions regarding unreconciling transactions Section 8 Entering Transactions Page 28 of 32 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions View Transaction Details The transaction summary screen contains a summary for each supplier that transactions have been entered for in the period selected Select Period E Month May dd New Transaction Reverse Transaction hle Supplier Mame 4 Medler 150 00 Compass 249 99 Please Note The Gross Dinners 0 00 Journal 0 00 Amounts are cumulative Matthew Adams 45 00 lt fi i Norfolk Count C
49. 1ES Printing Orders Orders can be printed from within the Order Detail screen by clicking the Print button Double click the required order within the Orders Summary List to view the order Orders can also be printed from the Orders Summary screen by highlighting the required orders within the list and clicking the Print Order button The default number of copies for printing orders can be changed by e clicking the default button to the left of Print Order _ Prints Please enter the number of copies you wish to be printed as standard Cancel i Enter the number of default copies required and click OK Multiple orders can be printed at the same time by highlighting the J required orders within the Order Summary list and clicking Print d Order To de select all highlighted orders click the arrow button at the top of the list Section 7 Purchase Orders Page 8 of 29 Schools Finance STAR ACCOUNTS User Guide Section 7 Purchase Orders Emailing an Order This process will only work if Microsoft Outlook is the default email client on the computer being used From the Order Summary screen highlight the m j order you wish to email and then click the E Mail EMail Order Order button File Edit View Insert Format Tools Actions Help E ed 4 Ba B Oo e te 4 y An email should appear with the order attached The subject line will be
50. 20 of 22 Schools Finance STAR ACCOUNTS User Guide Section 15 Period and Year End Viewing a Prior Year Datafile To enter a prior year datafile within Star serine Records process Reports Options Accounts click the Options tab and then select J the required year from the drop down list Backup Review Current Year Accounts System Users Re send Prior Upload Please Note This list will only show prior year accounts applicable to the currently viewed datafile Change Year E3 Are you sure vou wish to view the 2010 11 datafile Click Yes to continue Mo or No to cancel A message box will appear stating which financial year you will be entering and the Main Menu screen will show PRIOR March and the financial year of the datafile Click OK to the Financial Year message Financial Year You are now in financial year 20 4 Transactions Records Process Reports Options Debtors Click the Current Year Accounts ps button to return to the current year Current Year Accounts Current Year Accounts datafile Section 15 Period and Year End Page 21 of 22 Schools Finance STAR ACCOUNTS User Guide Section 15 Period and Year End Resubmitting the Year End Datafile After the Period 13 download has been imported into Star Accounts a file is created containing all transactions entered during the previous financial year
51. 2305201 4 094710 sql 2052014 09 47 18 3 446 kb hee Send Backup Complete Backup Within the list of backups highlight the backup you wish to send and then click Send Backup Send Backup E4 Do you wish to send this backup via email or AVCO Click Yes for Email or No for AVCO w cm Click Yes to attempt to send the file via Microsoft Outlook No to send the file via AVCO AnyComms or Cancel to stop the process Via Email If you clicked Yes to the above message the following process will be carried out Are you able to send automated emails using Outlook from this PC no The email functions within Star Accounts have been designed to work with Microsoft Outlook if this is installed and open on your computer click Yes to this message An email will then open with the selected ESen 0 GB S t Y EJ Otons ji backup attached to be sent to EEE To efs ca norfolk gov uk a efs ca norfolk gov uk z EEA Cec Tp Add any details as required to the email and click Send Section 19 SQL Users Page 4 of 7 Schools Finance STAR ACCOUNTS User Guide Section 19 SQL Users lf you cannot send automated emails from your computer click No to the above message A copy of the selected backup will then be saved to your Output Path location usually the AVCO Outbox Send Email e A copy of the selected datafile has been sav
52. 31 084 17 Supplier Experia 31 084 17 a4 Order Dated 26 Jan 09 118 85 Supplier Hope Education Ltd 118 85 This report details all order commitments held within Star Accounts that are over 90 days old Checks should be made to determine if a The order is no longer required and should be cancelled or b The order has been paid via a transaction or c A credit line has been entered that nets the order to zero but the commitment hasn t been cleared e g 555 Credit 25 00 555 Test Order Line 25 00 Supplier Knights Lid 0 00 lf the Order Total nets to zero the commitment for each order line will continue to roll forward into subsequent financial years when the year end is processed If an order appears in the Outstanding List with an amount of zero the commitment should be cleared lf any of the above situations has arisen the commitments held for those orders should be cleared This is completed via the Order Receipt screen see Section 7 for details A review of orders less than 90 days old which will not appear on this report should also be undertaken Any orders that are no longer required should have the commitment removed as above before processing the year end The Outstanding Orders Report may prove useful when undertaking this review Section 15 Period and Year End Page 9 of 22 Schools Finance STAR ACCOUNTS User Guide Section 15 Period and Year End Generating Year End Credi
53. 502050 the number that appears here will be 502051 If this is not the number of the cheque you are using simply overtype the number shown with the correct cheque number Journal Details Voucher Murnbers 10226 to 10231 Do you wish to print the journal details Click Yes to print a report showing the journal processed or No to exit the screen The transactions for this journal will now appear on the bank reconciliations for both the LMS Account and Petty Cash Account These transactions can then be reconciled as per the normal reconciliation instructions Section 12 Petty Cash Page 4 of 8 Schools Finance STAR ACCOUNTS User Guide Section 12 Petty Cash Closing a Petty Cash Account lf you wish to close a petty cash account please take the following steps Step 1 Remove the Petty Cash Account Imprest Level When the petty cash account was created the petty cash account maximum level should have been entered as its Imprest level If the Imprest level states 0 00 please go to Step 2 Within the Reconciliation Statement overtype the Imprest level shown for the required petty cash account to 0 00 and increase the Imprest Level shown against the LMS bank account by the same amount Reconciled Balances Enter adjustment required to reconcile the statement Outstanding Reimbursements B fwad t29 926 92 Curent Month Adjustment Required 0 00 Bank Account Hame Balance Imprest r LMS Eag
54. 64 945 00 KEY STAGES Stanford Mr James KS1 Key Stage 1 Knights Ms Linda Totals 4700 125 31 126 31 0 00 1 62 31 KS Key Stage 2 Totals 6 000 0 00 0 00 0 00 6 000 00 Total for KEY STAGES 9 700 128 31 128 71 0 00 9 828 31 Grand Total 55 157 28 31 29 69 30 00 55 116 69 Please Note Department Codes highlighted in red are inactive codes see Section 3 Detailed Department BCR Department BCR for May 2014 15 Dept Budget May To Dae Commitment Balance LIBRARY HELPS donation for library refurbishment O9650 VWelfaresResource Assistants 6257 0 00 0 00 0 00 6 267 00 17450 Training 650 0 00 0 00 0 00 650 00 23300 Beneral Repairs 500 0 00 0 00 0 00 200 00 40850 Education Equipment amp Materias 100 00 155 00 0 00 156 00 40950 Learning Resources 0 0 00 0 00 30 00 30 00 Department Total 9 617 100 00 158 00 30 00 9 429 00 OFFICE Misc Office Expenditure 23300 bengal Repairs 650 0 00 0 00 0 00 650 00 Departmert Total 650 0 00 0 00 0 00 650 00 PUPIL PREMIUM Pupil Premium Warrington Mr David 990710 Pupil Premium Grant 135 400 0 00 0 00 0 00 135 400 00 04500 Teachers 34 324 0 00 0 00 0 00 34 324 00 O9650 VWelfaresResource Assistants 13 173 0 00 0 00 0 00 13 173 00 og700 Community Staff Costs 266 0 00 0 00 0 00 1 266 00 17450 Training 450 0 00 0 00 0 00 450 00 42920 Purchase of Free School Meals 7 50 0 00 0 00 0 00 T 900 00 47150 Educational Wists 300 0 00 0 00 0 00 300 00 4520 Payments to Other Schools 2 383 0 00 0
55. 75 Wat Rate fh z0 00 vat 11 95 Details i For Science Paid To BOC LTD Cheque Number Doo Cheque Date 1 May 12 Order No Order Date CO F2012 Enter Coding Details E Future Year Payment Subjective 40850 Education Equipment amp Materials Capital 7 Department SCIENCE Science Bank Account LMS 7 E Asset Register Warning Ea This transaction was reconciled on statement no zz6 on 30 12 2015 Once this transaction is reversed the original transaction will become unreconciled You must then reconcile the reversal and the original transaction Are vou sure you wish to continue Click Yes to continue or No to cancel Reversal X Are you sure vou wish bo reverse this transaction in the current month Click Yes to continue or No to cancel Please Note if you click Yes to complete the reversal the original transaction will be unreconciled which will affect your reconciled bank balance Section 8 Entering Transactions Page 27 of 32 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions Reason for Reversal Ent R i Ey Ne Enter a meaningful description Cancel for the reversal then click OK Click Cancel to stop the reversal Entered in emor Blockbuster Drain Service 177 05 Once the reversal or reversals BOC LTD 111459 BT Business Direct Ltd yere see below have been entered the
56. 850 Wak Rate 4 z0 00o vat 19 15 Mark the transaction as a direct debit so that a cheque number is not required Details Purchasing Card YAT correction Cheque Number DD 31 10 13 Direct Debit Cheque Date 31 Oct 13 Order Na Order Date Enter Coding Details Multiple Coding Future Year Payment Subjective 35420 Riail Bus Fares The Invoice Number entered should be DL Cleared Download lf the purchasing card transaction has already been recharged as above the supplier and department code selected should also be entered against this transaction If it has not been recharged select Norfolk County Council as the supplier These two transactions will net to ary m al mi alee EOD STU Ta Greater Anglia Faa B 0 00 within the bank iF Parents 5 oT reconciliation and should be reconciled with the next bank statement received lf the original purchasing card transaction had been recharged there will be 5 transactions within the system the original downloaded item its reversal and recharged transaction plus the two manually entered transactions Customer Supplier Period Rer Mett Yat Gross The net effect of Herfolk Coun Comil 23 9999 501 95 01 010 8095 these O Norfolk Coun Comil 3 999999 095 a00 6035 6 ui tachi 2 9999 50 95 01 010 soss Should match the Gweater Anglia 2 60 95 0 00 oa95 Valid VAT receipt for Cotes 2 75 80 15 15 095 the purchase Grand
57. All DPNs must be tn the format NNNNL NNN where N is a number between 0 9 and L is a letter between A Z Section 3 Creating Codes Page 1 of 17 Schools Finance STAR ACCOUNTS User Guide Section 3 Creating Codes Activity If an activities account will be required for the current department place a tick in the Activity box The date that the activity will take place must also be entered before the department is accepted by the system Activity Date 2 O60 4 The activity date will be used when chasing payments through the Debtors system see Section 18 Print Select If the school has a lot of department codes within Star Accounts printing departmental reports may result in a lot of paper being used unnecessarily If there are regular department z codes that require printing a tick can be placed in Print Select the Print Select field The option to print the departmental reports for just those selected can then be chosen see below Departmental Budgets Budget 1 000 00 A summary of the current budget position Net Expenditure 3601 22 of the selected department code will be Commitments 97 32 shown at the top of the screen Balance 1 562 90 PLEASE NOTE From April 2015 departmental budgets will be set within the Budget Planner Software and not through this screen Please refer to the Budget Planner User Guide for further guidance lf the current department relates to an activity i
58. Balance at Bank 5000 the amount needed to top up the petty cash to Unreconciled Total E20 64 the agreed balance lt is recommended that the journal for this transaction is completed at the same time as the cheque is written From the Main Menu select the Transactions tab and click Journal Bank Transfer Petty Cash V 4 ther F Place a tick in the Templaes Petty Cash box Description Pe Cash Bank Transfer Running Total Select the subjective code Subj Department Capital E5550 Bank Transfer E5550 Bank Transter Section 12 Petty Cash Page 3 of 8 Schools Finance STAR ACCOUNTS User Guide Section 12 Petty Cash This transaction is an Income transaction so the amounts must be entered to decrease the LMS bank account and increase the Petty Cash Account see section 11 Subj Department Capital Staff Code Amount Bank A C a TT a TT Use the dropdown box to select the Petty Cash account Once you are satisfied that the journal details are correct click Process Journal Petty Cash Cheque a pit number Please enter the Petty Cash Cheque Number A Pie Cancel petty cash Click OK Please Note The cheque number that automatically appears in this box will be the next sequential cheque number that has not been used within your accounts This will appear regardless of whether you have cheque printing activated or not i e if the last cheque number in the accounts is
59. C processing the payment click the Direct Debit button Debit Section 7 Purchase Orders Page 26 of 29 Schools Finance STAR ACCOUNTS User Guide Section 7 Purchase Orders lf this field is clicked a Cheque Number and Cheque Date will not be required or if Cheque Printing is activated the payment will not go to the cheque run screen to be assigned a Cheque Number Make Payment When all required details have been entered on Paw All screen click Pay All to process the payment ay lf there are any issues with the details entered an error message will appear detailing which fields require attention All issues will need to be resolved before the payment can be processed Please Note If Cheque Printing is activated within Star Accounts and a cheque number has not been manually entered the payment will need to be completed by assigning a cheque number see Section 10 Section 7 Purchase Orders Page 27 of 29 Schools Finance STAR ACCOUNTS User Guide Section 7 Purchase Orders Order Reporting Outstanding Orders Report To produce a report showing details of orders with an Outstanding Orders Report outstanding commitment click Outstanding Orders na OTSETS Report Report LIST OF OUTSTANDING ORDERS ae Select Specific Supplier E a Mot Sent Sert Order Outstanding Order Humber Supplier Order Date Commitment Requisitioned By Sent azea 2R ONM ao O O ONN 1766 AMoye 07 May 13
60. COMPUTER 001 SHALL Active 21 MUSICAL KEYBOARD 001 SHALL Sold 20 STOOL PIANO 007 HALL Active ELECTRIC PLAN 001 HALL PHOTOCOPIER 001 SHALL Double click the asset to be loaned within the Assets tab to view its detailed record Status Change the Status of the asset penartment from Active to Loaned This will ctefmame Diseased open a Loan Details form T Loan Details Asset Cancel hit Description ELECTRIC PIANO bate oftomn Ren date k O O Asset This is the asset number of the item to be loaned This cannot be changed Description This is the description of the asset as shown in the detailed record This cannot be amended Loanee Enter the name of the person group or establishment that the item is to be loaned to Date of Loan Enter the date the loan is due to begin This cannot be prior to the purchase date of the asset Return Date Enter the expected return date of the asset i e the date the loan is due to end For example if a musical instrument is loaned to a pupil this is likely to be the last day of the term or academic year This must be greater than the Date of Loan Section 20 Asset Register Page 28 of 49 Schools Finance v5 84 STAR Accounts Asset Register Notes Enter any notes relevant to the loan For example details regarding the condition of the asset at the time it was loaned cancel process This will change the a
61. Councl SS Invoice Date O O8 Feb 13 Invoice Date i O8 Feb 13 Invoice Number Download Invoice Number O Domoa O Gross 250 00 225 00 Nett C 0 00 0 00 13165 Course Fees 0644 Course Fees Processing School Receiving School Enter Coding Details E A Enter Coding Details FE Fut Subjective 74520 7 Payments to Other Schools Subjective 99000 7 Payments From other schools When a download is imported Star Accounts will attempt to automatically clear any commitments against the Journal supplier with the transactions held within the download This is done by matching the journal reference number and subjective code against items within the download lf for any reason an entry for a journal commitment does appear on the download and is not automatically it can be manually cleared following the procedures stated in Section 7 Page 23 of the Star Accounts User Guide Commitments shown against the Journal supplier can only be cleared by download Journals can only be received via the Cleared by Download button Section 11 Entering Journals Page 27 of 29 Schools Finance STAR ACCOUNTS User Guide Section 11 Entering Journals lf a journal is rejected by County Hall for any reason the commitment will be removed in the download received following the rejection This will remove the commitment for the journal from your accounts and a new journal will need to be submitted Cancelled
62. Current Year Accounts Return to current year datafile when viewing a prior year datafile System Users Manage user access rights Re send Prior Upload Re send Uploads requested by County Hall Section 1 Finding Your Way Around Star Accounts Page 3 of 9 Schools Finance STAR ACCOUNTS User Guide Section 1 Finding your way around Star Accounts Debtors tions Records Process Reports Options Debtors Set up Customer Details Facility Details Enter a Letting Invoice Enter a Standard Invoice Editi Frink Invoices Invoice Payment Produce Subsidy Claim Receive Subsidy Lettings Details Outstanding Invoices Subsidy Details Aged Debtor Payment Details Generate Year end Debtors Use this menu to generate invoices record payments and produce a subsidy claim See Section 18 This is an Exit key when seen anywhere within Star Accounts Clicking this button will close the current screen you are viewing Section 1 Finding Your Way Around Star Accounts Page 4 of 9 Schools Finance STAR ACCOUNTS User Guide Section 1 Finding your way around Star Accounts Star Accounts Toolbar These options are accessed via the Star Accounts menu within the toolbar Star Accounts E Close Closes the current screen only Print Print viewed page Opens a remote connection to Schools Finance Remote Support Login as a different user Switch between Mai
63. DOSS b e Phone Number Po Fax Number PO Contact Mame Sharon Owl Group g Cheque Payable Mame Norfolk Brownie Association Name You cannot enter a Customer name that matches an existing Supplier name used within Star Accounts for Ordering Entering Transactions If a customer is required that matches a supplier you will need to enter a slightly different name to use within the Debtors module Group To aid the multiple invoice procedure see page 24 customers can be assigned to a group for example a class name Group 1 Type the group name required into the Bi gus Fete alo Weu ae field or select one from the drop down zis list Please Note The drop down list of groups shows all groups currently held within Star Accounts but is not restricted to those shown Once a new group is entered it will appear in the list the next time the screen is opened Section 18 Debtors Page 5 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Default Coding lf you wish to add a default Subjective Code or Department Code to a customer select the required codes from the drop down lists Subjective Code Department Code Department Code 74560 Rech to Ext SSG Pupil Focused Rech 99140 ADMIN Admin supplies 74590 Rech to Ext SSG Community Rech 99150 ADVERT Advertising 91320 Health Authorities AGENCY SUPPLY Agency Supply 91350 Out of County Recoupment Pupil Premium ART Art
64. Debtors Page 1 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors BEST PRACTICE lf you require any guidance regarding Lettings for example what to charge when to charge VAT rates etc please refer to the Shared Use of School Premises policy document which can be found on the Norfolk Schools Website www schools norfolk gov uk gt School management gt Site management gt Subsidised use of school premises A link to the Lettings Policy is also available through the Web Links Websites Menu of the Star Accounts toolbar lf further guidance is required please contact the Business and Efficiency section on 01603 222673 email childrensservicesenquiries norfolk gov uk schools are advised to keep a copy of the current year policy document in the Financial Procedures Manual Appendix 15 PLEASE NOTE From April 2015 Norfolk County Council no longer provides subsidies for Lettings Section 18 Debtors Page 2 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Getting Started To access the Debtors Lettings package the Debtors Option must be activated within the Schools Details screen see Section 2 Once activated a Debtors tab will appear on the Main Menu Reports Options Debtors Facility and Customer details will need to be entered before any invoices can be produced Facility Details A number of standard facilities are pre
65. Debtors Invoice lf the income to be banked relates to an invoice issued through the Star Accounts Debtors module see Section 18 select the relevant invoice number from the drop down list Forest Schools Education Lid 71 40 a 906 Forest Schools Education Ltd 30 00 a7 Morth Walsham Day and Community Services 60 00 This drop down list will only appear if the Debtors module has been activated within Star Accounts Please Note If a debtors invoice is selected the Customer VAT Rate Details Subjective Code and Department code will not be updateable They will be fixed to the details entered on the original invoice Supplier Customer Select the required customer supplier from the drop down list If a Debtors Invoice has been selected this cannot be changed ee Back In Action Dag Books Baileys of Norfolk Ltd This list will contain both Suppliers as used in Transactions and Customers as used in Debtors if applicable Double click the drop down box to open the Supplier Search to find or create the required supplier Section 8 Entering Transactions Page 8 of 32 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions Payment Enter the total payment received from the supplier customer into either the Cash or Cheques field EEE Ee Ee Humber 0 00 0 00 Please Note e Income must be entered as a negative figure e f a supplier cu
66. Description Quantity Category Location and Depreciable Life see details below An error message will appear if any of these details are missing The asset will not be added to the register until all required details are entered or Cancel is clicked to delete the asset Details Required When creating a new asset as much of the following details as possible should be entered Supplier Select the supplier that the asset was purchased from within the drop down list Supplier Status Purchase Date Emme Barnsdale Way PE Essential Resources Freepost RRYC LSHLEKS Description 5 Essex and Suffolk Water PO Box 292 Essex Cricket The Ford County Ground hake Euro RSCG Riley Concord House Please Note Unlike transactions and ordering this list will also include Inactive suppliers as previous assets may be assigned to an inactive Supplier therefore care should be taken to ensure the correct supplier is selected Section 20 Asset Register Page 13 of 49 Schools Finance v5 84 STAR Accounts Asset Register Purchase Date Enter the date that the asset was purchased usually the Invoice Date Replacement Date This field is not manually updatable A date will be entered into this field when the Depreciable Life Months of the asset is entered The date entered will be the purchase plus the depreciable life Description Enter a meaningful description of the asset Make Enter the name of the manufacturer
67. EAL ENGLISH AS AN ADD Met Expenditure GARD Garden To enter a new Department Code click Add Record Code Inactive Print Select _ Contact Description Group j Activity C Date DPN EFS Code Enter a short code for the department This is the name that will appear in each Department Code drop down list throughout Star Accounts Description A longer more meaningful description should be entered Contact If a member of staff at the school has contact nij G Antelope Annie 400165 1 been given responsibility for a department select oe Beier Betty fod eee their name from the drop down list Bear Bernard 401021 1 Bird Burt 401950 1 If the required contact does not exist within the Contact drop down double click the list to open the staff details screen and create the staff member see section 5 You must have Payroll access to be able to complete this procedure Group For reporting purposes department codes Group can be grouped Select the required from the drop pen me down list LEE lf the required group does not exist double click the list to create a new group Further instructions regarding creating deleting groups can be found below DPN Delivery Point Number Delivery Point Numbers relate to ESPO ordering and can be found on any ESPO invoice or delivery note received at the school If the current department relates to a different DPN from the schools normal DPN enter this here
68. Education Equipment amp Materals Capital al Department ADMIN Bank Account LMS User ID Stuart Admin supplies Be ai T Select the required Subjective Capital and Department Codes from the drop down lists Remember a subjective code and department code will be entered automatically if the supplier record has a default see Section 4 Double Click any of these fields to view a search facility to find the appropriate codes To see the effect of the chosen coding details on the TR E ere budgets assigned click the View Remaining _ 5 Memamnng Budget Budget button Budget Remaining Please Note If View Remaining Budgets is clicked Subj lael geet whilst viewing a previously entered line that order line Dept 1 005 40 H will be included twice within the budget remaining total i e the budget will be overstated Process Order Line Add another Line Return to Mam Order Delete Line Yew Femaning Budget Click Add another Line to accept the on screen order line and add further lines to the order Click the Return to Main Order button to accept the order line and close the Order Details screen Please Note Once either of these options is clicked Star Accounts will validate the data entered and prompt for any missing information Order lines will not be saved until all required information has been entered Click Delete Line to remove the currently viewe
69. Excess of Expenditure over Income to be funded by Budget Share 0 00 Charitable Donations 0 00 Parental Contribution 0 00 Other 0 00 The activities account will list all income and expenditure transactions assigned to the department code of the activity along with the details as entered in the previous screen detailing how any profit loss is to be dealt with certify this to be a true statement of the receipts and payments relating to the visitfactivity specified signed Trip Organiser 0022 Dated 0 Signed Account Treasurer Dated Approved at Governors Meeting Date signed Chair of Gov ernors In the event of a surplus arising a refund may be offered to parents in accordance with the School Finance Policy This report must be printed and signed by the Trip Organiser Account Treasurer and be Chair of Governors as stated This must be kept for audit purposes Section 3 Creating Codes Page 14 of 17 Schools Finance STAR ACCOUNTS User Guide Section 3 Creating Codes Creating Capital Codes Transactions Records Proces From the Main Menu select the Records tab and click on Capital Codes Capital Codes Capital Code EE school Based Projects Capital Expenditure Loan Scheme Carbon Reduction Scheme i 5 Budget YA School based Project Select the required from the Capital Expenditure ee ole Code d rop down list ustainability Commitments Furniture and Equipment Funding
70. Export to Excel Year End Projection When exporting the Monthly Profile Subj into Excel during Periods 10 11 or 12 the option to turn the output file into a year end projection will be given After selecting the location that the file is to be saved to the following options will appear Is this the YearEnd Projection Template Click No to export the normal Monthly Profile E Click Yes to export the year end projection Show Commitments lf you clicked Yes Do vou require the commitments to be shown Yes above the following or have Creditors Debtors been completed as part of the YearEnd process Mo Yes Mo message will appear Section 17 Reports Page 18 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Click Yes to view current commitments in the exported file or No to remove them Commitments should always be shown unless year end creditors debtors have been entered into Star Accounts as the commitment will be doubled if a creditor or debtor has been entered The exported file will open on screen once it is ready for use A B iS L M N O P B 1 _ PROJECTION OF YEAR END BALANCE 2 Subj Description Budget Apr Nov Dec Jan Feb Mar 98890 Cluster Funding 0 0 0 0 0 A 98940 Budget Share 378 537 378 537 0 0 0 0 101 Funds Delegated by the LEA 378 537 378 537 0 0 0 0 6 98950 6th Form Funding 0 0 0 0 0 0 99020 16 19 Bursary Fund 0 0 0 0 0
71. Finding your way around Star Accounts Printing from Star Accounts Any reports printed within Star Accounts are automatically sent to your computers default printer using your printers default settings To select a different printer click the Printer s button on the Main Menu Printeris A list of all printers that appear in the Printers folder of the current computer will then be shown hiEDU cH ARA hls WEDU CHYEDCH PO1 Select the required printer from WEDU CHYEDCH POS the drop down list Once selected WEDU CH EDCH P40 this list will disappear and the hp color LaserJet 5550 DF2063 HF Universal Printing PCL 5 Microsoft Office Document Image writer Please Note Once a printer is selected everything that is printed during the current Star Accounts session will default to that printer However once Star Accounts is closed the printer will be reset to the computers default printer Section 1 Finding Your Way Around Star Accounts Page 9 of 9 Schools Finance STAR ACCOUNTS User Guide Section 2 Getting Started Logging into Star Accounts From the desktop double click your Star Accounts shortcut Star star Accounts Accounts mdb Childrens centre mdb Create School Cluster mdb sate Main imdb SchoolF und imdb Double click the datafile you wish to enter this will take you to the user login screen as shown below Main mdb is the account you will normally use on a daily b
72. If you click No to this message the process will continue unaffected Via AVCO After sending attempting to send the payment file via email you will be prompted send the file via AVCO AnyComms BACS Payments File Transfer Please ensure the BACs Payment File BACSPayment9999 May2014 B4C501 Ext is successfully transferred via AYTO Any Comms y AnyComms Wins Client File Options Help Click OK If the AnyComms programme is setca nca Emt located on the computer being used to p Status Messages produce the payment you will be prompted to Fetes Ne Socket Connected i Call Status Idle start a call in AVCO AnyComms a aiene File Transter 0 Ocps Before starting the AnyComms call please ensure the payment file is located in your AnyComms Outbox If AnyComms is not on the computer being used to produce the payment file it will need to be copied from the Output Path location and transferred to a computer with AnyComms to be sent to County Hall Section 10 Cheque Printing BACS Payments Page 9 of 19 Schools Finance STAR ACCOUNTS User Guide Section 10 Cheque Printing BACS Payments Authorising BACS Payments For payments to be processed County Hall will require the payment file as created above and a payment authorisation file If either file is not received the BACS payment cannot be processed A user with BACS Authoriser access rights see Section 2 Page 4 will be required to log
73. Net Transaction 2 12 00 Gross 0 00 VAT 12 00 Net lf the income being receipted is not sufficient to cover the VAT amount assigned to the invoice it will apportioned based on the figures entered In the above example if a payment of 15 00 is received one transaction would be entered with VAT apportioned based on the amount banked in this case Transaction 1 15 00 Gross 2 50 VAT 12 50 Net The remaining VAT 50p will be apportioned against the next payment made Section 18 Debtors Page 27 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Multiple Invoice Payments To bank income for multiple invoices in one update click the Multiple Invoice Payments button which can be found on both the Debtors tab of the Main Menu and within the Edit Print Invoice screen Invoice Payment Edit Prink Invoices Invoice Payment Multiple Invoice Payments E Multiple Invoice Payments White otf Balance Paying In Slip Number Total Income Ol Print Banking Summary Paid in Date pan P01 3 0 00 L Print Receipts Minimum Receipt Value 0 00 Invoice Paid By Number Customer Balance O Income Cheque Subj Department E J 1 a Paying In Slip Number Enter the paying in slip number to be assigned to the current banking update If the number entered matches any previously entered banking the following message will appear Duplicate Paying In Slip This paying in sli
74. No Details Subj Capital Dept Staff Code Customer Supplier Period Rec Nett Vat Gross 10227 07 Aug 12 DD 07 08 12 Trip Contributions 95470 Journal 1 1 000 00 0 00 1 000 00 1022 13 Ang 12 None JRNL Contribution re allbcation 95470 Journal 1 l 1 000 00 0 00 1 000 00 10230 13 Aug 12 None JRNL J Smith 95470 Journal 1 l 50 00 0 00 50 00 10231 13A4ng 12 None JRNL 4 Jones 95470 Journal l l 50 00 0 00 50 00 10232 1l3 4ug l12 None JRNL M Adams 95470 Journal 1 1 50 00 0 00 50 00 10233 1l3 4ug l2 None JRNL Baldry 95470 Journal 1 l 50 00 0 00 50 00 10234 l3 ug l12 None JRNL L Pedley 95470 Journal 1 l 50 00 0 00 50 00 10235 13 Ang 12 None JRNL L Emghts 95470 Journal 1 l 50 00 0 00 50 00 10235 13Ang 12 None JRNL J Stanford 95470 Journal l l 50 00 0 00 50 00 10237 l3 ug l12 None JRNL N Leeds 95470 Journal 1 l 50 00 0 00 50 00 10233 1l34ug l2 None JENL Cutting 95470 Journal 1 l 50 00 0 00 50 00 10239 13 Aug 12 None JENL N Rathbone 95470 Journal 1 l 50 00 0 00 50 00 10240 13 Ang 12 None JRNL J Harop 95470 Journal 1 l 50 00 20 00 50 00 10241 13Ang 12 None JENL P Chia 95470 Journal 1 l 50 00 0 00 50 00 10242 1l3 4ug l2 None JRNL F Willis 95470 Journal 1 l 50 00 20 00 50 00 10243 13 Ang 12 None JRNL H Muir 95470 Journal 1 l 50 00 0 00 50 00 10244 1l34ug l2 None JRNL M Oswick 95470 Journal l l 50 00 0 00
75. Orders Department Select the required department from the drop down list Double click the Department Advertising field to create a new department see Section 3 oon SUPPLY hacia On exit of the department code screen the last lart art viewed department code will be added to the transaction Asset Place a tick in this box if you wish to flag the item as an item that needs to be added to your Asset Register see Sections 17 and 20 Asset L Extended Instructions Click the Extended Instructions button to view any instructions that were entered into the website or to add any additional information required on the delivery note e g specific instructions to the caretaker on where the goods should be delivered pT Click the Extended Instructions button again to hide the field Copy Coding Details If the coding details of the current line are applicable to all lines oe within the order click the Copy Coding to the right off the 1 p required line Please Note This process can only be completed if a VAT Rate and Subjective Code have selected as a minimum All Lines The coding details of the current line will be copied to all line within the current order where the coding details are all blank i e the VAT Rate Subjective Code Capital Code and Department have not been altered Selected Lines The coding details can be copied to specific lines by placing a tick in the Assign box wi
76. Orders Order Number Supplier 10296 Journal 0 Rejected By County A journal commitment can also be removed by highlighting the required order and clicking Delete Order Please state a reason For the deletion of the order Enter a reason for removing the commitments and then fame Glick OK This will default to Journal Rejected by County Joumal Rejected by County Please Note If you are deleting a journal as it has been entered in error you must notify your Finance Support Officer to ensure the journal is not processed at County Resubmitting an NCC Journal Request lf an NCC Journal request is not received at County Hall for any reason or you are required to resubmit a previously created request mr click the Resubmit NCC Journal button within the Journal AR screen Resubmit Journal Ea Enter the journal reference Please enter the number of the journal vou wish bo resubmit of the file you wish to submit Cancel which can be found on the printed version of the journal Click OK D lf the commitment for the journal reference entered has already been cleared via the download it cannot be resubmitted Section 11 Entering Journals Page 28 of 29 Schools Finance STAR ACCOUNTS User Guide Section 11 Entering Journals The commmitment For Journal Reference 1 has been cleared via the download therefore it cannot be resubmitted lf the NCC Internal Journal referenc
77. Pay field if you are using the parent Pa Parent Pay system to collect income from parents This will give you access to the Parent Pay import screen BACS Place a tick in the BACS field if you wish to process payments via BACS Bank Automated Credit System acs This option is only available within the SQL version of Star Accounts Please refer to Section 10 for details The Star Accounts BACS functions have been designed to work with two BACS providers Norfolk County Council NCC and Lloyds pacs provider Bank If the BACS feature is activated you must ensure 0 that the BACS provider you wish to use is selected Section 2 Getting Started Page 10 of 11 Schools Finance STAR ACCOUNTS User Guide Section 2 Getting Started Asset Register Place a tick in the Asset Register field if you wish to use the Star Accounts Asset Register This option is only Asset Register available within the SQL version of Star Accounts Please refer to Section 20 for details ESPO Online Place a tick in the ESPO Online field if you wish to send E ESPO orders via the ESPO website Please refer to Fort Unline Section 7 for details Contact Details lf you wish to create a contact for any of the areas Contact Details listed in the Contact Details click on the drop down Lttings arrow to open a full list of staff members and then 3 select the name of the staff member who will act as a contact for that area Order
78. Please Note You do not need to switch back to the prior year datafile to import either the Period 12 or 13 downloads Collect the download via AVCO in the normal manner and then click the Download button within the Process tab Financial fear You are now in financial year 20xx xx The system will automatically load the Period 12 and 13 download into the correct year Click OK After importing the download the following reports will print 1 Download Report 2 Budget Control Report BCR 3 Capital BCR 4 Departmental BCR Financial Year You are now in financial year 20 4x Star Accounts will then return to the current financial year Click OK Download Complete Ea i The download was successful JJ Click OK DO MOT perform a Period End after this download Period 13 Only After importing the Period 13 download Star Accounts will print a set of Final BCR s and create a Period 13 electronic paperwork file The electronic paperwork file must be forwarded to Schools Finance by the date specified in the Year End User Guide Section 15 Period and Year End Page 16 of 22 Schools Finance STAR ACCOUNTS User Guide Section 15 Period and Year End 31 March Bank Reconciliation It is an audit requirement that bank reconciliations to the 31 March are completed each year Once the year end process has been completed and your accounts are in Period 1 April of the new financial year a
79. Printing BACS Payments About Cheque Printing Process Tab The cheque printing option within Star Accounts is a facility that will assign cheque numbers to all expenditure transactions waiting to be processed To use cheque printing you must have this option activated in the school details screen see Section 2 actions Records Process p From the Main Menu select the Process tab then click Cheque Run If you have the BACS facility switched on this button will say Cheque BACS cheques Bacs Run ical eS Welle Run Remove Zero Payments Star Accounts cannot produce a cheque for a supplier if the net amount is less than or equal to zero To remove self cancelling entries for a supplier highlight the required invoices and click Remove Zero Payments before completing the cheque run Invoice Date Jude 156545 100 00 21 Dec 09 4 Younger 465930 126 065 09 Dec 0939 Banham Zoo Lhd B212456 126 75 04 Dec 0939 Norfolk County Council MCC12456979 12 349 485 23 Nov 09 11 Dec 09 Worse W124567 ES 50 11 Dec 0939 Please Note The Next Cheque Number must not be blank for this process to be completed Remove Direct Debits lf a direct debit transaction has been entered without the Direct Debit option selected see section 8 it will appear within the cheque run screen To remove this payment from the cheque run highlight the Seema a ae required transaction and click Paymen
80. Schools Finance STAR ACCOUNTS User Guide Section 3 Creating Codes Email Baa nett cae Enter the contacts email ee ea eat address and click OK Cancel Click Cancel to stop the email process A draft email will appear on l A u gt screen with a report attached a Edit View Insert sli Actions Help containing the departmental Hed d BaS reports for each department This message has not been sent code assigned to the current To stuart baldry norfolk gov uk contact laa i Fenil Add any further details required Subject Department Report Year To Date and click Send Attach 2 summary Department Report rtf 11 KB Please Note The report that is attached to the email will be either the Summary or Detailed depending on the option chosen see Page 7 Email All Contacts Selecting this option enables users to email electronic copies of departmental reports to all contacts listed against department codes 4re you sure vou wish to email department code summaries to all contacts Yes Mo Click Yes to continue or No to cancel Unlike the email current contact option above the emails created by this process will not appear on screen Star Accounts will loop through and automatically send the emails created for each contact Therefore any contact that does not have an email address within their staff record cannot be sent an email via this
81. Supplier to create the Supplier required TIP Press Ctrl and E from the Main Menu to create an ESPO order Press Ctrl and O from the Main Menu to create an order for any other supplier Section 7 Purchase Orders Page 2 of 29 Schools Finance STAR ACCOUNTS User Guide Section 7 Purchase Orders Entering Order Details Last Catalogue ID entered Catalogue Id Description Unit of Measure Each Extended Instruction Price Add ltem to Catalogue Quantity a Vat Cat Asset Register Subjective Capital Department Bank Account LMS User ID County_edtsb Add Another Line Return to Main Order Delete Line View Remaining Budget If the Order Details form above does not automatically appear ee when the Order screen opens click the Add a line button ane Catalogue ID If a catalogue has been created imported for the selected supplier e g ESPO either type in the catalogue number or select an item from drop down list If you are unsure of an items number double click the Catalogue ID to view the catalogue search facility see Section 4 view Espo eal When the catalogue search eae ama ler screen is closed the details of a mport 4 Catalogue Be i highlighted item will be pulled through to the order detail form EACH FLES RULERS 30CM PK10 115479 6 75 EACH EYE LEVEL READING RULERS A unique Catalogue ID can be entered even if the current supplier d
82. TEMPLATE Norfolk Primary School 9999 Description Purchase Purchase Replacement Supplier 2 Date Price Cost J 5 Please Note The template enables users to enter data into rows 3 to 5000 lf more rows are required multiple copies of the template should be created Data Required Please enter the following data for each asset Each field listed is mandatory unless stated as optional Description A short meaningful description of the asset Purchase Date Enter the date the asset was purchased This should entered in the format DD MM YYYY e g 01 09 2013 Purchase Price Enter the original gross purchase price of the asset i e including VAT Replacement Cost optional Enter a replacement cost for the asset if one is Known This will automatically be set to 0 00 when imported if left blank Supplier Select a supplier from the drop down list This list is exported into the template amp cut Education am from Star Accounts when the template is Amazon lk Limited created Anglian Chemicals Limited Anglian Water Anglo Scottish Equipment Only suppliers shown can be entered Anna Welsh kd Make optional Enter the name of the manufacturer of the asset Model optional If the asset has a model number enter it here Serial Number optional If the asset has a unique Serial Number enter it here This will enable the asset to be accurately traced back to its record if required Quantit
83. Total 75 80 15 15 90 95 lf the original purchasing card transaction had not been recharged there will be 3 transactions within the system the original downloaded item plus the two manually entered transactions Section 14 Download Page 8 of 10 Schools Finance STAR ACCOUNTS User Guide Section 14 Download Clear Purchasing Card Logs Each time the purchasing card recharge screen is opened all transactions that have not been recharged via this screen will be shown Therefore any outstanding transactions will continue to be shown in this screen For example if manual transactions have been entered to correct a VAT error see above and the original transaction has not been recharged the original transaction will continue to be shown each time this screen is opened These transactions can be removed from future updates by apa sage clicking the Clear Logs button Before clicking Clear Logs you should ensure that the screen only contains those transactions that were not recharged via this screen Delete any transactions that you will recharge via this screen Clear Logs E This will remove the purchasing card transactions listed on screen From Future updates Click Yes to continue re you sure vou Wish to continue i or No to Mo cancel Pass key If you clicked Yes above you Dames code to Accounting will be requ ired to call Cancel Accounting Software Support
84. an additional O 00 O 00 O 00 ooo language EMGLISH English i 0 00 0 00 0 00 ooo Ew EX Educ sits Exp 4000 0 00 0 00 0 00 ooo FLEX 14 16 Flexibility 914645 41 00 0 00 0 00 ooo Section 17 Reports Page 21 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Specific Departments To view the Detailed Department BCR for specific departments click the Specific Department button This will open drop down lists to choose the department group or contact as required Print All Print All Specific Department fff Click the Print AlI button above the Department drop down list to automatically print the detailed departmental BCR for all active departments held within the system Each department will be printed to a separate sheet Click the Print AIF button above the Group drop down list to automatically print the Group BCRs for all groups held within the system with each group printed to a separate sheet Please Note If you select the department report for a specific contact you will only be able to view the summary level BCR This report will show individual department codes that the contact is listed against only and not any groups they may be responsible for Specific CFR Category Report From the Reports tab click Specific CFR then select the category required from the drop down list Specific CFR Specific Subj sx 101 Funds Delegated by the LE
85. and Invoice Details an alternative payee name this will be Rapid Electronics Limited Order No 1239 shown lf the alternative payee name IS This Supplier may have an alternative Payee Accept the default or select From the dropdown list blank the suppliers name will be shown Rapid Electronics Limited Ensure that the correct alternative payee is Essential Resources selected within the drop down list Double E d Suffolk Wat i AF ee a ee click the list to view a Supplier Search facility Euro RSCG Riley EuroaPe Europe Ltd Eurosun Travel An alternative payee can also be selected for any order by clicking Select Alternative Payee and then 3 selecting the required payee from the Select ternative Payee drop down list Future Year Payment Future year payments are payments paid in advance for events due to take place in the next financial year The most common example of this would be exam fees If the order to be Future paid relates to a future year place a tick in the Future Year ve cr Payment field by clicking it a Any payments entered as future year payments will not appear on the current financial years BCR it will automatically be rolled forward to the next financial year as part of the year end procedure Payment by Direct Debit If an order has been paid by direct debit it should be marked as received and processed for payment as detailed in the instructions above However when Direct
86. be at the top of the list section 16 Back Up Routine Page 4 of 13 Schools Finance STAR ACCOUNTS User guide Section 16 Back up Routine Sending Backups to County Hall lf Accounting Software Support or Finance Support requests a backup of your accounts these can be sent via the Backup Review screen Within the list of backups highlight the backup you wish to send and e then click the Send Backup button Do you wish to send this backup via email or AVCO Click Yes for Email or No for AVCO w ce Click Yes to attempt to send the file via Microsoft Outlook No to send the file via AVCO AnyComms or Cancel to stop the process Via Email If you clicked Yes to the above message the following process will be carried out Send Email Ed Are you able to send automated emails using Outlook from this PC a e The email functions within Star Accounts have been designed to work with Microsoft Outlook if this is installed and open on your computer click Yes to this message To fefs ca norfok aov uk An email will then open with the selected a backup attached to be sent to Subject Backup for Norfolk Primary School efs ca norfolk gov uk Please overtype this 3 email address if required Attach E o998main md 4 MEN Add any details as required to the email and click Send lf you cannot send automated emails from your computer click No to th
87. be printed if required Reconciliation Statement Number 192 Expenditure 3 587 16 Bank Account LMS Income 2 201 67 Number Slumber Mum ber Amourt Details HEEG 1556P E3HRF 108 00 Credits to Catch Up on line literacy ganes Cheque No 402249 Date 1116 2013 Total 108 00 Catch Up Bea S444 2b 5771 Business Enterprise Day Tilney All Saints contribution to joint Enterprise Day with sister achod IC4nthony Curton 12 06 13 Cheque No 402253 Date 18 06 2013 Total 37 71 NorfolkEducaton Industry and Commerce Baa 50 100 00 EYF S training Reconciling the Petty Cash Account The Petty Cash Account is reconciled in a similar way to the method described above however the Unreconciled Transactions section will be hidden and all unreconciled transactions relating to the petty cash account will automatically be shown within the Transactions to be Reconciled section Reconcile Transactions Bank Account Petty Cash Select the required petty cash Petty Cash Petty Cash T S S Fina SA fom LMS Br account from the Bank e TOTS STA ee aans Account drop down list and StatementNo 8659 11 06 2013 STAFF PettyCash 2 50 6660 11 06 2013 Joumal 402247 415 enter a statement number to 6734 12 07 2013 STAFF PettyCash 5 00 TotalSelected 6737 12 07 2013 Joumal 402262 21325 reconcile the transactions to to Reconcile Highlight each transaction to RASE be reconciled and then click M the Reconcile
88. be several invoice numbers waiting to be assigned a cheque number for the selected supplier To reverse only those transactions relating to a gt Invoice Number si specific invoice number select the required a Boece invoice from the Invoice Number drop down list Gross Dei 156984 then click Reverse Cheque Reversal Ore vou sure You Wish to reverse only those transactions relating to invoice 21489965 totaling 69 977 The original vouchers and reversals will automatically be reconciled bo statement 2 as part of this process Click Yes to reverse the transactions relating to the selected invoice number as shown or No to cancel When Reverse is clicked if there are multiple invoice numbers for the selected supplier and no invoice has been selected from the drop down list the following message will appear There are multiple Invoice Numbers waiting to be assigned a cheque number For this supplier Click Mo iF vou wish to select an individual invoice Fron the drop down list to reverse Click Yes to reverse all outstanding invoices relating to this supplier Ves Mo Click Yes to reverse all transactions listed for the selected supplier or No to cancel the process to select a specific invoice to reverse If Yes is clicked the following message will appear Cheque Reversal ot re vou sure you wish to reverse all of the transactions listed For ESPO
89. be used If this button is clicked the following error message will appear Petty Cash E4 AN Petty Cash transactions can only be reversed by double clicking the required voucher below Click OK and then double click each voucher to be reversed individually as per the above instructions Reversing a Reconciled Transaction To reverse a reconciled transaction without having to first unreconcile the transaction use the Find screen The Find screen can be accessed via the Process tab Reports tab Bank Reconciliation screen Cheque Transaction screen or by pressing Ctrl and F on the keyboard Find Transaction C a posene a le B TAE 0405 2012 24950 55636 0035 _ 84 ao Blinds 111462 Attend eth an a check roller shutter blind i 307042012 235300 55637 0337284 5 563 4 86 ESPD 111505 SPOON TEA ECON RANGE PK12 0405 2012 42610 Section 8 Entering Transactions Page 26 of 32 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions After using the search criteria shown to find the required transaction double click it within the list to view the original transaction Save and Return to Menu Expenditure Transaction Creditors T voucher Humber S844 Reverse Transaction Transaction Date 15 May 12 Customer Supplier Borm oS Invoice Date i Ap Invoice Number i 3m0 Click the Reverse Gross C e Transaction button Mett 59
90. cancel the process and try again Once Yes is clicked the Transaction to Asset Conversion screen for the requested transaction will open as per the Import Asset Transactions above Complete the required details following the instructions given above then post the transaction to the Asset Register Section 20 Asset Register Page 23 of 49 Schools Finance v5 84 STAR Accounts Asset Register Asset Maintenance Safety Checks Individual Update Maintenance Safety Check details can be entered against a specific asset within its detailed record From the Assets tab double click the required asset Transactions Records Process Reports Options Debtors 4ssets Description AT k tU ee ne THALL speakers 001 7 H amp LL j Transactions Select the Maintenance tab and complete the record as required Depreciation Maintenance comments Total Maintenance 0 00 Mest Scheduled Maintenance 24 05 2701 4 Date Description Cost Performed by Passed al O Date Enter the date the maintenance was carried out This cannot be less than the purchase date of the asset Description Enter a brief but meaningful description of the work carried out on the asset for example Electrical Testing Cost Enter the cost of the maintenance This should be the cost attributable to the currently viewed asset If an invoice was received for multiple assets to be maintained checked this should be apportioned on a p
91. code you wish to use to enter it into the transaction Capital Code Select the required capital code from the drop down list If a new capital code is required double click the Capital list and create a new code following the instructions given in Section 3 On exit of the capital code screen the last viewed capital code will be added to the transaction Capital Codes can only be used in conjunction with subjective codes beginning with C Department Code Select the required department from the drop down list If a new department code is required double click the Department list and create a new code following the instructions given in Section 3 On exit of the department code screen the last viewed department code will be added to the transaction Section 8 Entering Transactions Page 2 of 32 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions Bank Account All transactions default to the LMS Bank Account i e the main school bank account If your transaction relates to Petty Cash or any other bank account please ensure that you change the bank account before submitting the transaction A This would not normally change From the default Click OK Future Year Payment See instructions on Page 14 regarding future year transactions Asset Register Place a tick in this box if you wish to flag the item as an item that needs to be added to your Asset Register see Sec
92. field Click the Print button to view the activity account on screen Section 3 Creating Codes Page 13 of 17 Schools Finance STAR ACCOUNTS User Guide Section 3 Creating Codes Sample Activities Account ACTIVITIES ACCOUNT Norfolk Infant School Details of Activity Class 7B Trip ta Zoo Date of Activity 25 02 2014 Income 10234 Heid Ateso 11700591 Income for Irvoice 315 30 00 10235 Janes Stanford 11005952 Income for Invoice Mum ber 316 30 00 10236 Judy Hicks 100592 Income for Iracice Mumber 317 30 00 10237 Kevin Blazey 11005952 Income for Invoice Mumber 318 Paid by Cheques 30 00 10238 Linda Knights 1100557 Income for Invoice Humber 319 30 00 10239 Lynden P edley 11005952 Income for Invoice Mumber 320 Paid by Cheques 30 00 10240 Mathew Adams 1100592 Income for Invoice Mumber 321 30 00 10241 Rodney Fryer 1100592 Income for Invoice Number 322 30 00 10242 Stephane Hans 1100592 Income for Invoice Mumber 323 30 00 102443 Steve Banyard 1100557 Income for Invoice Humber 324 Paid by Cheque 30 00 10244 Stuart Baldry 1100552 Income for Invoice Mumber 325 30 00 10245 Wendy Penn 1100592 Income for Invoice Mumber 326 30 00 Total 360 00 Expenditure 10246 Foo 123456 Tickats for Zoo Trip 266 67 10247 Foo 145629 Refreshments for 400 Trip 62 50 Total 329 17 Excess of Income over Expenditure 30 83 Excess of Income Refunded to parents 0 00 Excess of Income Transferred to Main Account 30 53
93. for each element of the Cash Advance using Norfolk County Council as the supplier Customer Supplier Norfolk County Council Paid In Date 19 Apr 13 Paying In Mo ILMS LM1301569 Enter the whole amount as Gross 29 500 00 4 Gross using VAT Rate T Nett O 29 500 00 vat Rate O ta i 0 00 vat O n Details i Budget Share April Invoice Mo Date Enter Coding Details Subjective fs 9a940 Budget Share Capital O Department 7 Bank Account LMS hi Section 9 Reimbursements and Advances Page 2of3 Schools Finance STAR ACCOUNTS User Guide Section 9 Reimbursements amp Advances Each element of the Cash Advance should be entered as above using the following subjective codes to ensure the correct Budget Line on the BCR is updated Subjective Code CFR Heading Budget Share 98940 101 sixth Form Funding 98950 102 SEN Funding 98980 103 Ethnic Minority Grant Funding 98960 104 Pupil Premium Grant 99010 105 Other Grant Funding 92530 107 Capital Advances When entering the EC Capital amp IT Funds you must use Subjective C8720 with the corresponding capital code e g ECAPFM Capital Formula Funding Payroll Reduction This should be entered using the income screen as above without the minus in the Gross field using Subjective code E9320 Section 9 Reimbursements and Advances Page 3 of 3 Schools Finance STAR ACCOUNTS User Guide Section 10 Cheque
94. installed within Star Accounts Additional facilities can be created as required the cost of which can be decided by the school To create a new facility select the Debtors tab from the Main Menu and select Facility Details Click Add New Record Add Mew Record Delete Record Enter the name of the facility Description Non Subsidised Rates School Specific Enter a Full price per hour for Full Price Concession Price each day optional Weekday Hourly Rate Saturday Hourly Rake Sunday Hourly Rate To enter a Concession i e discounted price click on the Concession Price tab and enter the default prices for each rate Please Note A default Non Subsidised Rate charge can be entered for all facilities including those pre installed within Star Accounts see below A Concession Price can be entered if the facility is charged at a discounted rate To view print a list of facility prices currently held Print List of Facility Prices within the Debtors system please select the required Mon 5ubsidised Full Price report within the Facility Details screen Non Subsidised Concession Section 18 Debtors Page 3 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Edit a Facility To edit the default charge for a facility select the required facility from the dropdown list and amend the hourly rates as required Facility Additional Class
95. invoice for these details IPotential YAT Issue x IF you are clearing the stated balance because it has been paid as an income transaction you must ensure the YAT has been apportioned correctly as staked on the invoice The Voucher Number of the income transaction should be included in the reason For clearing the balance lf a balance is being cleared because it has been entered into Star Accounts as an Income Transaction rather than being receipted through the invoice the same VAT details as the original invoice must have been used within the income transaction For example a 35 25 invoice with standard VAT must have been entered as an income transaction with 35 25 Gross and the A VAT Rate Enter a brief reason for clearing the Enter a reason For clearing this balance balance and Cl ick OK Click Cancel Cancel to stop the process m Please Note You must not claim subsidies for a session that was cancelled Section 18 Debtors Page 33 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Write Off Bad Debts Please Note This process should only be undertaken when all procedures to request payment of monies owed have been exhausted 1 2 Final reminders and legal action if necessary and permission has been received from the relevant authoriser to write off the outstanding commitment Please refer to the Bad Debt Policy documentation Appendix 1
96. mil Section 20 Asset Register Page 18 of 49 Schools Finance v5 84 STAR Accounts Asset Register Transaction Details The details shown at the top of the screen come directly from the transaction that was flagged as an asset Order Voucher Dated Supplier Hame Invoice Number Purchase Price Humber cova 1604 2013 RM EDUCATION PLO DES1 68672 535 20 1647 Details 1U6 342 OF SEVWINFMTDSKTPSRYVESCALALNGLLICSAPK Quantity Whooo AYSTUD Paid To Ril EDUCATION PLC The Details field within this section is the only field that can be amended to ensure that the asset is given a meaningful description Any changes made to the description will only be reflected in the Asset Register the original transaction will not be updated lf the transaction to be imported comes from an order the Quantity field should pick up the original number of items ordered if no quantity can be found this will default to 1 Please Note The quantity will only be picked up from orders processed for payment after the 5 60 Star Accounts upgrade was installed Additional Details Complete as many of the additional details shown as possible Any field that is highlighted in green must be completed before the transaction can be transferred to the Asset register Please enter additional information Mandatory fields shown in green Department 7 Seria Number StatfName ext Scheduled Maint sd Safety Inspection Po Depreciable Li
97. o 1235 NS Pipi Focused Ext sded School Firdig 0 0 0 0 0 0 0 o 0 0 0 0 0 0 o 16 Commit Focused School FirdigG aits 0 0 0 0 o 0 0 0 0 0 0 0 0 0 o NH Commet Focused School Faciittes hice 0 o 0 0 o 0 0 o 0 0 o 0 0 0 o Due to the size of this report it is very difficult to investigate the details on screen If you wish to investigate the figures contained within this report it is recommended that it is either printed or exported to Microsoft Excel Report Type Click to Exit Click to Print Click to Export to Excel Section 17 Reports Page 17 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Monthly Subjective Profile BCR From the Reports tab click the Monthly Profile Subj button This report provides a summary of all transactions and commitments for each subjective code held within Star Accounts for each month Monthly Subjective Profile as at May 2013 14 Subj Description Budget dpr May Jun Ju g2 890 Cluster Funding i i 98940 Budget Share 4r 09551 458 O78 i 104 Funds Delegated bythe LEG 4r 33631 458 028 0 0 55950 th Fom Funding 99020 16 19 Bursary Fund i lz Funding for sixth fon students 0 0 0 Se FO intemal Recharge SEM Cluster 98980 SEN Funding i i 03 SEN funding not for special schools 0 0 0 Report Type Click to Print Click to Exit Click to
98. o o eo oo 020 2 amp 8 amp eo op oP PP PP FP ls oo oo oo oo oc Oo amp oo oOo eo oO amp This report provides a summary of all expenditure income entered against each CFR category for each financial period From the Monthly CFR Profile BCR each Financial Period and Commitment figure can be further interrogated by double clicking the required figure If that figure is O no further screens will open Financial Period Double clicking the Financial Period field e g May will take the user to the Transaction Report see below filtered to the transactions relating to the CFR group that the figure related to e g E19 108 etc for that financial period Commitment Double clicking the Comms field will take the user to the Review Commitments screen see above filtered for any outstanding orders invoices relating to the CFR group that the figure related to e g E19 108 etc C Remove Commitments Remove Zero Lines Click Remove Commitments if you wish to ignore the commitment figures in the BCR they will be set to zero and the balance figure recalculated Click to view the Budget History Report see Section 6 Click to export the Capital BCR to Microsoft Excel Click to print the Capital BCR Click to Exit AACE Click Remove Zero Lines if you wish to ignore CFR Lines that have not been used during the current financial year i e the figure shown in the Budget Current
99. of cheques can be printed at any time by clicking the Cheque 799e Petals Details button within the Cheque Run screen Enter Range of Cheque Numbers hls First Cheque Number 104360 Last Cheque Number 104370 Enter the range of cheque numbers you would like the report to contain then click the printer icon This report provides a breakdown of all items paid on each cheque number including the voucher number invoice number date paid and supplier If the transaction has been reconciled a tick will be shown in the Reconciled box Cheque Payment Details Voucher Invoice Order Number Number Number Amount Details 3297 402065311 1 177 36 Mansite 18 1 08 to 222 08 Cheque No 104360 Date 07 03 2008 Total 1 177 36 ScottishPower Reconciled v To print this report if required select the Star Accounts dropdown then click Print To close this report select the Star Accounts dropdown then click Close Section 10 Cheque Printing BACS Payments Page 5 of 19 Schools Finance STAR ACCOUNTS User Guide Section 10 Cheque Printing BACS Payments About BACS Payments Process Tab Please Note This option is only available within the SQL version of Star Accounts To be able to use BACS Bank Automated Credit System to process payments to suppliers 1 The BACS feature needs to be activated within Star Accounts See Section 2 Page 11 2 Users need to have the correct p
100. of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Unreconciled Transactions Report From the Reports tab click Unreconciled Transactions Unreconciled Transactions List Mase ote LMS Reconciled Balance 33 913 56 Cheque Number Customer Name Cheque Inv Date Cheque Total 403760 Supplies Team 01 05 14 108 62 403281 ESPO 01 05 14 2 199 75 403282 Steward Safety Supplies Ltd 0105 14 46 80 403283 Custom Group Ltd 0105 14 652 38 403284 School Merit Stickers 0105 14 24 90 403285 Peters Furniture 0105 14 690 00 This report shows the total of the income and expenditure transactions held within Star Accounts that have not been reconciled see Section 13 This report should be monitored when processing the period end lf you are using the cheque Grand total Includes outstanding chegue run of E4333 printing facility this total will be the cumulative total of the transactions waiting to be processed i e the transactions that have yet to be assigned a cheque number Any unreconciled items appearing on this report that are older than 6 months old will have an asterisk next to the cheque total and the line will be highlighted in bold Unreconciled transactions that are over 6 months old should be investigated and written back into the accounts by reversing the transaction see Section 8 if required lf an unreconciled transaction does not have a cheque number i e it i
101. of 49 Schools Finance v5 84 STAR Accounts Asset Register Find Assets From the Assets tab click the Find Asset button Se Description fs Serial Number OoOo O Staff Name oO ficial 8 Quantity Supplier Make Mode Srial_Numberr 750 PCS Novatech Amazon Nikon D3100 independent Life Technologies Academia Ltd Novatech MISCO 749 Nikon D3100 Cameras x 3 748 Switch Adapted Portable Stereo 747 iPad air 746 I3 amp 15 745 Projector Within this screen select the required details relating to the asset from any of the drop down boxes shown For example to find a laptop select Computer Equipment from the Category drop down list The default sorting order for the asset list is by Asset Number in descending order i e the newest assets at the top of the list If you wish to change this select the required field in the Sort By drop down list oq Order Humber Please Note If an asset number is entered as the search criteria all other filters applied will be removed Remove Fitter Click Remove Filter to return to the full list of assets Click to export the filtered results to an Excel spreadsheet e Click to print a copy of the filtered results he Click to exit Section 20 Asset Register Page 42 of 49 Schools Finance STAR Accounts Asset Register Detailed Asset Report A report showing all information held within the Asset Register
102. one afely Checks Alexander Claire member of staff select their name from the Asset Category allison micheala drop down list Photo Archer Jo Section 20 Asset Register Page 14 of 49 Schools Finance v5 84 STAR Accounts Asset Register Location Select a Location from the drop down Location let Testing 001 HALL Asset Category 002 STORE 003 CORRIDOR Photo 006 ENTRANCE lf the required location does not exist double click within this list to open the Create Location screen and enter the required new location Safety Checks Select the type of SafetyChecks Electrical Safety Inspection safety check maintenance that the ssetCategory ctess Eauipment inspection AtCraft Machinery Inspection asset will be required to undertake from Drama Equipment Inspection Electrical Safety Inspection the drop down list Fire Equipment Inspection Fume Cupboards Inspection lf an asset will be required to have more than one safety check performed upon it the category chosen should be the most appropriate important safety check For example electrical items will be required to have PAT testing performed annually but may also fall under the Fire Equipment Inspection category in which case the Fire Equipment check should be selected Asset Category Select the most appropriate asset categary category that the asset falls under from the photo Art Equipment drop down list Audio Visual Aids Car
103. or included on a subsidy claim Part Paid Subsidy Claimed A This entry cannot be cancelled as it has been part paid A This entry cannot be cancelled as it has been included on a subsidy claim Cancel Invoice x 6 Are vou sure you want ko cancel this invoice Click Yes to cancel the invoice 5 or No to cancel Enter a reason for cancelling this invoice Cancel Enter a reason for cancelling the invoice and click OK View Cancelled Invoices To view a list of cancelled invoices click Show Cancelled Invoices This will open a separate list of invoices along with the reasons entered for the cancellation Show Cancelled Invoices James Stanford Entered in error Any cance led NVOICe can be 45 Norfolk Brownies Entered in error i 1 44 Mr Adams Entered in error viewed by double clicking it within 43 Norfolk Brownies Entered in error 42 Mr Stanford Entered in error th IS Ist n 41 Norfolk Scouts Entered in error 40 Mr Stanford Invoice Cancelled Wo Data To print a list of cancelled invoices click Print Cancelled Invoices Print Cancelled Invoices Norfolk Primary School 9998 CANCELLED INVOICES sorted by date cancelled Cancelled ie Date Customer Reason for Cancellation OLUR TI by Stuart 3 O1 Jure11 Mr Adams Entered in error 200R 1i by Stuart 13 20 Jure11 Sporty World Entered in error 2010611 by Stuart 12 20 Jum1i Sporty World Entered in error 2
104. received from a supplier where there are no outstanding Invoices and you are unlikely to use them again it is recommended that you contact the supplier and ask them to cancel the credit note and issue a refund cheque instead With Cheque Printing Switched On Follow the instructions as above for an expenditure transaction however enter the values as negative amounts This will allow you to use the correct subjective code to offset against the invoice You must click Yes to the Expenditure is normally a debit error message to input the transaction as a negative amount Section 8 Entering Transactions Page 16 of 32 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions Enter any further transactions for the supplier as normal When the cheque run is processed you simply need to ensure that the credit note is selected along with any further invoices and Star Accounts will calculate the cumulative total of any cheque to be written i e the credit note value will be deducted from the cheque total Please Note The credit note will only be able to be offset against future expenditure within the Cheque Run screen once the expenditure exceeds the credit note amount With Cheque Printing Switched Off If your school manually writes cheques a credit note should be entered as an order line with a negative value to ensure that the commitments shown on the BCR are accurate Description Credit Hote
105. reissuing an individual payment the option to amend the bank details will be given Amend Bank Details E Do you wish to change the Supplier bank details now Click Yes to open the Supplier edit form or No re No to cancel Please Note If the payment was rejected because the incorrect bank details are held these must be amended before the payment Is reassigned to a new batch Section 10 Cheque Printing BACS Payments Page 19 of 19 Schools Finance STAR ACCOUNTS User Guide Section 11 Entering Journals Entering Journals Transactions Tab Transactions Records Proce Budget From the Main Menu select the Transactions tab and click Journal Purchasing General Journals Bank Transfer Petty Cash Other Download Only M Enter a brief reason Exit without Saving Templates E i Description q or the journal e g Save and Exit coding correction Process Journal Running Total 0 00 This must be zero before processing Resubmit NCC NCC Journal Journal Request Subj Department Capital Staff Code Amount Bank A C Description E E alee Use the drop down box to select the Ae subjective code Repeat for the Department and Capital codes as required Once you have selected the required Subjective Department Capital and Staff Code if required you must enter the journal amounts The bank account must be left as LMS A description can be added for each line o
106. selling price and Vat Rate selected This cannot be manually amended Paying In Slip Enter the number of the paying in slip used to bank the income Subjective The subjective code to record the sale against will default to 93350 sales when the screen is opened Subjective This can be amended if required Department 93350 cales by selecting a different Income from services Provided subjective code from the drop 45060 Joint User Agreement Income 95070 Community Facility Income down list Department If the asset to be sold is assigned to a specific department this will be automatically to the Asset Sale screen when it is opened Department This can be amended if required by selecting a different department code oe SUPPLY from the drop down list Cancel Click Cancel at any point when entering the above details to cancel the sale and revert the original asset back to Active Section 20 Asset Register Page 32 of 49 Schools Finance STAR Accounts Asset Register Sales with 0 00 Price An asset whose ownership is being transferred to another person group without a cost to the new owners rather than being disposed should be entered as a sale with a price of 0 00 This ensures that the asset register accurately reflects what is happening with your assets when they are no longer held at the school F i Fror x If the Gross price is 0 00 the o income has been entered Fo
107. shown at Net Total 30 00 5 25 the bottom of the screen matches a expectations once all required lines have been entered Delete a Line To delete any lines from an invoice click the delete button to the right WA of the required line Are you sure you Wish to delete this line Click Yes to delete the line or No to cancel w Copy a Line To copy a previously entered line to a new line click the Copy Line button to the right of each line f Copying details to next available line Click OK to continue or Cancel to cancel the Cancel duplication Amend any of the data on the new by overtyping the existing re selecting the existing details This is useful if you are creating an invoice for multiple amounts dates with the same details e g for a regular music lesson Section 18 Debtors Page 15 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Save Invoice Ten eel F aoe Click to print the invoice Once printed individual lines cannot be Invoice Total 25 00 lt a edited but lines can be added and deleted Click to Exit and save the invoice once all details have been entered Save Invoice E x re vou sure all the details are correct before sawing this invoice Click Yes or No as Yes appropriate The current invoice can be closed without saving any of the details entered by clicking Exit without Saving
108. the default when creating customers to use within the Debtors facility see Section 18 lf a default department code is made inactive or deleted it will be removed from the suppliers record automatically see Section 3 Staff Members as Suppliers With Cheque Printing Switched OFF To negate the need to set up every staff member as a supplier it is recommended that a supplier called Staff is created and used for any transactions relating to reimbursing staff receiving income from staff The transaction details field can then be used to specify which staff member the transaction relates to However if you wish to report on individual members of staff receiving reimbursements providing income you would need to set up each staff member as a Supplier in their own right With Cheque Printing Switched ON If you are using the cheque printing facility to produce cheques for staff members you would need to set up each staff member required as a supplier rather than using a generic supplier name as the staff members name will need to appear on any cheques produced by the system Section 4 Suppliers Page 2 of 14 Schools Finance STAR ACCOUNTS User Guide Section 4 Suppliers Account Number DPN DPN s relate to ESPO Delivery Point Numbers Each school is supplied a unique DPN by ESPO This unique number must be entered into the supplier details for ESPO If you have a different DPN for different department codes y
109. the report to contain from the drop down lists then click the print button Assets from Orders The following transactions have been marked as assets within your ordes Please emeure these temne are ackled to your asset definitive list of all assets purchased through Star Accounts This list is based on paid orders and does not include any revers Voucher Order No Ho Order Date Supplier Description 11597 SED 00r Dames Office Supplies Office Desks 11555 S560 O30 2010 Dames Office Supplies Highback Office Chairs 11599 561 OB0F 2010 Anglia Air Conditioning Ltd Air Conditioning Unit 11600 561 0er 2010 Anglia Air Conditioning Ltd Air Conditioning Unit The report that opens will show all of the items flagged as assets within the specified periods This list should be used to check against your Asset Register to ensure that all assets are logged correctly This list is a guide only it is not a definitive list of assets purchased Section 17 Reports Page 35 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Miscellaneous Reports Reconciled Transactions Report A report showing details of reconciled transactions can be produced from within the bank reconciliation screen See Section 13 Outstanding Orders Report From within the Orders screen click Outstanding Orders Report This will generate a list of all outstanding orders for all suppliers as below LIST OF OUTSTANDING ORDERS hs Select
110. to the Review Commitments screen see above filtered to any outstanding orders invoices relating to the CFR Group that the figure relates to Remove Commitments Remove Zero Lines Profiled Click Remove Commitments if you wish to ignore the commitment figures in the BCR they will be set to zero and the balance figure recalculated Section 17 Reports Page 9 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Click Remove Zero Lines if you wish to ignore Subjective Lines that have not been used during the current financial year i e the figure shown in the Budget Current Month To Date and Commitment fields are all Zero Click Profiled if you wish to view the Summary BCR according to your schools defined profiles see Section 6 This option will not appear if the Budget Profiling feature has not been activated Click to view the Budget History Report see Section 6 Click to export the Detailed BCR to Microsoft Excel Click to print the Detailed BCR Click to Exit AOLE Capital BCR From the Reports tab click the Capital BCR button Capital BCR Remove Commitments a nt Capital Subj Description Budget December To Date Commitment Balance Cer2o Grant Income to Schools 0 0 00 12 500 00 0 00 12 500 00 T2560 Building Fabric 0 11 607 50 11 607 50 0 00 11 607 50 C2760 Environmental Control Systems amp Components 0 0 00 692 50 0 00 592 5
111. to an asset within the Star Accounts Asset Register the supplier will be amended to state Norfolk County Council When deleted from this screen no warning messages will be displayed stating which suppliers have been amended Inactivate a Supplier Suppliers can also be inactivated within this screen by double clicking the required supplier veal Double click the pela y supplier again to Adams Cleaning Contractors Pe g View Transactions for a Specific Supplier Highlight a supplier by clicking it once in the suppliers list and then click Transaction Report A Medler Y 4 Robinson Y 4dd Mew Supplier Active Learning Resources Ltd Y Adams Cleaning Contractors Pa NE pote Import View Catalogue Allens Music Centre y Amy Paul Transaction Report 4nglia Locksmiths and Safe Engineers Anglian Water Anytown Bookstore Articles of Faith ASTO early years and primary Avery Weih Tronis 2451 GENRL1 Supplier Search Export to Excel This will open a report containing all transactions processed for the selected supplier during the current financial year a oo oo oo This total relates to all reconciled and Click to Click to unreconciled transactions Print Exit Transactions Per Supplier Pan Bor by invoice No g el Total for Supplier is 24 366 24 Sort by Order No Sort by Cheque No Gross Cheque Cheque Statement Invoice Ho Order No Net Amount Vat Amount Number Date Reconciled Ho Per
112. to highlight all department codes shown for elect All deletion Section 3 Creating Codes Page 6 of 17 Schools Finance STAR ACCOUNTS User Guide Section 3 Creating Codes Department Reporting Departmental Lists Print Dept List This report provides a list of all department codes currently held in Star Accounts Summarised at group level along with contact details and whether the department has been selected to print Departmental Details Selected Department Code Description Contact DPH forPrint Active Group BTH o Eom ves No BTH 13 Eth Form 13 Knights Linda Mo Yes ART ART smith victoria Mo Wes Print Contacts This report provides a list of all department codes currently held in Star Accounts as above summarised by the assigned contact Departmental Details by Contact Selected Department Code Description DPH for Print Active Contact Unassigned TESTING 1 Mo Yes Contact chia Pa MFL Modem Foreign Languages Mo YES FE Physical E ducation Mo Wes PSHE Personal Social Health Education No Wes Export Dept List To export the current list of Department Codes into Microsoft Excel to be manually imported in to DPN the Budget Planner Software click the _ gt E Print Activites Export button Browse For Folder 24x Select the Folder to save to Highlight the location you wish to export the list to and then click OK Desktop My Documents 4 My Computer
113. 0 8 102 Funding for sixth form students 0 0 0 0 0 0 9 98980 SEN Funding 32 785 32 785 0 0 0 0 10 103 SEN funding not for special schools 32 785 32 785 0 0 0 0 11 98960 Ethnic Minority Funding 0 0 0 0 0 0 12 104 Funding for ethnic minority pupils 0 0 0 0 0 0 13 98970 Standards Fund Funding 0 0 0 0 0 0 4 199010 Pupil Premium Grant 4 800 6 000 0 0 0 0 105 Pupil Premium 4 800 6 000 0 0 0 0 This file is password protected meaning data can only be entered into the outlined cells shown in the Jan Feb or Mar columns if they are shown If you require further details regarding what this file is and what it is used for please contact your Finance Support Officer Section 17 Reports Page 19 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Departmental BCR SQL and NON SQL Users From the Reports tab click either Summary Dept or Detailed Dept button the Summary Dept Detailed Dept Summary Department BCR Department BCR for May 2014 15 Dept Budget May To Date Commitment Balance LIBRARY HELPS donation for library refurbishmert Totals 9 617 100 00 155 00 30 00 9 49 00 OFFICE Misc Office Expenditure Totals 650 0 00 0 00 0 00 650 00 PUPIL PREMIUM Pupil Premun Warmington Mr David Totals r5 04 0 00 0 00 0 00 r5 024 00 SPORTS Sports Hall Refurbishment Totals 0 0 00 0 00 0 00 0 00 Total for Ungrouped Depts 64 757 100 00 158 00 30 00
114. 0 ECAPEN Sustainability 0 11 607 50 0 00 0 00 0 00 C3200 ICT Hardware Oo 0 00 0 00 2 990 00 2 990 00 ECAPFE Furniture and Equipment in Sch SRB 0 0 00 0 00 2 990 00 2 990 00 Cor 20 Grant Income to Schools Oo 0 00 21 100 00 0 00 21 100 00 C2450 Construction Building York 0 0 00 0 00 0 00 0 00 C5400 Capital Overspend Brought Forward 0 0 00 712 00 0 00 712 00 ECAPFM Devolved Formula Capital 0 0 00 20 383 00 0 00 20 388 00 The Detailed BCR provides a breakdown of income and expenditure at Subjective Code and CFR level From the Capital BCR the Budget Current Month e g December To Date and Commitment figures can be further interrogated by double clicking the required figure If that figure is O no further screens will open Budget December To Date Commitment T 0 00 12 500 00 0 00 T 11 607 50 11 607 50 0 00 T 0 00 292 50 0 00 0 11 607 50 0 00 0 00 Section 17 Reports Page 10 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Budget Double clicking the Budget field will take the user to the Budget History Report see Section 6 showing the budget amendments made against the current Capital Code Current Month Double clicking the WHITE Current Month field against a specific Subjective Code will take the user to the Transaction Report see below filtered to the transactions relating to the Subjective Code and Capital Code in the current financial pe
115. 0 00 Bucket 1 9335 55 0 00 Diff 122 05 0 00 Section 5 Staff Details Page 7 of 11 Schools Finance Star Accounts User Guide Section 5 Staff Details Staff Monitoring Report From the Staff screen click Staff Monitoring pel Beene Norfolk Primary School 9998 Staff Monitoring Sheet Period 6 E04 Premises Staff Ho download has been completed for the current penod therdore the budget has been used as at Period 05 Staff Code Staff Name FTE Buxiget Actual Variance w Vanance 0123440 Butcher John tsi 7 851 60 7 768 39 O 1 06 E 1195 Caretakers ET a0 El 1296 Premises Staff O T 30 02 EM 1200 Cleaners 1 314 52 0143530 Reeve Frances 0 27 4 542 24 M322A OOOO O ER5A3 A395 EM 1200 Cleaners 1 314 52 Ett 1296 Premises Staff O T 12 59 This report allows a comparison between actual payroll costs downloaded to the school against the staffing forecast held within the budget planner Please Note For this comparison to take place the current year staffing forecasts teaching and support held within the budget planner must be exported imported into Star Accounts please refer to the Budget Planner User Guide for details on this process Individual Records 0149534 Reeve Frances 0 27 1 542 24 1 327 11 215 13 13 95 E0 1200 Cleaners G 1 314 52 E0 1296 Premises Statt OT 12 59 A Staff Code This is the staff code to which the budget has been assigned within the budget pla
116. 00 0 00 2 003 00 Departmert Total 75 024 0 00 0 00 0 00 75 024 00 Section 17 Reports Page 20 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Dept Type S Click to export the BCR to Beale Microsoft Excel The C Remove Commitments exported BCR will match eso tint C Page Per Group the one you are viewing the BCR Summary or Detailed 5 Click to view the Budget ius Click to Exit History Report nee Page per Group Page per Dept onndogdonr oecsdernddoacdeaccogseeseedsr When viewing printing the Departmental BCR it oer cee eee may be useful to add a page break between each group when viewing the Summary Department BCR or a page break between each department code when viewing the Detailed Department BCR Click the Page Per Group Page Per Dept option on screen to add the required page break This may prove useful when printing Departmental BCRs for department heads etc Monthly Profile Department BCR From the Reports tab click the Monthly Profile Dept button This report provides a summary of all expenditure income against each department code for each month Monthly Department Report as at May 2013 14 Budget April May June Juy ART Art 0 0 00 0 00 0 00 ooo COT Technolog y 0 56 87 0 00 0 00 ooo CHILO Child care 0 0 00 0 00 0 00 ooo DADOYCO PSA Dads Club i 40 00 0 00 0 00 ooo DR Abia Drama i 412 66 0 00 0 00 ooo EAL English as
117. 010611 by Stuart i4 20 Jum1i Sporty World Entered in error Section 18 Debtors Page 22 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Print an Invoice Invoices can be printed directly from within any individual invoice by clicking the on screen printer icon see above Alternatively Invoices can be printed from the Edit Print Invoices screen by highlighting the invoice required and clicking the Print Invoice Print Invoice button Total OVS Yr Printer Please Note Payments cannot be registered against invoices that have not been flagged as printed Unprinted invoices are shown with N in the Printed column 13 00 C N a 10 00 C Y Multiple invoices can be printed in a batch by highlighting as many invoices as required within the list To automatically highlight all al unprinted invoices click the Unprinted button lf multiple invoices have been selected to print click the De Select button once the printing is complete to remove their highlight Print Invoice ES Please Note Once an invoice is printed individual invoice lines cannot be amended Corrections can only be made by cancelling the original line and adding a new line Are vou sure all the details are correct before printing the selected invoices Click Yes to print the invoice s or No to cancel Please Note If a new line is added to a previously printed inv
118. 02 2011 11 59 08 Send Backup 9998 Main 16022014 144012 Stuart mdb 16 02 2011 11 40 12 9998 Main 07022011 154756 Stuart mdb 07 02 2011 15 47 56 9998 Main 07022011 154621 Stuart mdb 07 02 2011 15 46 22 Full Backup to Device To Delete a backup double click the filename from the list above This screen shows all backups found in the backup folder which relate to the current datafile i e Main SchoolFund ChildrensCentre etc both System and User generated backups These are sorted in descending order by date and time i e the most recent backup will appear at the top of the list One Off Permanent Backup A backup of the entire Star Accounts folder can be Full Backua ta Device created from within the Backup Review Screen by H clicking Full Backup to Device This process should be used to make permanent back ups to removable Storage devices e g zip disks memory sticks etc This process cannot be used to create a backup on CD DVD Continue This process will create a copy of the entire Star Folder to the location chosen This may take several minutes to complete re vou sure you wish bo continue Yes Alo Click Yes to continue or No to cancel Section 16 Back Up Routine Page 2 of 13 Schools Finance STAR ACCOUNTS User guide Section 16 Back up Routine Browse For Folder Bd fed Select the folder to save to Desktop B My Documents 4 My Computer Se Local Disk C
119. 0666 New Cheque Number p Re issue Cheque Manually enter the new cheque number required If cheque printing is switched on this should automatically be the next cheque number to be used Overtype the number with the required cheque number if the one shown is incorrect Once the details are correct click Re Issue Cheque Re Issue Cheques Ed x This will reverse the original vouchers and create new transactions with the reissued cheque number You have selected the cheque 300666 Are you sure you wish bo continue Click Yes to continue or No to cancel A remittance slip will then be printed that shows both the original cheque number and the reissued number You should then write a new cheque to match the new number shown on the remittance if cheque printing is switched off Has the cheque printed correctly Click Yes to complete the Click Yes ko update the Cheque Number or Ma to cancel ae Section 10 Cheque Printing BACS Payments Page 4 of 19 process or No to cancel Schools Finance STAR ACCOUNTS User Guide Section 10 Cheque Printing BACS Payments Cheque Payment Details Report The Cheque Payment Details report as detailed below can be set to automatically open at the end of the cheque run process If you would like this report to open automatically ensure that School Details screen is ticked see Section 2 The Cheque Payment Details report for any range
120. 1 598 66 Please Note When processing the cheque run a confirmation message of the next cheque number will appear Cheque Number E The next chegue number is 0142689 Is this correct Yes Mo Click Yes if the cheque number is correct or No to cancel the process If the cheque number is incorrect you must overtype the cheque number shown in the Next Cheque Number field Cheque Run Options You can either 1 Click Print Cheque List This will print a report showing which transactions to assign to each cheque You must then ensure that the cheques that are written match this report This is useful if your school does not use pre printed cheque stationery and does not require a remittance slip for each cheque written Click Yes to update Have the cheques printed correctly the transactions with Click Yes to update the Cheque Numbers or Mo bo Cancel the cheque numbers lf the cheques did not print correctly click No this will allow you to reprint the cheques Section 10 Cheque Printing BACS Payments Page 2 of 19 Schools Finance STAR ACCOUNTS User Guide Section 10 Cheque Printing BACS Payments 2 Click Print Cheque with Remittance Advice This will print a one page remittance for each supplier in the format selected within the school details screen see section 2 i e your pre printed cheque stationery format If your school does not use pre pr
121. 11 Schools Finance STAR ACCOUNTS User Guide Section 2 Getting Started The following options are available in the SQL version only and will appear if the relevant option has been activated within Star Accounts BACS CREATOR Place a tick in this option if you require the user to be able to create BACS payment batches This option only needs to be ticked if the user is required to batch payments for processing users with Level 3 access and above will Still be able to process payments to suppliers BACS AUTHORISER This option should be selected to give a user the ability to authorise a BACS batch fro payment Users cannot be a BACS Authoriser if they are a BACS Creator ASSET REGISTER Place a tick in this option if you require the user to access the Star Accounts Asset Register see Section 20 of the User Guide Creating Additional Users Within the User Access Rights screen click Add User ID H Create New User x Neue Userin oo Enter the required User ID for the new user Set Permissions Additional Options User IDs must be no longer than 10 j characters in length and must not contain Admin l Payrall a Data Entry D BACS Create a SPACES Orderi C eC as he A same Select the required access rights to be assigned a p See to the user by placing a tick in the relevant D i us boxes See above for access level details When creating new users their password will be set as their User ID The fi
122. 1st March bo County Hall FAD Finance Support Click OK When completing the 31 March bank reconciliation i e after clicking Yes to the agreement message above Star Accounts will create an electronic file that must be sent to Schools Finance by the date specified in the YearEnd User Guide The file created will be called your location Recon year xls e g 9999 Recon 20XX xIs Section 15 Period and Year End Page 17 of 22 Schools Finance STAR ACCOUNTS User Guide Section 15 Period and Year End During the 31 March Bank Reconciliation process Star Accounts will attempt to send this file via email and also copy the file to the location specified within the Outputs Path of the School Details Screen Please refer to the instructions above regarding Upload Files if there are any issues with this process Automatic Subjective Code Update Star Accounts B e Close Print Click the Star Accounts dropdown in the toolbar come down to help and then click Subjective Code Update Within Access 2007 and 2010 select Subjective Codes from the Upgrades dropdown list Print Preview Lo f Login as a different user On Select Datafile a Email Report Excel Export Audit Reports gt Exit Star Email Current Datafile Exit Backup to Device E user guide Remote Support Upgrade STAR F About Star Accounts Subjective Code Update Web Site
123. 20 Jun 13 0 00 Reason For Disposal Glass broken replacement part no longer manufactured Replacement Report All assets entered into the Asset Register will be assigned a replacement date based on the Purchase Date and Depreciable Life of the asset Location 001 HALL Replacement D etails Asset Description Supplier Make Model Seria Number Qty Dae Each Total Status 18 PHOTOCOPIER TOB KONICA MINOLTA BIZHUB C280 ADE D022010003 4 05 Sep 12 0 00 0 00 Active Location 016 OLD LIBRARY Replacement Details Asset Description Supplier Make Model Serial Number Qty Dae Each Total Status 195 COMPUTER TOB DELL DIMENSION 4600 11585301J 4 05 Sep 12 412 02 412 02 Artive 198 COMPUTER TB DELL DIMENSION 3000 5YDFMJ 1 05Sep12 41202 412 02 Adive This report will show all assets due for replacement within the next 9 months 270 days and those where the Replacement Date has been exceeded highlighted in red within the report Section 20 Asset Register Page 48 of 49 Schools Finance v5 84 STAR Accounts Asset Register Safety Report To view a report listing all assets assigned to a specific safety check maintenance category click the Safety Report button Asset Safety Checks Report Norfolk High School 2444 Category PE Indoor Inspection Next Scheduled Location Asset Description Make Model Seial Number Maintenance 001 HALL 48 TRESTLE GYM TIME 1140HT YELLOWRED 05 Nov 14 ONHAL 49 TRESTLE GYMTIME S
124. 3606 Ashfords Grounds Maintenance 72 00 v VN Date Supplier Name Cheque No Gross Reconciled Unreconcile Account Details Ji Reconciled pin Transactions Reconciled Cheque Details Balance at Bank 66 047 56 Unreconciled Total 4 764 89 Please Note The Find button is a very useful tool if for searching for transactions See Section 8 Searching for Transactions for instructions Section 13 Bank Reconciliations Page 1 of 11 Schools Finance STAR ACCOUNTS User Guide Section 13 Bank Reconciliations Reconcile Transactions Select the bank account Unreconciled transactions are q to be reconciled grouped by cheque number Reconcile ransactions ca Bank Account LMS etty Cas ee ae epee E Cheque Number S S Fra ee esis peer a ae al i EE paa upplier Name Gross Cheque No SupplierName 500124 Argos 25 00 Statement No 500125 Go Outdoors 70 00 4 503590 Brainwaves 12 00 Enter the number of the bank Smem Cable and Wireless E31 50 H 503592 Staff 44 95 to Reconcile 503594 Staff 15 60 503596 BQ 81 61 503597 Ashfords Grounds Maintenance 463 58 503598 TTS Group 83 67 503599 Nes Amald 37 50 503601 Staff 20 00 R il 503602 Royal Mail 160 00 econcile 503603 BQ 10 14 503604 Pupil Asset 108 00 J 503605 TTS Group 368 72 503606 Ashfords Grounds Maintenance 72 00 v WN Date SupplierName Cheque No Gross Reconciled Balance 0 Balance at Ba
125. 4 of the Finance Procedures Manual for guidance on relevant authorisers lf permission is given to write off a bad debt highlight the relevant invoice within the outstanding invoice list then click Write Off Balance Please Note This process clears all of the outstanding Balance it does not give the option to part clear a balance WASTE UEC Click the Write Off Customer Spin M Wheel rear Balance button Invoice Mo 306 Balance Invoice Total 100 00 Balance 50 00 lf the invoice relates to a subsidised letting any outstanding subsidy can still be claimed even though the invoice has not been paid as long as the actual hire took place If any subsidy claims remain where the actual hire never took place these should be cleared as per the instructions given in this user guide Clear Balance Ea Click Yes to continue or No to cancel e Gre vou sure You wish to write off the remaining balance of 50 00 From this invoice Write off Balance Enter 4 reason For the write ofF if Yes is clicked enter a brief Cancel reason for the outstanding commitment being written off OO then click OK Section 18 Debtors Page 34 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Write Offs over 500 Any debtor to be written off for over 500 in value must be agreed by the Director of Schools Finance Please contact your Finance Support Officer fo
126. 40HT O YELLOWRED o5Nov44 ooma 50 TRESTLE GYMTIME S200HT O YELLOWRED o5Nov44 OHAL St AGILITYPOLE 0 O OYMTIME 4800 O YELOwN titi oHa 52 PEGLADDER GYMTIME 100 st lt i LOW ti SSS ONsHAL 53 AGILITYLADDER 0 O GYMTIME 48001 O YELOwN titi oHa 54 BALANCE BENCH NEILSLARSEN 2400 WOOD 0 A Next Scheduled Maintenance dates highlighted in red within report indicate overdue safety maintenance checks Please Note This report is split between each safety check category assigned with a page break between each category If an asset was created without a safety check category which is not a mandatory field these assets will be shown within the first pages of this report against the category NO SAFETY CHECK CATEGORY ASSIGNED as below Therefore you may need to scroll through several pages before reaching the first actual safety check Asset Safety Checks Report Category NO SAFETY CHECK CATEGORY ASSIGNED Location Asset Description To view this report for a specific safety check click the Specific Safety Check button and then select the required category from the drop down list Specific Safety Check Access Equipment Inspection Articratt Machinery Inspection Drama Equipment Inspection Section 20 Asset Register Page 49 of 49
127. 5 Period and Year End Page 12 of 22 Schools Finance STAR ACCOUNTS User Guide Section 15 Period and Year End Generating Year End Debtors Please Note This process can only be completed once your accounts are in Period 12 You must enter Creditors Debtors for any goods services that will be received prior to the 31 March but won t be paid by that date Further guidance regarding what transactions to enter as Creditors Debtors is detailed in the Year End User Guide Appendix Debtors can be generated automatically within Star Accounts as follows From the Debtors tab click Generate Year end Debtors This will generate a list of all outstanding lettings invoice commitments held within Star Accounts Highlight all the lines to be included in the Debtors list Select Highlight the invoices to be included in the Debtors List Excludes Subsidy Amounts 579 27 Mar 13 0 50 Stibbard School Fund 596 12 Jul 13 4 00 Samuel Randell 502 12 Jul 13 54 00 Jay Weston anwenk 904 12 Jul 13 55 55 Maya Stagg Invoices to 906 12 Jul 13 8 85 Emily Rivet Debtors g07 12 Jul 13 166 75 Lienne Galeniece Click here to highlight all outstanding commitments within the list Please Note This list does not include outstanding subsidy claims as these should be included on your final download Convert Click Convert Invoices to Debtors once you are satisfied that grants all relevant transactions have
128. 50 00 10245 1l3 4ug l12 None JRNL C Jefern 95470 Journal 1 l 50 00 0 00 50 00 10245 1l3 4ug l2 None JRNL J Hicks 95470 Journal 1 l 50 00 0 00 50 00 10247 13 Ang 12 None JRNL P Harker 95470 Journal l l 50 00 20 00 50 00 10248 13 Aug 12 None JENL D Warmington 95470 Journal 1 l 50 00 0 00 50 00 10249 1l3 ug l2 None JRNL 4 Randall 95470 Journal 1 l 50 00 0 00 50 00 Grand Total 1 000 00 0 00 1 000 00 Section 11 Entering Journals Page 14 of 29 Schools Finance STAR ACCOUNTS User Guide Section 11 Entering Journals NCC Internal Journal Request NON SQL schools within Norfolk are not permitted to invoice other schools for services provided such as the provision of school meals to a school which does not have a kitchen These requests should be submitted electronically through Star Accounts from within the journal ier wee Lt i equest screen by clicking NCC Journal Request Note Each time the NCC Journal Request is clicked any previously created requests that have not been posted will be deleted A Microsoft Excel Spreadsheet will be created called XXXX NCC_Jrnl YYYY_ xls where XXXX is your schools location code YYYY is the current financial year and is a randomly generated unique reference for the journal between 1 and 1 000 000 The spreadsheet will open on screen once it has been created A B fe D B E i F INCC INTERNAL CHARGE
129. 523 manually type in the server Restore mhs finance 0852 name then click the Exit greysry 0988 button l l serx0l 1012 mps sr O01 1115 The user should then be able to log into Star Accounts lf the Server Problem error message appears again please ensure that A The server is switched on B The user has Full Read Write permissions to all folders within the Star folder held on the server lf the user still cannot log into the system after taking the above steps please contact Accounting Software Support on 01603 222550 for further assistance Section 19 SQL Users Page 1 of 7 Schools Finance STAR ACCOUNTS User Guide Section 19 SQL Users Creating Shortcuts for Additional Users lf you wish to create shortcuts for additional Star Accounts users you must ensure that the additional user has full read write access to the Star folder located on the server before proceeding Open the Star Backup folder on your server Copy the Star Accounts mdb file and paste it GO SQL Upgrade exe onto the desktop of the new users computer lak Star Accounts mdb Alternatively copy the Star Accounts mdb file from an existing users computer and paste it onto Upgrade Message txt the desktop of the new users computer Once the file has been copied to the desktop of the new users machine double click the file Star Accounts mdb When logging in for the first time after creat
130. 5_FTE xls FLEX Bal SIS_NT xls Inno Setup 5 fl 515_SRAW xls S KEYS Bal S15_T xls E Mailmerge El 515Rec xls J Sickness Insurance E SRW xls StarImprest Bal Suppliers xls a 2013 14 F56 Contracts xls Bal WEBADI xls 45set_Template xls My Recent Documents Deskho p My Documents My Computer k File name Asset Template xl be Meas Files of type LS Files Z Cancel Fi Ces Open as read only 2 Browse in the Asset_Template xls file and then either double click it or highlight it with a single click and then click Open Star Accounts will then import the template Complete E4 Template Imported Click OK Section 20 Asset Register Page 12 of 49 Schools Finance v5 84 STAR Accounts Asset Register Manually Creating an Asset To manually create a new asset click the New Asset button New Asset within the Assets tab Supplier Status Active Purchase Date ReplacementDate O45 06 2019 Department Description Staff Name Location Make Safety Checks Wiodel Asset Category Serial Mo Photo Order Mo Quantity Click the Cancel button at any point to cancel the creation of the Galles asset hl Click the Exit key to save the asset to the register Once the exit key is clicked Star Accounts will validate the date entered As a minimum the asset record will require a Supplier Purchase Date and Price
131. 7 Reports H 6 Efs on Edu chiVvolt 5 H 2 Public on Edu chySys 2 Page 38 of 39 Control Panel E Mobile Device HAE Mu Mebainrk Places Le conei Schools Finance STAR ACCOUNTS User Guide Section 17 Reports lf the report is exported to Excel you will be required to browse in a location for the report to be saved to Highlight the required folder and click OK The report will be saved as XXXX Summary Detailed Monthly Monitoring Period XX 20XX xls where XXXX is your Location Code and the financial period and year relate to the current period for example 9999 Detailed Monthly Monitoring Period 09 2014 xls Once the report has been exported it will open on screen in Microsoft Excel You will then be able to type any comments into the report EJ Microsoft Excel 2444 Monthly Monitoring Period 07 7014 xIs File Edit Wiew Insert Format Tools Data Window Help Na We eB SiagRiF GB amp am FI A 4 Fd fila 100 Arial 939 B ZU Z Sf y t E E ee eA H34 fe ae E E ees MONTHLY MONITORING REPORT FOR May 2013 14 Norfolk High School 2444 Expected Spend to date 4 Group Description 16 67 Budget ToDate Difference Spent 5 104 Funds Delegated by the LEA 4799 6851 458 028 4 341 623 9 54 Funding for sixth form students j 0 gt H SEN funding inot for special schools 0 j i gt H Funding for ethnic minority pupils 0 0 0 P Pupil
132. 9 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Click Remove Zero Lines if you wish to ignore Subjective Lines that have not been used during the current financial year i e the figure shown in the Budget Current Month To Date and Commitment fields are all Zero Click to view the Budget History Report see Section 6 Click to export the Capital BCR to Microsoft Excel Click to print the Capital BCR Click to Exit z le 2 Year End Projection When exporting the Monthly Profile Subj into Excel during Periods 10 11 or 12 the option to turn the output file into a year end projection will be given Year End Ed Do you wish bo turn the Excel File into the YearEnd Projection Template mes No Click Yes lf the profile being viewed on screen includes commitments the following message will appear Commitments Commitments are currently included in the profile therefore they will be included in the output IF you do nok require commitments in the Template click the Remove Commitments option and output the File again Commitments should only be removed if Creditors Debtors have been completed as part of the YearEnd process lf the profile being viewed on screen does not include commitments the following message will appear Commitments Commitments are currently removed From the profile therefore they will not be included in the output IF you require comm
133. A 102 Funding For sixth Form students 103 SEN Funding not for special schools This report provides a detailed breakdown of any transactions for the current period and any commitments held within Star Accounts for all subjective codes within the selected CFR category CFR Group Transactions Norfolk High School 2444 May 201314 CFR Description Budget May To Date Commitment Balance E19 Learning Resources not ICT 269 535 00 125 00 19 557 94 4 751 99 245 225 07 Transactions Cheque Order PayingIn V No Dae Customer Invoice No Details Gross Vat Nett Subj Capita Inv No Slip Number Creditors 61361 27 06 2013 Stuart Baldry GHFD 456123789 Variousltems 150 00 25 00 125 00 40850 Commitments Order Catalogue Outstanding Inv No Customer Supplier Number Description No Price Vat Total Recd Paid Subj Capita Commitment 1580 PEARSON EDUCATION LTD 0 post and packing 1 3 50 0 00 3 50 0 0 40850 3 50 1560 PEARSON EDUCATION LTD 0 9781 446905814 edexcel GSCE geography 15 21 15 0 00 317 25 0 0 40850 317 25 specification B studert book 1601 Oxford University Press 0 9780198392217 gsce geography edexcel B 3 25 50 0 00 76 50 0 0 40850 76 50 student book second edition Section 17 Reports Page 22 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Specific Subjective Code Report From the Reports tab click Specific Subj then select the category required from the drop dow
134. Asset Register Please Note lf an order line has Subjective 40850 tt Education Equipment amp Materials been part paid the Order Details cit pf x Department SCIENCE v Science screen will open however NO Bank Account LMS zf User ID DKNIGHTS amendments will be able to be Retun to Main Order entered To make amendments to part paid order lines the outstanding commitment should be removed and a new line entered for the amended items Section 7 Purchase Orders Page 22 of 29 Schools Finance STAR ACCOUNTS User Guide Section 7 Purchase Orders Click Add a New Line to enter an additional line to the dd a Mew Line na order for example to register a postage charge not originally entered This will open the Order Details screen which should be completed as described above eae To remove an order line highlight the order line required and then click the Delete Line button A line can only be deleted if it has not been marked as received or part paid Are vou sure you wish to delete this order line Click Yes to remove the line or No to cancel Remove Outstanding Commitment If an order line is part received or part paid no changes to the details entered will be allowed If an invoice for the remainder of the items is received which differs from the original entry the outstanding commitment for the order line should be cleared and a new line
135. Balance Devolved Formula Capital Mo Description Given To add a new capital code click Add Record Capital Code Description Capital Code Enter the Capital Code record Capital codes must begin with the letters ECAP and be 6 characters long e g ECAPFM This is the code that will appear in each Capital Code drop down list throughout Star Accounts Description A longer more meaningful description of the project the Capital Code relates to should be entered Capital Transactions A summary of transactions relating to the current capital code will be shown on screen Transactions Supplier W N Invoice Date Invoice No Met Details Subj Order No Order Dat ib Norfolk County C 10106 13 May 13 Download 2 000 00 balance Btwd Double click the Voucher Number V N of any transaction to view its full details Section 3 Creating Codes Page 15 of 17 Schools Finance STAR ACCOUNTS User Guide Section 3 Creating Codes Capital Commitments A summary of the commitments held within Star Accounts for the current capital code Orders only will also be shown on within this screen Commitments Supplier Name Catalogue Id O Frank Davey 1386 2 test C2560 13 00 ECAPDC E Barclaycard Commercia 1390 0 test C2560 24 00 ECAPDC E Barclaycard Commercia 1390 5 test C2560 13 00 ECAPDC Double click the Order Number Order No of any commitment to view the original order or in
136. CA1245697 Enter a new order for the supplier that the credit note relates to completing the relevant details as per a normal order see section 7 Luantity l s l However the price within the order line must Vat Cat T 000 be entered as a negative amount Vat 0 00 Total 150 00 Please Note If the credit note relates to a supplier that has a catalogue within Star Accounts for example ESPO you must enter the catalogue ID of the item the credit note relates to The pre populated price can then be altered to a negative amount This will leave a negative outstanding order for the selected supplier within your orders list Any future orders for the supplier providing the credit note should then be added to this negative order to offset future expenditure double click the order to open it then click Add a Line to enter the new order details 12 May 10 210 00 Once the order total becomes a positive amount the order can be paid in the usual manner see Section 7 Section 8 Entering Transactions Page 17 of 32 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions Entering Direct Debits Payments can be made to a number of suppliers via direct debits for example TXU Energy BT and ESPO all offer this facility If you wish to set up any direct debits please contact the company concerned for a mandate form Suppliers will send invoices on a monthly basis or a
137. Coding Details FE H Enter Coding Details FE Fut Subjective 74520 7 Payments to Other Schools Subjective 99000 7 Payments From other schools Resubmitting an NCC Journal Request lf an NCC Journal request is not received at County Hall for any reason or you are required to resubmit a previously created request oer click the Resubmit NCC Journal button within the Journal ates screen Resubmit Journal EJ Enter the journal reference Please enter the number of the journal you wish bo resubmit of the file you wish to submit Cancel which can be found on the printed version of the journal Click OK Section 11 Entering Journals Page 20 of 29 Schools Finance STAR ACCOUNTS User Guide Section 11 Entering Journals lf a journal with a matching reference can be found within the Star Accounts archives the following message will appear File Copied E4 The requested journal has been copied to your Outputs Path Please ensure this is transferred via AnyComms Plus as soon as possible The file should then be transferred as soon as possible lf Star Accounts cannot find a journal with a matching reference to the one entered the following message will appear Click No to cancel the process or Yes to open the archive folder containing all previously submitted NCC Journal request Would you like to open the Journals Folder to search for the required file The requested journal File c
138. EN gt A In this example the H3 f 7 5 s importer is being used to Star Accounts Journal Importer separate the Income by 3 Default Description Parental Contributions PUDIl USING the 4 Total 0 00 TAI i 5 Subj Department Capital Staff Code Value Description Description field to 6 195470 1 000 00 Contribution re allocation Genote the pupil name 7 95470 50 00 J Smith 8 95470 50 00 A Jones 9 95470 50 00 M Adams 10 95470 50 00 S Baldry 11195470 50 00 L Pedley 12 95470 50 00 L Knights 13 95470 50 00 J Stanford 14 95470 50 00 N Leeds 15 95470 50 00 S Cutting 16 95470 50 00 N Rathbone 17 95470 50 00 J Harrop 18 95470 50 00 P Chia 19 95470 50 00 F Willis 20 95470 50 00 H Muir 21 95470 50 00 M Oswick 22 95470 50 00 C Jefferon 23 95470 50 00 J Hicks 24 95470 50 00 P Harker 25 95470 50 00 D Warrington 26 95470 50 00 A Randall Please Note If a user does not have Payroll user rights the Staff Code and Name Position fields will not appear Once all details have been entered click the Post button The spreadsheet will then validate the details entered If there are any issues an Error Type will be stated and the cell that the error relates to will turn a peach colour The journal can only be posted once all issues have been resolved The journal importer can only post information back to the datafile in which it was created If you swap datafiles betwee
139. F Print Options Viewing Multi Page Reports Exiting Reports Emailing Reports Emailing PDF Reports Review Commitments SQL ONLY Budget Control Reports BCR Summary CFR BCR Detailed Subjective BCR Capital BCR Monthly Profile CFR BCR Monthly Profile Subjective BCR Year End Projection NON SQL ONLY Budget Control Reports BCR Subjective BCR Capital BCR Monthly Profile CFR BCR Monthly Profile Subjective BCR Year End Projection Departmental BCR Monthly Profile Department BCR Specific Department Reports Specific CFR Category Report Specific Subjective Code Report Email BCRs Prior Months BCR Transaction Reporting Exporting the Transaction Report to Microsoft Excel Creating a Template Report SQL Only Producing a Template Report Deleting a Template Unreconciled Transactions Report Error Report Assets from Orders Reconciled Transactions Report Outstanding Orders Report Paying In Slip Invoice Details Monthly Monitoring Report Section 17 Reports Page 1 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Printing Reports Eh For any reports showing a Printer button simply click the button to print Star Accounts Close To print any report where no printer button appears on screen select the Star Accounts dropdown then click Print viewed page Pri nt ccounks PE To print only the page currently being viewed on screen amp prin
140. From the Assets tab click Import Excel p Template Template E Have vou completed a template you wish to import Click Yes to Import or Wo to create a template 7 Click No Browse For Folder Select the Folder to save E a Local Disk C t Browse in a folder you wish to save the O Sd Sci0fefi7c405bfeg54b87323 i j anycomms template to and then click OK 3 Documents and Settings E i386 i i m E Intel The template will be given the name aa oee Asset_Template xls when exported which Ao must not be changed O 2540 cy 2723 C AcademyBudget C BudgetRestore 3 BudgetRestoreCluster 5 FLEX i 4 a Make New Folder Cancel E lf a template already exists within the folder selected above the following message will appear Overwrite File An sset Template already exists within the specified location Click No to cancel or Yes to overwrite the existing template with a blank copy Do you wish bo overwrite this template with a new blank template Yes Alo Section 20 Asset Register Page 8 of 49 Schools Finance v5 84 STAR Accounts Asset Register The template will open on screen once it has been created EJ Microsoft Excel Asset_Template xls File Edit View Insert Format Tools Data Window Help ISH RBAIGRIT GH AaB JI l 41 ao OF Arial 10 B ZU El Z E o it 0 lt s iy Oy AB A3 v he S B C D E 1 ASSET IMPORT
141. Howard Department alt Total including VAT 76 00 LIST OF ALL OUTSTANDING INVOICES Customer Statement as at 14 November 2013 This statement will list all invoices for the selected School i Norfolk Infant School customer which has an County Hall outstanding balance Mr Adams Martineau Lane 23 hi Road Norwich ny Town Norfolk Norwich NRi 2DL This can be posted to the NR1 408 Tiii customer if required Fax 01603 222550 Email office norfolkinfant sch uk School Contact Finance Office Invoice Outstanding Number _ Invoice Date Invoice Total Total Paid Balance 310 07 Nov 13 250 00 200 00 50 00 Activity Payment Reminders lf standard invoices have been raised against an activity department code see Section 3 payment reminders can be produced from within the Outstanding Invoices screen Select the required activity Department from the drop down list and then LIST OF ALL OUTSTANDING INVOICES click the Reminders button a us Invoice Type a Customer All all Total including VAT 550 00 Reminders can only be produced if a department code is the only filter that has been applied to the screen and the department selected has been registered as an activity See Section 3 Department Reminders cannot be sent for an activity if the Activity Date has been passed In this case the Aged Debtor reminder process should be followed Section 18 Debtor
142. If Cancel is clicked to any of the above messages the following error message will appear Period End Cancelled This error must be corrected before the period end can take place Please enter a valid subjective code when prompted IF you are unsure of the subjective code to use please review the original transaction via the Find screen before attempting the period again Click OK The period end process will be cancelled at this point Once any coding issues have been resolved click Period End again Please Note You cannot roll forward until all coding issues have been resolved Budget Balances to Zero The budget held within Star Accounts must balance to zero before the system will allow a period end roll forward to take place i e the Grand Total shown on the BCR should be 0 F490 Suple Camied Forwani 635 296 F4i Defer A rmwght Foracat eee Revenue 1 311 538 o l Grand Total 0 Budget Error x Your budget must balance to zero before rolling Forward Your budget is currently out by 5610 Please amend the Budget ensuring the arand Total is 0 before continuing Click OK At this point the roll forward process will be cancelled and the budget must be amended If you require any assistance with ensuring your budget balances to zero please contact your Finance Support Officer for guidance Once the budget has been balanced click Period End again Section 15 Peri
143. Invoice payments made along with any balances cleared written off ua Please Note This report Hl A tials does not show any Any Town Norfalk idi om NRI 2DL subsidies received or due i ae ieee for an invoice and will not Email offiee norfolkinfantschuk SNOW any refund cheques issed to the customer School Contact Finance Office ka Yr Net VAT Gross a lik ld Payment Type Payments shown with a 04 Dec 13 P 1 00 0 00 1 00 1198 Cash Cheque p year Yr were paid 10 Feb 14 P 20 00 0 00 20 00 203 Cash Cheque a a g i 06 Mar 14 P 10 00 0 00 10 00 1206 Cash Cheque during a prior financial year 24 Mar 14 P 5 00 0 00 5 00 208 Cash Cheque adewe E a ee Cea i e they will not appear in 07 May 14 C 5 00 0 00 5 00 1210 Cash Cheque 1 1 es rb years transactions n isting Invoice Summary Met 300 00 Activity Date 11 November 2013 60 00 Department ak 2014 Total Charge 360 00 Activity Description Ski Trip 2014 Total Payments 100 00 Total Outstanding 260 00 A summary of the original invoice total payments made and balance outstanding is shown at the bottom of the report If the department code assigned to the selected invoice was registered as an activity within the department screen see Section 3 the details entered for the activity will be shown If no department was entered against the invoice or it was not marked as an activity these details will not be shown Secti
144. Month To Date and Commitment fields are all Zero Section 17 Reports Page 12 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Monthly Profile Subjective BCR From the Reports tab click the Monthly Profile Subj button The Monthly Subjective Profile BCR can also be accessed by clicking the Detailed Profile button within the Monthly CFR Profile BCR Monthly Subjective Profile as at December 2013 14 CFR Subj Description Budget Spr May Ju 98390 Cluster Funding o o 98940 Budget Share 4r r6 636 4 980 180 203 544 In Funds Delegated bythe LEA 4 r r6 636 4 980 180 203 344 S950 th Fom Funding 1 036 807 1 036 807 99020 16 19 Bursary Fund 0z Funding for sixth form students 1 036 807 1 056 807 e770 Intemal Recharge SEN Cluster o 98980 SEN Funding 200 000 o 200 000 03 SEM funding not for special schools 200 000 0 200 000 pa E o we o erro oc o 18 511 18 611 wm or o co op PrP oe Soya ct O O 0 0 O 0 i oo oj So Pp co fo FP oe ole m m a oor ooo dg mmmn This report provides a summary of all expenditure income entered against each Subjective Code for each financial period From the Monthly Subjective Profile BCR the Budget each Financial Period and Commitment figure can be further interrogated by double clicking the required figure If that figure is O no further screens will open
145. Months BCR From the Reports tab click the Prior Months BCR button This process will extract the Summary or Detailed BCR from each of the electronic paperwork files within the archive folder for the financial year that is currently being viewed Click Yes to extract the Detailed Subjective BCR Click No to extract the Summary CFR Click Yes For Detailed BCRs Wo for Summary BORS BCR No Cancel Click Cancel to stop the process Browse For Folder 2f x Do you wish to export detailed BCRs Select the Folder to save to Desktop B My Documents p My Computer a My Network Places Recycle Bin Browse the folder location you Six wish to save the spreadsheet to ee ae and click OK 9 Printing Make New Folder Cancel Z Section 17 Reports Page 24 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Once the extract is complete the spreadsheet will open with a separate worksheet for each period that a BCR could be extracted from within the Archive folder 32 O44 Recharge from ith form 59190 Catering sales to other schools 108 Income from Facilities amp Services Income from Catering 3 Period 03 Please Note The BCRs extracted will show the position your accounts were in at the moment you rolled forward therefore if a roll forward is completed out of sequence the detai
146. OK Once it has been saved the spreadsheet will automatically open as below and you can then manipulate the data as you wish The data contained within this spreadsheet is only a copy of your data any changes made to the data here will not be replicated within Star Accounts Ej Microsoft Excel E22 xlIs B9 File Edit view Insert Format Tools Data Window Help OPA RBAARIF HO 4 BaB F 9 Bz 2 k ljajo OF Arial 710 B UE E88 gt Wm EEA D27 f amp EXBOOK 5MM SQ ORANGE PK50 Paid To ESPO COA 1 Voucher Invoice Date Invoice Number Details 80363 19 Mar 13 N A Creditor for School Newspapers March 13 20 Mar 13 N A PAP SHIRES A3 WHT BX5 RMS 46500 20 Mar 13 N A PAPER SHIRES A4 WHT 80GSMx5 46500 20 Mar 13 N A ADAGIO COPIER A4 IVORY 46500 20 Mar 13 N A ADAGIO A4 CP CANARY 250SHT 46500 20 Mar 13 N A ADAGIO COPIER A4 GREEN 46500 Please Note A filtered report can only be exported if it has not been sorted or Summarised If you attempt to export a sorted summarised report the following message will appear Click OK Remove any sorting summary x You cannot export a sorted report Please remove any sorting surmmary options before exporting opti ons th en try to export the filtered report again Warning Section 17 Reports Page 30 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Creating a Report Template lf there is a specific report within the
147. OUR Art z Section 17 Reports Page 27 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Please Note Double clicking within the department code list will automatically highlight all department codes Select Page per Sorting 1 to produce reports for a ee each selected department code with a page break ape ee between each department sorting options 2 and 3 can also be used however the page break will be added after the subtotal for Sorting Option 1 Non Payroll Users ECAPDS WYA School Based Project ECAPDP Specialised Diplomas 14 19 c Only i Exclude Users without Payroll Access see Section 2 will have no access to ies the staff list or the option to show f Only Exclude staff Names within this report Bank Leis Fec 1 OrderiCheque Details Petty Cash 5572 p Page Per Sorting 1 Staff codes or names will not be shown on the transaction report or any filtered report exported to Microsoft Excel Exporting the Transaction Report to Microsoft Excel lf you or a member of staff at your school are competent using Microsoft Excel and would prefer to manipulate the transactional data held within Star Accounts in an Excel spreadsheet using filters pivot tables charts etc to produce a report that cannot currently be produced within Star Accounts this can be done as below Please Note This process exports all transactions held within Star Ac
148. Please Note When entering non subsidised lettings the subjective code must remain as 95080 Lettings therefore the default subjective code selected here will only be used when entering standard invoices lf a default department code is made inactive see Section 3 it will be removed from the customers record automatically without warning Edit Customer Details select the customer from the list by double clicking it and amend any details as required by overtyping the existing details Please Note If a customer has been used during the current financial year the customer Name cannot be amended all other address contact details are updatable Print Labels lf you wish to print address labels for a customer double click the customer name from the list then click the Print Labels button This automatically prints one full page of address labels for the selected customer in the format Avery L7160 i e 21 labels per page 3 across 7 down Customer Search Supplier Search J The Supplier Search drop down list at the A Bellett i l Supplier Custome cable top of the customer screen contains a list of can A Medler all customers held within the system 5 Medler Robinson l A Robinson Active Learning Resources Ltd Active Learning R ie Cleaning Contractors Selecting the customer within the drop Adams Cleaning d MRIS Taxis down list will highlight the selected DRSNA Allens Music Centre customer in the full
149. Premium 263 475 22 4180 241 295 842 Other Government Grants 0 0 0 SER lo Other Grants amp Payments Received 146 315 1966 144 549 4 34 Please Note This report can be set to automatically export to Microsoft Excel as part of the month end procedure see Section 2 however currently the exported report will be the summary level report If the detailed report is required this must be manually exported before the period end is processed Section 17 Reports Page 39 of 39 Page 2 Page 3 Page 5 Page 9 Page 14 Page 17 Page 19 Page 20 Page 24 Page 25 Page 34 Page 36 Page 39 Page 40 Schools Finance STAR Accounts User Guide Section 18 Debtors Best Practice and General Notes Facility Details Customer Details Enter Non Subsidised Lettings Enter a Standard Invoice Multiple Standard Invoices Standard Catering Invoices Edit Print Cancel Invoices Email an Invoice Registering Payments Multiple Invoice Payments Payment Cleared by Download Payment Cleared by Direct Credit Clear Outstanding Balance Write Off Bad Debts Write Offs over 500 Refunds Free Sessions Issuing Cheque Split VAT Refunds Receiving Subsidy Claims Debtor Reporting Lettings Details Outstanding Invoices Activity Payment Reminders Subsidy Details Aged Debtor Report Customer Reminders Payment Details Payment History Report View Invoices for a Specific Customer Section 18
150. Q 23S g 2 479 305 aer E upph SiT IAN 435 24 37 935 015 The default view for the BCR is the Summary BCR which only shows total budgets for each CFR category To view a detailed BCR which will show each subjective codes budget click Detailed in the BCR type box To see the BCR without commitments click Remove Commitments BCR Type C Detailed Click to export the BCR to Remove Commitments Microsoft Excel The f Profiled exported BCR will match Click to Print he one you are viewing the BCR Summary or Detailed 5 Click to view the Buaget Click to Exit the BCR History Report hls Section 17 Reports Page 16 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Capital BCR From the Reports tab click Capital Capital BCR for May 2014 15 Capital Description Budget May To Dae Commitment Balance ECAPEL E Leaming Credits 0 0 00 0 00 0 00 0 00 C5450 Capital Underspend Brought Forward 0 0 00 151 40 0 00 151 40 ECAPFM Devolved Formula Capital 0 0 00 151 40 0 00 151 40 ECAPHS Hands on Support 0 0 00 0 00 0 00 0 00 ECAPHT Hamessing Technologhy 0 0 00 0 00 0 00 0 00 ECAPNF NOF Capital 0 0 00 0 00 0 00 0 00 ECAPSC Seed Challenge 0 0 00 0 00 0 00 0 00 ECAPSP Specialist Schools 0 0 00 0 00 0 00 0 00 ECAPTP School Travel Grant Plan 0 0 00 0 00 0 00 0 00 ECAPZZ Capital Errors 0 0 00 0 00 0 00 0 00 Grand Total 0 0 00 151 40 0 00 151 40 Please Note From versi
151. REQUEST Authorised By Total Location Subj Subjective Description School Name Description Value 2 3 4 Position 0 00 5 fi Please Note If your recharge does not automatically follow the naming convention stated above the journal will not be accepted at County Hall Please contact Accounting Software Support for assistance if this is the case Data Required Authorisation An authorising name and position should be entered at the top of the spreadsheet This will usually be the person completing the journal request Authorised By stuart Position Finance Officer Location Enter the location code of either your school or the school you wish transfer to funds to Double clicking the cell will automatically enter your schools location code and school name into the spreadsheet Location Subj Subjective Description School Name EB1450 Norfolk Infant School The Location Code must be entered as 2 letters and a 4 digit number e g EB9999 The recharge will validate the code entered when Post is clicked Section 11 Entering Journals Page 15 of 29 Schools Finance STAR ACCOUNTS User Guide Section 11 Entering Journals Subjective Select the required subjective code from the drop down list Sub Subjective Description P4540 Payments to Other schools The subjective code description will be shown once the code has been selected Please Note When using download only recharge
152. SCHOOLS FINANCE STAR ACCOUNTS Funds Delegated by the LEA 3 894 390 Show All 2 Funding for sith form students 1 333 145 3 SEN funding not for speciai schools 209 942 94 Funding for ethnic minority pupils 0 PayiReceive Orders 5 Standards Fund 277 702 6 Other Government Grants 336 832 7 Other Grants amp Payments Received 128 954 New Order 08 income from Fac ties amp Services 67 082 9 income from Cate ring 116 850 no Recepts from Supply Teacher insurance Clai Delete Order ni Recepts from Other insurance Chims i n2 income from Contributions to Visits etc Transactions Records Process Fy pa Denman acor Pacis Pande j n4 School Standards Grant Pupi Focused es Print Order 115 Pepi Focused Extended School Fundieg ne Communiy Focused Bt School Funding F n7 Communiy Focused Et School Fac ites inc E Mail Order id ae Income 6 370 697 Outstanding Orders Report pl eee am E03 Education Support Stt 516 348 ged Creditor Report Generate Yearend Creditors amp eee F USER GUIDE Version 5 84 Schools Finance STAR ACCOUNTS User Guide Contents Section 1 Finding your way around Star Accounts Main Menu Tabs Star Accounts Toolbar Top Tips Printing from Star Accounts Section 2 Getting Started Logging In to Star Accounts Creating Users Resetting Passwords Enter School Details e Address Cheque Printing Budget Profiling Input Outpu
153. Specific Supplier S Mot Sent All Order Outstanding Order Sumber Supplier Order Date Commitment Requisitioned By Sent 176 Early Years Resources 25 Sep 09 64 99 EJ 158 TTS Ltd 21 Crct 09 79 99 O Use the drop down box to show outstanding only those orders relating to the selected supplier Paying In Slip Invoice Details From the Reports tab click the Paying In Slip Inv No button This report will detail all of the income items coded to the requested paying in slip or invoice number Signature Ea Is 4 signature reguired on the report Amounts as above prepared and banked by cc cee cece cere nena Date Click Yes if you require the signature details as shown below on the report oe cachool Finance Assistant Amounts above checked with vouchersvrecelpts eee a Agal Finance Officer Dalinn Section 17 Reports Page 36 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Enter Parameter Yalue Ei Paying In Slip Invoice Number Enter the paying in slip invoice number required then click OK cancel Please Note All income transactions are prefixed with the letter T when entered into the system Wildcard Searches lf you only know part of an invoice number you can use a wildcard search when viewing this report The wildcard key is an asterix which can be placed into the box by pressing Shift amp 8 176 This will find
154. TS User Guide Section 8 Entering Transactions The transaction to be processed will show two transaction details one for each of the VAT rates as shown below arOSs 29 994 64 93 Mett 24 95 64 93 Yat Rate 20 00 Z Yak 4 99 Payments in Advance Deposits Occasionally you may be required to make an advance payment for example when booking a training course or an educational visit The deposit will usually exclude VAT but the invoice for the full cost may contain VAT To enter this into Star Accounts 1 Enter the full amount of the deposit using the VAT category T 2 When the invoice for the full amount is received reverse the transaction used to record the deposit 3 If you are using the cheque printing facility you must switch cheque printing OFF Then enter a voucher for the total cost including the deposit correctly accounting for the VAT Write a cheque for the difference between the invoice total less the deposit 4 When completing the bank reconciliation you will have 3 transactions to reconcile the original deposit the reversal of the deposit and the 2 transaction for the full amount Please ensure that all the entries are marked as reconciled Entering Credit Notes Credit notes are used to offset invoices and are useful if you have an outstanding invoice for the supplier or the credit note is for a regular supplier and future expenditure is planned lf a credit note is
155. The transactions for this journal will now appear on the bank reconciliations for both the LMS Account and Petty Cash Account These transactions can then be reconciled as per the normal reconciliation instructions 502050 Joumal 5 00 LMS Bank ae ual Pms nh Dm an ml a jE Accou nt WN Date SupplierName Cheque No Gross 518 1770772007 Joumal 502045 5 00 520 17707 2007 Journal 502050 5 00 Petty Cash nd 1770772007 Journal 502051 550 lt 4 Account Section 11 Entering Journals Page 7 of 29 Schools Finance STAR ACCOUNTS User Guide Section 11 Entering Journals Other Bank Accounts Funds transferred between bank accounts must be made via journal transfer Please Note 1 This only applies to BACS transfers if you write cheques to transfer the funds you must create separate income and expenditure transactions to record the transfer 2 Journal transfers are not recommended for the transfer of money to a Business Call Down account Bank Transfer Petty Cash Other vemp are Place a tick in Description E Transfer the Other box Running Total oe ae ae subjective code sun Department Capital St E5550 Bank m Transfer Bank Transfer For example the transaction below decreases the LMS bank account and increases the Deposit Account i e money is being transferred from LMS to the Deposit Account Subj Department Capital staff Code Amount Bank A C wes E wes sf Use the drop d
156. UNTS User Guide Section 13 Bank Reconciliations About Bank Reconciliations Process Tab Any transaction posted within Star Accounts is saved as an unreconciled transaction The purpose of the bank reconciliation is to mark off those transactions as reconciled when they appear on a bank statement Bank Reconciliations must be reconciled to the last day of each calendar month i e 30 April 31 May etc If your bank statement continues past this date you should draw a line under the last day of the month and reconcile to that figure Petty Cash must also be reconciled each month with the reconciled total agreeing with your cash in hand at the end of the month see Section 12 The Bank Reconciliation Screen From the Main Menu select the Process tab then Bank Reconciliation Reconcile Transactions Bank Account LMS Petty Cash Petty Cash Top up Show Reconciled Enter Cheque Number Find Reconciliation from LMS Bank 4 C Statements Reimbursement vn oa Bank Account ____ thequeNo Gross 500124 Argos 25 00 Statement No 500125 Go Outdoors 70 00 503590 Brainwaves 12 00 503591 Cable and Wireless 31 50 503592 Staff 44 85 Total Selected 503593 Anglian Water 497 90 to Reconcile 503594 Staff 15 60 i Transactions to 503598 Unreconciled b 503599 s be Reconciled 503601 Transactions i Reconcile 503603 Bo ETTA 503604 Pupil Asset 108 00 Ta 503605 TTS Group 368 72 50
157. UNTS User Guide Section 17 Reports Emailing PDF Reports lf you wish to print a report to PDF and then email it press Ctrl and K on the keyboard If the currently viewed report has an associated filter form Such as the BCR or the Print Options form as below the following message may appear Report Selection Ea Is Summary Subjective BCR the report vou wish to email as a POF document Click Yes if the stated report is the one required or No if it is incorrect After clicking Yes Star Accounts will assess whether the computer has Microsoft Outlook as the default email account If Microsoft Outlook is the default email provider on the computer an email will open with the PDF report attached _ PRS Re A We A m f Enter the required email address and c f any other details as required and then Subject click Send Attach Tj Summary Subjective BCR as at 19 01 2012 pdf 58 KB lf Microsoft Outlook is not the default email provider on the computer the following message will appear Microsoft Outlook does not appear to be the default email account For this computer Once the report has printed to POF please manually attach the File pdf to an email Click OK If Microsoft Outlook is not the default email provider for the computer the process for printing the report to PDF will be followed After the report has been printed and saved the folder containing the report will open
158. User lb Admin Entry Ordering Only Only Payroll Creator AuthoriserRegister ser T g E g g g g go O ia O Reset Password W O O k O O ey Reset Password ACCESS LEVELS Each level has all the access rights to the levels below it i e level 5 also gives users the access rights to levels 1 4 PRIMARY USER Full access to Star Accounts as per Admin Level 5 plus e User Maintenance e Ability to Inactivate Department Codes Suppliers etc ADMIN LEVEL 5 Full Access to all Star Accounts functions including Bank reconciliation Entering transactions orders journals etc Entering Department Capital codes Monthly download amp Period End Staff Details create delete options DATA ENTRY LEVEL 4 e Entering transactions including reversals e Produce a cheque run and pay orders e Debtors Module ORDERING LEVEL 3 e Create orders e Set up suppliers e Backup system DEBTORS ONLY LEVEL 2 Only shown if the Debtors module is activated e Access to the Debtors lettings section only to create invoices READ ONLY LEVEL 1 e Access to produce reports view BCR s only PAYROLL Place a tick in this option if you require the user to have access to the Staffing screen see Section 5 If the user does not have access to payroll they will not be able to view staff codes or names within the transaction report or create new staff members within the staffing screen Section 2 Getting Started Page 4 of
159. VAT This will be calculated by Star Accounts once the VAT Rate has been selected This can be amended when the invoice is receipted and paid if necessary Gross This will be calculated by Star Accounts once the VAT Rate has been selected by adding the Net and VAT amounts together Subjective Code Subj Select an appropriate subjective code from the drop down list If you are unsure of the most appropriate subjective code to use double click the Subjective field to open a search facility Search citeiafead SSCS All expenditure subjective codes containing the Subi _ Details search criteria within its details will be shown 40000 Office Equipmen EE Off Eaupmen Double click the subjective code you wish to use to 40320 Operational Equipment Maintenance ae h d ji 40830 Cluster Operational Equipment amp Expenses enter It Into t e order IIne Capital Code Select the required capital code from the drop down list Double click the Capital ECAPAA School Based Projects field to create a new code see Section 3 On exit ESAPSE aptal Expenditure Loan Scheme ECAPDY Developer Contributions of the capital code screen the last viewed capital fecaren Energy saving code will be added to the order line Capital Codes can only be used in conjunction with subjective codes beginning with C Section 7 Purchase Orders Page 16 of 29 Schools Finance STAR ACCOUNTS User Guide Section 7 Purchase
160. Yes to open the report or No to cancel Has this criteria been met Yes Mo MONTHLY MONITORING REPORT FOR September 2013 14 CFR Description Budget Actual Difference Spent Commens 0i Funds Delegated by the LEA 662 673 662 673 0 100 02 Funding for sixth form students ooo ooo 0 me 103 SEN funding notfor special schools 20 000 1493 5027 T4BT 04 Funding for ethnic minority pupils ooo ooo 0 me The default view for the monthly monitoring is at the CFR summary level To view the report at a detailed subjective level select Detailed G Summary Detailed E Click to bes ma Exit H li Click to Click to Export 5 j Print to Excel MONTHLY MONITORING REPORT FOR Septem ber 2013 14 CFR Desoiplion Budget Actual Difference Spen Comments 98940 Budget Share B62 673 B62 673 Oo 100 00 98690 Cluster Funding 0 gt 104 Funds Delegated by the LEA 662 673 662 673 1D 98950 6th Fomm Funding T T 0 PPE 99020 16 19 Bursary Fund T 102 Funding for sixth form students 0 0 PE 98770 Internal Recharge SEM Cluster 0 414 573 14 973 er 2ed 98950 SEN Funding 20 000 20 000 O 00 103 SE H funding not for special schools 20 000 14973 5 027 TAG al H E Local Disk C H S Baldrys on Edu chivol2 Users D E amp Compact Disc E H S Apps on Edu chivolt F Removable Disk G H S Baldrys on Edu chivol2 Users P Section 1
161. a My Network Places Recycle Bin E H O 2472 AnyComms Plus Complete Archive A ayco Budget2675 Department List Exported O Budget Planners O Inbox B New Customer Database O Outbox x rs Make New Folder Cancel Click OK The folder containing the exported list will then open on screen showing the file XXXX Department List xls where XXXX is your schools Location Code Address E CA Documents and SettingstedfsbiDesktopExcelExports Folders x mame 5 i Desktop a1 9999 Department List xls Section 3 Creating Codes Page 7 of 17 Schools Finance STAR ACCOUNTS User Guide Section 3 Creating Codes Departmental Reports To view a printable report showing the transactions and commitments coded to a specific department there are various options from which to choose Summan Yearto Date C Detail C Current Month Summary Reports e Transactions are shown cumulatively by invoice number i e one line per individual invoice number e Commitments are shown at Order Invoice Number Level i e one line per order invoice number Detailed Report e Each individual transaction line is shown for example 30 lines would be shown if a 30 line order had been paid e Full order commitments are shown i e each order line e Debtor commitments are shown at Invoice Number Level i e one line per invoice Year to Date This wil
162. ability DRAMA Grama ICT ICAT IT Information Technology MUSIC Music Employee j Adams Matthew Alexander Claire Atwood Marilyn Baldry Stuart E Bales Julie Depreciation Details Highlight the criteria required by clicking it The report behind this screen will then automatically filter to the requested criteria More than one criterion can be selected in any category and criteria in more than one category can be selected at any time Click Remove Filter to view all assets held within the Asset Register Section 20 Asset Register Page 45 of 49 Schools Finance v5 84 STAR Accounts Asset Register Page per Sorting 1 lf you wish to add a page break between filtered results to aid in the printing and distribution of reports these can be added by clicking the Page Per Sorting 1 option Filter the report to show the data required and then sort the report using the sorting options in the top right hand corner For example if a report showing the all assets held in specific locations is required select the required Locations and then sort by Location as below 3 Asset Reporting Remove Fitter Export Fitered Report S ue Supplier Access to Music Ltd Sorting Anglia Lasercare 4 Location f ESPO Force Fresh Ltd 2 Not sorted T Music Village Teee Category Art Equipment Audio Visual Aids By selecting the criteria as above and selecting Page Per Sortin
163. ack to its record if required Next Scheduled Maintenance Enter the date the asset will be required to have its next maintenance for reporting monitoring purposes Safety Checks Select the type of safety Satety inspection check maintenance that the asset will be Derreciatie Lite Access Equipment Inspection Replacement Date Articratt Machinery Inspection required to undertake from the drop down list Drama Equipment Inspection Electrical Safety Inspection mia H Pineal Fos lf an asset will be required to have more than one safety check performed upon it the category chosen should be the most appropriate important safety check For example electrical items will be required to have PAT testing performed annually but may also fall under the Fire Equipment Inspection category in which case the Fire Equipment check should be selected Depreciable Life Enter the number of months that you expect the asset to be in use for within the school A figure will be pre populated in to this field when an Asset Category is selected see above however this can be overtyped if required Replacement Date This field is not manually updatable A date will be entered into this field when a Depreciable Life is entered The date entered will be the purchase plus the depreciable life Section 20 Asset Register Page 20 of 49 Schools Finance v5 84 STAR Accounts Asset Register Update Asset Register Click the Exit
164. action Please Note You must not issue a refund cheque for this type of transaction lf the income had not yet been reconciled you will be able to reconcile both the debit and credit entries off against each other during the next bank reconciliation process If the income had already been reconciled you will need to wait until the bounced cheque entry appears on your bank statement to reconcile the balancing entry Section 8 Entering Transactions Page 7 of 32 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions Multiple Income Payments To bank income from multiple sources in one update and print a banking Summary for the headteacher responsible officer to sign click the Multiple Income button from the Transactions Summary screen Select Period 10 Month January Multiple Income i Please Note This option is only available to schools using the SQL version of Star Accounts Paying In Slip Number Minimum Receipt alue 0 00 O Print Receipts Process Delete Save and Paid in Date 2370472015 Reprint Banking Summary Selected and Exit Exit Total Income Selected 0 00 Debtors Cash Cheques Cheque Gross Total VAT VAT baer Net Total Date Recd Invoice Supplier Customer Number Rate Batch Date Recd Enter the date that the payment was received from the supplier customer This cannot be greater than the Paid in Date shown at the top of the screen
165. al Request for the amount shown This will be shown on the printed invoice When a standard catering invoice is printed the bottom of the invoice states the subjective codes that the charged school should use in their NCC Internal Journal Request see Section 11 VAT Rates Standard 2000 Net Charge to Customer 210 00 Exempt 0 00 VAT Total 0 00 salsa a C PERS MATINEE TIN osar Please ensure the above amount s are journalled from your Location Code on Subjective Code 74460 to on Subjective Code 99190 VA T R No GB 106 9951 52 NCC Payment Terms Due Now 30 07 2014 12 26 41 Inv 447 Page 1 of 1 Your schools Location Code will be shown here Please Note Catering Invoices can only be Cleared by Download no other payments can be registered against these invoices see Registering Payments below Section 18 Debtors Page 19 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Edit Print Cancel Invoices From the Debtors tab select Edit Print Invoices Inv Mo Customer Net OFS Subsidy Total OFS Yro Printed Alex Champion 13 00 13 00 Cc oN Showy All 954 All Saints Church PEC 10 00 0 00 10 00 coy 955 All Saints Church PCC 42 51 7 23 49 74 EPE Al views Invoice g52 Stuart Baldry 300 00 0 00 300 00 C Y 951 Emilia Burrill 300 00 0 00 300 00 Cc Y Cancel Invoice 949 Elizabeth Sims 216 67 0 00 216 67 Cc Y
166. all invoices paying in slip numbers that have the sequence 176 within it 176 This will find all invoices paying in slip numbers that begin with the sequence 176 176 This will find all invoices paying in slip numbers that end with the sequence 176 Please Note If you believe an invoice has may have been reversed you must use the xxx wildcard search to ensure the reversal is also picked up within the report Paying in Slip Invoice Details Woucher Paying In Slips Number Invoice Number Amount Details 9404 J451 2336 25 00 testing departmental Date 2440 2011 Total SKU AMeller 9512 BAC 23456 29 94 Split VAT Invoice 9513 BECA 23456 64 93 Split VAT Invoice Date 06 04 2012 Total lt C amp AESALGSs BBC Publications 6996 15001 23 85 00 Adams Alton Towers balance Date 15 08 2044 T al 85 00 Grand Total 34 87 Section 17 Reports Page 37 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Monthly Monitoring Report As part of the roll forward process a monthly monitoring report will automatically be printed with the period end pack If you wish to print this report at any other time press Ctrl and M or click the Monthly Monitoring button on the Reports tab Monthly Monitoring Report This must not be printed until after you have entered all this month s transactions completed a Bank Reconcilation and the Download but have not yet rolled Forward Click
167. alled and open on your computer click Yes to this message Etsend 0 a t E ontos An email will then open with the selected Pea backup attached to be sent to To efs ca norfolk gov uk efs ca noriolk gov uk Add any details as required to the email and click Send lf you cannot send automated emails from your computer click No to the above message A copy of the selected backup will then be saved to your Output Path location usually the AVCO Outbox Send Email e Acopy of the selected datafile has been saved to your Outbox named 2675Main 16022011 130035 Val sql please r 1 manually attach this file to an email Once the E mail has been sucessfully sent delete the file from your Outbox Click OK The output path location where the backup file was saved to File and Folder Tasks z epartmen will then open on screen The e ts foe ie as backup file should then be manually attached to an email and sent to efs ca norfolk gov uk Via AVCO AnyComms If you clicked No to the Send Backup message to send the file via AVCO the following process will be carried out AVCO Current Datafile The selected datafile has been copied to the Department folder within your AVCO Outbox Please start a call to send the file when prompted Click OK AVCO AnyComms will then open and a call should be started to send the file to County Hall if AVCO is instal
168. ally from the Inputs Path to ensure that it is not imported again Therefore if you are required to import the loadfile into another datafile the download should either be re downloaded from the AnyComms Plus website or collected via the method described above Section 14 Download Page 2 of 10 Schools Finance STAR ACCOUNTS User Guide Section 14 Download Download Errors Whilst every effort is made to thoroughly check the download before it is sent to schools errors may still occur The most common issue is that the download contains coding errors Download Error There are coding errors within the Download The Following capital codes must be created within your accounts Capital Code ECAPHS lf the error relates to an invalid Capital Code the code codes shown on the error message as above must be created in the system following the instructions in Section 3 Download Error There are coding errors within the Download The download contains a subjective code that does not exist in your accounts 39999 Please complete a subjective code update lf the error relates to an invalid Subjective Code you will need to update the subjective code list contained within the system Wh Upgrade STAR Click the Star Accounts toolbar and 4 Subjective Code Update then select Help and Subjective a Email Current Datafile Code Update d Web Sites 1 Email Current Datafile op S Reduc
169. always the case such as Sickness Insurance Income codes Non Recharge codes refer to all other subjective codes Non Recharge Codes Within the NCC Internal Journal each Non Recharge subjective code must Individually balance to 0 00 to be posted For example if funds are to be transferred for shared electricity costs then subjective code 24340 must have at least two entries one debiting your school and one crediting another school Recharge Codes Within the NCC Internal Journal all Recharge subjective codes must cumulatively balance to 0 00 to be posted It is the responsibility of the debiting school to ensure that the subjective codes selected are correct for the requested transfer for example subjective codes 74460 and 99190 should be used conjunction with each other when paying another school for providing school meals Subjective and Location Code Combination Validation When using download only recharge codes care must be taken to ensure the most appropriate code is selected The recharge codes selected against your Location Code the debiting school are generally those that begin with 74 and the recharge codes that are valid for the receiving schools credited schools are generally those that begin 98 or 99 Any issues with the Location and Subjective Code combinations entered will be highlighted by Invalid Invalid Coding Coding appearing next to the Location Code To assist with t
170. ame way SQL Budget Control Reports BCRs Summary CFR BCR From the Reports tab click the Summary BCR button The Summary BCR can also be accessed by clicking the Summary BCR button within the Detailed BCR 7 Remove Commitments summary BCR Remove Zero Lines oes z m S hls Profiled CFR Description Budget June To Date Commitment Balance gt Spent 101 Funds Delegated by the LEA 2 904 263 2 904 263 oO 0 100 00 0z Funding for sixth form students E E O3 SEN funding not for special schools 50 000 31 546 04 Funding for ethnic minority pupils 0 los Pupil Premium 109 820 121 220 IDE Other Government Grants T gt gt gt 15 454 63 09 H 11 400 110 386 o PEE co co co Oo amp ml oo oc oO oO The Summary BCR provides a breakdown of income and expenditure Summarised at CFR Consistent Financial Reporting level From the Summary BCR the Current Month e g May To Date and Commitment figures can be further interrogated by double clicking the required figure If that figure is O no further screens will open May To Date Commitment 1 556 300 11 157 3 Ad 114 0 Current Month Double clicking the Current Month field will take the user to the Transaction Report see below filtered to the transactions relating to the CFR group that the figure related to e g E19 108 etc for the current financial period To Date Double clicking the To Dat
171. ams Matthew Staff Vo Pd Date Gross Code Position Department Details 9006 02 18 4ug 2011 4 316 50 0222150 Deputy Headteacher Employee Costs 9101 03 23 4ug 2011 4 316 50 0222150 Deputy Headteacher Employee Costs 9217 04 23 Aug 2011 4 316 50 0222150 Deputy Headteacher Employee Costs 9300 05 12 Sep 2011 4 316 50 0222150 Deputy Headteacher Employee Costs Subjective Total 17 266 00 0480 Teachers 9106 03 23 Aug 2011 232 70 0222150 Deputy Headteacher Employee Costs 0H 1 260511 Subjective Total 232 70 0485 Supply Teachers General Tl MABT Please Note If the selected staff member has more than one contract all of these will be shown within this report A version of this report can also be viewed via the Transactions Report Screen see Section 17 Monthly Staffing Profile lf you wish to view a monthly profile of all employees downloaded payroll transactions click Monthly Profile Monthly Profile This report provides a breakdown of payroll costs per month for each staff code that costs have been downloaded to and provides a Monthly Staffing Profile E01 Teaching Staff 0216290 Aims Matthew n aes coon Comparison with budgeted costs if a budget Total E4 512 36 gooo Xi sts E uckjet 4 501 75 0 00 Diff OET aon This report is sorted by CFR category and Staff 0233340 Atwood Marilyn Name in ascending with a page break between Subi Apr may ach CFR Category 04000 2 055 40 0 00 Total 2 055 40
172. an also be created within the Backup Review screen at any time by clicking the Backup Datafile button This will create a backup of the current datafile in the Backup Datatile Path to Backup Directory location as shown above The backup file created by this procedure will include the time of the backup in the filename for example 9999Main 160211 145202 Stuart sql stack x Click OK to this message it could take several minutes Backup Complete for this message to appear The list of backups will then refresh and the backup that has just been made will be at the top of the list Sending Backups to County Hall Within the list of backups highlight the backup you wish to send and then click Send Backup Send Backup Ea Do you wish to send this backup via email or AVCO Click Yes for Email or No for AVCO No conc _ Click Yes to attempt to send the file via Microsoft Outlook No to send the file via AVCO AnyComms or Cancel to stop the process Via Email If you clicked Yes to the above message the following process will be carried out Send Email E3 Are you able to send automated emails using Outlook from this PC Te J Section 16 Back Up Routine Page 10 of 13 Schools Finance STAR ACCOUNTS User guide Section 16 Back up Routine The email functions within Star Accounts have been designed to work with Microsoft Outlook if this is inst
173. annot be Found Section 11 Entering Journals Page 21 of 29 Schools Finance STAR ACCOUNTS User Guide Section 11 Entering Journals NCC Internal Journal Request SQL schools within Norfolk are not permitted to invoice other schools for services provided such as the provision of school meals to a school which does not have a kitchen These requests should be submitted electronically through Star Accounts from within the journal ier wee Li i equest screen by clicking NCC Journal Request Unlike the NON SQL version above the NCC Internal Journal will be produced within Star Accounts and once processed a commitment will be added to the Orders screen for the amounts entered against your Location Code Journal Import A at Teenlabe Exit without Saving ae Preview Balances Description ia Internal Journal if Posted Reset Screen Resubmit NCC Journal Running Total This must be zero before processing Save and Exit Process Journal NCC Journal Request Subj Subj Description Location Amount Description d Pe Data Required Subj Description Subjective Code Subj Select the required 4 Subjective Code from the drop down list Only _ 24360 cas 24510 Water amp Sewage subjective codes valid for NCC internal Journals will 74460 Catering Contract Provided by Another be shown a ici ek 93200 Meals General Subj Subj Description yxfgso00 Payments from Other School
174. ansactions Expenditure Transactions Income Transactions Income Receipts Refund Cheques Bounced Income Cheques Multiple Income Transactions Multiple Coding Transactions Running Bank Total Last Record and Group Totals Split VAT Transactions Payments in Advance Deposits Entering Credit Notes Direct Debits Future Year Payments Reversing a Transaction View Transaction Details Searching for Transactions Find Function Catering Transactions Section 9 Imprest and Advances Amending Imprest Petty Cash account balances Entering Advances Type A Schools Section 10 Cheque Printing About Cheque Printing Remove Zero Payments Direct Debits Process Cheque Run Cheque Number Confirmation Cheques for Over 15 Invoices Reissue a Cheque Cheque Payment Details Report About BACS Payments Processing BACS Payments Authorising BACS Payments BACS Payment Details Report BACS Remittances Contents Page 2 of 4 Schools Finance STAR ACCOUNTS User Guide Contents Section 11 Journals General Journals Preview Balances if Posted Deleting a Line from a Journal View Journals Entered Report Download Only Journals Bank Transfer Journals Petty Cash Other Bank Accounts Creating Journal Templates Prior Year Journals Journal Import Template NCC Internal Journal Request Section 12 Petty Cash Creating a Petty Cash Account Creating an Opening Balance Entering Petty Cash Transactions Top
175. any Further transactions commitments being assigned to it please mark it as Inactive lf no transactions or commitments exist for the selected supplier the following message will appear Gre you sure you wish to delete Bennetks Trade Yes Alo Click Yes to delete the supplier or No to cancel Please Note If the supplier has been assigned to an asset within the Star Accounts Asset Register see Section 20 the following message will appear Asset Register E Bennetts Trade is assigned to an asset or assets within the Asset Register IF you delete this supplier all assets assigned to ik will be reassigned to Norfolk County Council Are vou sure vou wish to delete Bennetts Trade Yes Alo Click Yes to delete the supplier or No to cancel Section 4 Suppliers Page 7 of 14 Schools Finance STAR ACCOUNTS User Guide Section 4 Suppliers Inactivating a Supplier lf a Supplier cannot be deleted as it has been used during the current financial year it can be marked as Inactive to ensure that no further transactions or commitments are coded to it Inactive suppliers will exist within the system for reporting purposes however only active suppliers can be selected when coding transactions invoices or orders To make a supplier Inactive open the Edit Suppliers pions mone screen for the required supplier by double clicking it within a Unact
176. ar Emane OOOO O Are you sure you wish to email the BCRs Click Yes to continue or No to This will attach an Excel spreadsheet containing all BCRs to a blank email cancel lf the computer being used to email the BCRs uses Microsoft Access 2010 or higher the following message will appear Email BCR Reports Do vou want to email the BCRs as POF documents Yes or as an Excel spreadsheet Nol e Joe e Click Yes to send PDF versions of the BCRs No to send Excel version or Cancel to stop the process Section 17 Reports Page 23 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports After selecting the format confirming you wish to email the BCRs reports may open and close on screen Once the BCRs have been output to the requested format a blank email will appear with the BCRs attached Please wait for the blank email to appear before continuing ton Enter the email address of the Fem recipient of the BCRs and any Subject 9999 BCRs notes required then click p Send Athach il gogog BCRs as at PO 27015 xls Dz KB Current BCRs for 9999 Norfolk Infant and Nursery School Please Note The Excel version of the BCRs will produce one spreadsheet with separate sheets containing each BCR E18 Other Occupation Costs 3 302 0 1 94 1 F H Summary BCR PO 2015 Detailed BCR PO 2015 Capital BCR Po 2015 Detailed Dept BCR PO 2015 Prior
177. asis for your school m Change D Stuart Password Cancel Select the required user name from the Enter User ID drop down list and then enter your password and click Log In twice Changing your Password Log in screen Passwords must be changed in Star Accounts every 90 days Once this deadline has been reached the system will prompt the user to change their password Your password requires changing as it is at least 90 days old Click OK Section 2 Getting Started Page 1 of 11 Schools Finance STAR ACCOUNTS User Guide Section 2 Getting Started 3 Enter the new password ee ee Cancel fl m Re type the new password Cancel Click Set New Password to confirm the new password Once Set New Password has been clicked the system will verify the new password If there are issues with any of the following an error message will appear Length the password must be between 8 and 10 characters in length Alpha Numeric the password must contain letters and numbers and must not contain spaces New the password must not be one that has been used previously Identical the new password is entered twice when created and these must be identical lf an error message appears click OK then correct the error and click Set New Password again This process may need to be repeated until the new password is accepted by the system
178. at this has printed correctly and then click Yes to continue or No to reprint the Banking Sheet Click Wo bo reprint the summary or Yes to continue Section 8 Entering Transactions Page 11 of 32 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions Requested Banking Processed Repeat the above process for all banking required Click OK Printing Receipts Receipts can be printed from the Multiple Income screen when the income is processed by placing a tick in the Print Receipts field at the top of the screen Minimum Receipt Value 5 00 Frint Receipts The minimum value at which a receipt will be printed for can be set by entering an amount in the Minimum Receipt Value field This is defaulted to 0 00 when the screen is opened i e a receipt will be printed for all income logged against the current paying in slip number but this can be overwritten The minimum value at which a receipt should be issued to a Supplier Customer should be listed within your Schools Finance Policy Please Note The receipts issued via this screen will be one per Supplier Customer shown therefore if several items are entered only 1 receipt will be printed if the cumulative total of all income exceeds the Minimum Receipt Value Section 8 Entering Transactions Page 12 of 32 Schools Finance STAR ACCOUNTS User Guide Sectio
179. atalogue If there are errors with items in the ESPO catalogue either re import a new catalogue as per the instructions above or manually amend the affected items as per the instructions above Section 4 Suppliers Page 14 of 14 Schools Finance Star Accounts User Guide Section 5 Staff Details Creating Staff Details Records Tab Transactions Records Proc From the Main Menu select Records then Staff This option is only available to users with Payroll apital Codes access see Section 2 School Details Adding Staff Details Enter Amend Staff Details Below Statt Code I Save Record Statt Mame FIE 1 00 Type Subj Position Held Email Dept Remove Dept Cancel i To add new staff members enter their staff code name F T E Type Position Held e g teacher Email address and a department code if required Click Save Record to enter the details into the Staff List Staff Code Staff codes MUST be entered in the format 000000 0 six numbers followed by a hyphen and one additional number This allows staff members with 2 or more contracts to be entered into Star Accounts more than once as each contract should end with a different suffix 1 2 etc Please Note You do not need to type the hyphen as this is included within the preset format Staff Name Names must be entered in the following format Surname First Name s
180. ath the required field Click Yes to continue or No to cancel Yes Section 2 Getting Started Page 8 of 11 Schools Finance STAR ACCOUNTS User Guide Section 2 Getting Started Browse For Folder El Select the Folder to save Desktop E My Documents If you clicked Yes a browse file o window will appear to browse the 2 Recycle Bin required folder as specified above E Highlight the required folder and 5 inbox click OK O Archive So avca 9 Budget2675 Budget Planners 9 ExcelExports 9 Inbox gt Make New Folder Cancel School Logo Path lt is an audit requirement that your school logo appears on any printed orders and invoices created within Star Accounts The logo must be saved as a JPEG file i e Logo jpg within the Star folder Please Note It is not the full school letterhead that is required only the school logo is needed For example from the letterhead below only the area within the red square Is required by Star Accounts Norfolk Primary School Noro Norfolk Street Norwich Norfolk NR1 1AA Tel 01603 123456 Fax 01603 123457 Email norfolkprimary norfolk sch uk Headteacher Mrs J Bloggs lf you already have a copy of the school logo in this format copy it into the Star folder then click the School Logo Path to open the Browse File window Browse in the school logo file and select it by double clicking it lf you are unsure a
181. ay2014 B4C501 ext is successfully transferred via AYTO Any Comms Click OK Section 10 Cheque Printing BACS Payments Page 11 of 19 Schools Finance STAR ACCOUNTS User Guide Section 10 Cheque Printing BACS Payments 2 AnyComms Win32 Client If the AnyComms programme is located on the SF Hep computer being used to produce the payment a E you will be prompted to start a call in AVCO _ StstusMessages Port Status No Socket Connected AnyCom ms Call Status Idle Last Error Mo Error File Transter 0 Ocps Before starting the AnyComms call please ensure the payment file is located in your AnyComms Outbox If AnyComms is not on the computer being used to produce the payment file it will need to be copied from the Output Path location and transferred to a computer with AnyComms to be sent to County Hall BACS Payment Details Report If you wish to print the BACS Payment Details for any range of BACS references at any point in time click the BACS 22 Detalls Details button This button is accessible from both the Cheque Run and Authorise BACS Payments screens BACS Details Enter the range of BACS Enter BACS Reference Range e Payments you would like the lt _ _ report to contain then click the First BACS Ref BACSO8 printer icon Last BACS Ref BACS 10 This report provides a breakdown of all items paid on each BACS payment including the voucher number invoice numbe
182. b key and the supplier will be highlighted i ee ee d I Norfolk Childrens Book Centre Advanced Search The above search facility enables you to search by supplier name only meaning you will need to know the suppliers exact name For a more advanced search click the Supplier l Search button Supplier Search Search Criteria Add New Supplier Supplier Mame Contact Hame Address Line 1 Fost Code O S E S S SUS a E _ Enter a Search Criteria within the field at the top of the screen This will filter the list of suppliers to all those where the Supplier Name Contact Name Supplier Address Line 1 or Post Code contains the criteria entered for example all suppliers with Smith in their name Double click the required supplier name to enter this into the Supplier Search list of the Suppliers screen Please Note you will then be required to select the supplier within the drop down list to highlight it as above Section 4 Suppliers Page 5 of 14 Schools Finance STAR ACCOUNTS User Guide Section 4 Suppliers Edit Supplier Details To edit the details currently held for a supplier select the required supplier from the list by double clicking it and amend the details as required by overtyping the existing details The changes will be saved when the Edit Supplier screen is closed Please Note If a supplier has been used during the current financial year the Supplier Name cannot
183. be amended all other address contact details are updateable Print Labels lf you wish to print address labels for a supplier double click the supplier name from the list then click the Print Labels button This automatically prints one full page of address labels for the selected supplier in the format Avery L7160 i e 21 labels per page 3 across 7 down Sorting Options The default order for the suppliers list is Sort by Customer alphabetically by supplier name If you wish to C Sort by Default Subj sort the list by the Default Subjective Code or Department code select the required option on Sort by Default Dept See q p Section 4 Suppliers Page 6 of 14 Schools Finance STAR ACCOUNTS User Guide Section 4 Suppliers Deleting Suppliers To delete a supplier that is no longer required open the Edit Supplier form for the required supplier by double clicking it within the Delete Record supplier list and then click Delete Record Suppliers can only be deleted if no transactions or commitments have been coded to them during the current financial year This includes orders debtors transactions and unreconciled transactions carried forward from a previous year An error message similar to below will appear if a supplier cannot be deleted Cancelled x i Norfolk County Council has been used during the current financial year therefore it cannot be deleted IF you wish to stop
184. be reversed X Ore you sure you wish bo reverse Voucher Number 20141 for 6 427 After processing this reversal Cheque Number Pethy Cash will total 25 16 The original voucher and reversal will automatically be reconciled to statement 2 as part of this process Click No to cancel the reversal or Yes to cancel Reason for Reversal eee lf Yes is clicked enter a meaningful reason for the reversal being carried fe out then click OK Click Cancel to stop the reversal Entered in Error Section 8 Entering Transactions Page 25 of 32 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions A balancing transaction using the original coding details will be created by this process Within the reversal transaction the invoice number will be shown as R and the original invoice number with the Details amended to show Reversal and the voucher number of the transaction reversed at the start of the description with the reversal reason added to the end for example Details Reversal vn20128 SIGN SMOKING UNLAWFUL 5 4 Duplicate Entry Please Note The original transaction and reversal entry will automatically be reconciled to statement number 2 as part of this process As all petty cash transactions are assigned to the cheque number PettyCash the Reverse button used to reverse an entire cheque top right hand corner cannot
185. been highlighted Convert Invoices to Debtors Click Yes to generate the debtors or No to x Are you sure you wish to generate Debtors cancel the process Please Note This process can only be performed once for each item and can only be reversed by entering a correcting transaction via the Transactions menu Any commitments no longer required should be removed from the accounts Outstanding commitments will not be shown on the final BCR reports printed as part of the Year End rollover These will automatically be rolled forward to next year Section 15 Period and Year End Page 13 of 22 Schools Finance STAR ACCOUNTS User Guide Section 15 Period and Year End Entering Manual Debtors When Star Accounts is in Period 12 March you will be required to specify the type of transaction to be processed This option will only appear in Period 12 Select Expenditure Creditors or Income Debtors then select Creditors or Debtors from the drop down list Z Expenditure f Income Creditors ed Voucher Number Enter the rest of the details as per the instructions for normal transactions Section 8 The amounts must be entered net excluding VAT Remember to enter the Debtor as a minus as it is income Section 15 Period and Year End Page 14 of 22 Schools Finance STAR ACCOUNTS User Guide Section 15 Period and Year End Year End Rollover You MUST ensure only ONE user is logged into S
186. bout creating the logo jpg please contact your schools ICT Technician Section 2 Getting Started Page 9 of 11 Schools Finance STAR ACCOUNTS User Guide Section 2 Getting Started Bank Details To view a list of the bank accounts held within Star Accounts for the current datafile click the View Accounts button Account Account Name Sort Code Number Bank Address 1 Address 2 Address 3 Post Code Balance Default Kls fo Lloyds fo 246 533 46 M WA Petty Cash fo fo 155 77 D The main school bank account must be called LMS and this cannot be deleted Please enter the account number and bank details manually The balance shown is calculated by Star Accounts and cannot be overwritten The Default account ticked within this screen will be the bank account automatically selected when entering transactions Monthly Monitoring If you wish to export the Monthly Monitoring into wanthi fonitorin Microsoft Excel at each period end roll forward place a T i tick in this field by clicking it Users will then be prompted for the location to save the Monitoring Report to when rolling forward as per the details given in Section 17 Staff Monitoring lf you wish to print the Staff Monitoring report mE automatically during each period end roll forward place a Stell Mennorns Ed tick in this field by clicking it See Section 5 for details of this report Parent Pay Place a tick in the Parent
187. box select the BACS Batch file required from the drop down list Cheque Transaction Reversal Bank Account LMS Cheque Paying In Cheque Total l Slip Humber Reverse hs Miss 5 Tobin Parents Contributions ESP WN Date Invoice Number Gross De 403082 Ivan Ashby Harvey Hart Associates Sportsare uk Kings and Barnhams PHS Fisher and Sons Fak Limited Kings and Barnhams APC Pest Control WES Pearson Education Ltd Norfolk Wildlife Trust BACS Payment Please Note This list contains only those transactions that are reversible Double click a transaction in the above list to reverse a single line This will then list all the payments in the selected BACS batch To reverse a single payment within the BACS batch double click the required payment Cheque Transaction Reversal Bank Account LMS Cheque Paying In fpacsni Cheque Total 919 54 Find Reverse is 919 54 Slip Humber Reversible Total Payment Total Amazon UK Limited 180 00 ps1 Ock 13 ESPO 642 54 rc ee Greater Anglia 97 00 BACS Reissue Reversal Ea Do you wish bo Reissue or Reverse the selected BACS payment Click ves to reissue No bo reverse and Cancel to exit the process Ves No Cancel If No is selected to reverse the selected payment the following message will appear 6 4re you sure you wish to reverse the BACS Payment of 97 00 For Greater Anglia After processing th
188. button to print the list of outstanding invoices as shown on screen Please Note if a Customer has been selected in the filter options a Customer Statement will be printed as below The outstanding invoices list can be exported into Microsoft Excel by clicking the Excel Export button Browse For Folder E E Select the Folder to sawe to Desktop G My Documents W My Computer a My Network Places Boin Browse the folder you wish to save the Excel Archive output to and either double click it or highlight ANCO Budget Planners it with a single click and click Open H A ExcelExports 9 Inbox New Customer Database he Excel spreadsheet will open on screen Outbox once it has been created Printing SQL Make New Folder Cancel Zi B C D F G H Year Invoice Supplier Name Department Invoice Total Paid to Date Balance 0 S Number Date i C 06 May 14 Great Dunham Primary School 0 00 718 20 C 12 May 14 Diocese of Norwich 475 00 0 00 475 00 C 12 May 14 Norserve Ltd 44 00 0 00 44 00 Section 18 Debtors Page 41 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Customer Statements To print a statement for a specific customer showing all outstanding invoices assigned to them select from required customer from the drop down list and Invoice Type OY a click the Print button ra 5 ue Customer Emily
189. cancel the recharge process When the purchasing card recharge process is completed the system will produce two transactions further transactions The original download transaction will be reversed using supplier Norfolk County Council and a new transaction will be created for the selected supplier moving the transaction to the required supplier and department code Period 12 13 Recharges To recharge the purchasing card transactions on the Period 12 and 13 downloads you must return to the prior year datafile Options tab Prior Years Accounts and then select the supplier and department code required as above Section 14 Download Page 6 of 10 Schools Finance STAR ACCOUNTS User Guide Section 14 Download VAT Errors The amount downloaded to the school for purchasing card transactions should be the Net amount of the transaction as the VAT rate is applied when logged in to the BarclayCard website If a VAT category with an associated VAT Rate of 0 00 is used the amount downloaded will be the gross amount Once downloaded if it is subsequently found that the VAT rate applied should not have been 0 00 a manual adjustment within Star Accounts will be required which will involve entering 2 transactions for each incorrect line For example a transaction for 90 95 is coded to subjective code 35420 Rail Bus Fares with the VAT Rate T outside the scope within the BarclayCard website When monitor
190. ceiving school s should be a negative figure It is the debiting schools responsibility to ensure that those schools being credited via this journal are informed that the journal is taking place Section 11 Entering Journals Page 16 of 29 Schools Finance STAR ACCOUNTS User Guide Section 11 Entering Journals Processing the Recharge Once you are satisfied that the recharge details have been entered click the Post button at the top of the screen Pits Once Post has been clicked the recharge spreadsheet will validate the data entered and report any errors found Posting Cancelled Please resolve the issues stated before the journal can be posted Click OK All errors must be rectified before the journal can be posted Errors that may occur The recharge does not balance to 0 The authorising details have not been completed The Location Code has been entered in the incorrect format A subjective code is missing The subjective code entered is not valid for the debited credited school A School Name is missing A description has not been entered A Value has not been entered A non recharge subjective code does not balance to zero The recharge subjective codes do not balance to zero lf any of these errors are found a note will be added to the screen next to the line on which the error occurred Total 30 00 The journal does not balance Value 250 00 220 00 ou must only Debit yo
191. chools Finance STAR ACCOUNTS User Guide Section 17 Reports NON SQL Budget Control Reports BCRs Subjective BCR From the Reports tab click the BCR button May 2013 14 BCR Norfolk High School 2444 Target Spend to date is 16 67 CFR Descipim Budget ha ToDae Commiment Balance T Spent fir Funds Delegated By the LEA 4799 654 a 55 025 a 1625 954 so Funding for skih form students a Q 0 0 a PRR OS SEN funding not for specie schais g 0 a PP it Funding for ethnie minwiy popis g Q 0 0 a PPP iS Pupi Premium 63 475 a 22 180 g 241 795 HE ae a AG Other Government Grants 0 0 Hhh sof Other Grants amp Payments Receved 146 315 1 366 g 14 49 13r A income from Faciibes amp Senices 35 735 g 3577 3 608 293393 25 77 fier income from Caterinyy 93 931 3097 g od 5 ho Hd Recepts from Supp Teacher nuance CEMS Q Q BRE ii Recepts from Other Insurance Chims 0 Hhh Az income from Conirmadons io Vits etc 7 H 4 313 a 5 688 18 75 Aig Donations amor Prvate Funds a a 4126 g 126 PPh MS Pupi Focused Extended Schow Funding a a 0 0 a PPP HG Communiy Focused Schoo Funding Grams g Q g g a Php Hf GORY Focused ochod Facies ihe Q Q PRP na A ddira Grant for Schonk g Q 34 167 g 3 767 bbb i20 Supis Brought Fonar 528 131 5316H 33503 10066 iz Defick Cared Fornvard a a a 0 a PRR Income 4 383 2441 0 1 029 088 3 608 4 850 546 17 55 Ent Teaching Sif 2 fd 719
192. citic Location Loaned Assets sold Assets Disposed Assets Replacement Report Safety Report specific Satety Check Section 20 Asset Register Page 44 of 49 Schools Finance STAR Accounts Asset Register Asset Reporting From the Asset Reporting screen click Asset Reporting Purchase Asset Description Price No Date Supplier Location Category Staff Name Status 923 Testing VVvhat Happens 1 500 00 1 05 06 2013 Access to Music Ltd Music Room Music Equipment Adams Matthew Active When the description of an asset goes over three lines long Musical Instruments X 15 920 speakers 318 00 14 2605 2013 Novatech Ltd 001 HALL Drama Equipment Active 919 speakers 318 00 1 2605 2013 Novatech Ltd 001 HALL Drama Equipment Loaned 918 speakers 318 00 1 26 05 2013 Novatech Ltd 001 HALL Drama Equipment Active This report can be filtered to show specific assets using the various options as shown below z3 Asset Reporting Mel x Remove Filter Export Fitered Report E h Supplier Access to Music Ltd sorting Anglia Lasercare ESPO 1 Mot Sorted hd Force Fresh Ltd 2 iot zonen El Music village x z hot Sorted E C Fage Fer Sorting 1 Category Art Equipment Audio visual Aids Caretaking Equipment Catering Equipment Central Resource 001 s HALL O02 f STORE 003 CORRIDOR 006 l ENTRANCE O07 s OFFICE Status Location Department BIKEABILIT Bike
193. ckup file should be created within the Backup folder with Exit and their User Name at the end of the file name The temporary backups should be reviewed at regular intervals to ensure that all users are creating backups when leaving the system If a user is not creating backups it is likely they do not have the correct access rights to create files in the Star backup folder All users must have Full Read Write access to the Star folder The file size of each exit backup should also be approximately the same size for each user Any backups with a size of less than 100 kb have not been created correctly and can be deleted If all of the backups made by a user are not being correctly created please ensure the user has Full Read Write access to the Star folder and is able to run Command Prompts your ICT Technician should be able to confirm this If the Technician is unable to solve the problem they must contact Computer Accounting SQL Users should also ensure that the Star folder located on the server is included in the server backups that are made The schools ICT technician should be able to confirm this section 16 Back Up Routine Page 13 of 13 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Contents Page 2 Page 4 Page 6 Page 7 Page 16 Page 20 Page 22 Page 23 Page 24 Page 26 Page 28 Page 31 Page 33 Page 34 Page 35 Page 36 Page 38 Printing Reports Printing to PD
194. ckup folder All users must have Full Read Write access to the Star folder section 16 Back Up Routine Page 7 of 13 Schools Finance STAR ACCOUNTS User guide Section 16 Back up Routine SQL USERS From the Options tab click the Backup Review buiton Backup Review iBackup Review Path to Backup Directory e Wiccymmysql01 StariBackup Backups The list below only displays backups created for the current year and Period earend backups To view ALL backups double click on the path above FileSize Backup Oetatie 2525main_2525_EDFSB 2305201 4 Exit County_edfsb sql 23 05 2014 09 54 10 3 448 kb 2525main_2525_EDFSB 2305201 4 094710 sql 23 05 2014 09 47 18 3 448 kb Send Backup Complete Backup To Delete a backup double click the filename from the list above This screen shows all backups found in the backup folder that relate to the current datafile i e Main SchoolFund ChildrensCentre etc both System and User generated backups These are sorted in descending order by date and time i e the most recent backup will appear at the top of the list lf the File Size is Okb it generally means the user that attempted to create the backup does not have full read write permission to the STAR folder Please refer to the section Backup Monitoring at the end of this User Guide One Off Permanent Backup A backup of all of the schools datafiles can be created within Star Accounts by clickin
195. codes care must be taken to ensure the most appropriate code is selected The recharge codes selected against your location the debiting school are generally those that begin with 74 and the recharge codes that are valid for the receiving schools credited schools are generally those that begin 98 or 99 The Subjective code entered will be validated when Post Is clicked School Name Enter the name of the school that the charge payment relates to if this has not been pre filled Description Enter a meaningful description for the recharge which should be as succinct as possible Description Course Fees This description will be used when the recharge is downloaded to the receiving school Therefore As above is not a valid description as the receiving school does not see the details entered above only the line which would state As above Value Enter the amount of funds to be transferred NCC INTERNAL CHARGE REQUEST Authorised By SB Total Position Bursar 0 00 Location Subj Subjective Description School Name Description Value EB1450 74520 Payments to Other Schools Norfolk Infant School Course Fees 250 00 E61445 99000 Payments from other schools Another Norfolk Infant School Course Fees 250 00 Please Note You are only permitted to debit charge your schools Location Code therefore the amount entered against your school should be a positive figure and the amounts entered against the re
196. counts for the currently viewed Financial Year Star Accounts He e Close J prin From the Star Accounts toolbar select the Excel Export Print viewed page All Transactions Option Login as a different user On Select Datafile a Email Report 2 Excel Export All transactions Audit Reports gt Section 17 Reports Page 28 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Browse For Folder 24 x OS Select the location you would like the spreadsheet saved to and click OK Desktop B My Documents 4 My Computer a My Network Places Roxy The Spreadsheet will be called XXXX Transactions O Archive as at PXX 20XX xls With XXXX being your a Q outos Location Code and the Period and Year being the O Printing TE financial period and year the transactions where exported Make New Folder Cancel 4 Once it has been saved the spreadsheet will automatically open Users can then manipulate the data as required The data contained within this spreadsheet is only a copy of your data any changes made to the data here will not be replicated within Star Accounts EJ Microsoft Excel 2444 Transactions as at P02 2014 xls File Edit View Insert Format Tools Data Window Help IDSA RBSAGAIF Hs w F 9 B 4 5 ERA Arial lt 10 E r U a E A 0 33 E iy Oy A B
197. create the invoices and close this screen or No to cancel the process Once created these invoices will need to be printed from within the Edit Print Invoices screen Highlight the required invoices and click Print Invoice Inv Mo Customer Met OFS Subsidy Total OFS Yr Printed Elizabeth Roberts 300 00 0 00 F j a AGEN l Show All al View Invoice t Cancel Invoice Print Invoice Elizabeth Coke 0 00 Alfie Ptt 10 0 00 Action for Children Stibbard Children 143 90 945 Olivia Dabreo 64 00 0 00 64 00 T 942 Zena Yaxley 132 00 0 00 132 00 T T T 143 90 a41 Olivia Crane 64 20 0 00 64 20 40 Emily Howard 12 00 0 00 12 00 lt L lt eaee Section 18 Debtors Page 18 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Standard Catering Invoices lf your school provides meals to another school a Standard Invoice as detailed above can be registered against Subjective Code 99190 Catering sales to Other Schools This subjective code can only be selected if the NCS Catering Flag has not been activated see Section 2 Page 8 Department Subjective fast g0 Status Actual Commitment x Special Instructions Please complete an NEC Journal Request for the amount shown Once subjective 99190 has been selected the Instructions field will automatically default to Please complete an NCC Journ
198. creen C Sort By Group The customer list is sorted by Customer Name as a default To sort the customer list by the group or to re f Sort By Name sort by customer name highlight the required option C Grouped Only Selecting Grouped Only will filter the list to only show those customers assigned to a group which can also be sorted by customer name or group select Specific Group A specific group can be selected from the drop down list to automatically highlight the customers assigned to that 106 group PRIVY GRE Section 18 Debtors Page 17 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Click Reset to remove the selected customers from the list to start the customer selection again Click Cancel to stop the multiple invoice process and return to the Main Menu For information purposes the number of customers 3 selected to create an invoice for is shown on screen This should be one less than the number of invoices required in total before clicking Create Invoices the first invoice created is the additional one not counted in this screen Click Create Invoices when all additional customers n i Create Invoices requiring the invoice have been selected Create Invoices Ea This will create 5 additional invoices based on the details entered in the previous screen Customers Selected 4re vou sure vou wish bo continue Click Yes to
199. creen Click Save and Exit to close the journal form leaving the journal lines on screen to be posted at a later point Save and Exit Process Journal Click Process Journal to post the journal within Star Accounts Once Process Journal is clicked any lines that have been entered with an amount of 0 00 will be deleted and the journal description will be added to any lines that have not been given an individual description Please Note When a staff code is selected the description field will default to the selected staff members name When processing the journal any descriptions that match a staff name will be replaced with the main journal description to ensure that users without payroll user rights do not see staff names within the Transactions Report If the description is changed in any way from the staff name it will not be replaced Journal Details Voucher Numbers 10226 to 10231 P De eee Click Yes to print a report showing the journal processed or No to exit the screen Do vou wish to print the journal details Section 11 Entering Journals Page 2 of 29 Schools Finance STAR ACCOUNTS User Guide Section 11 Entering Journals Preview Balances if Posted lf you wish to view the effect the current journal will have on the balances of the relevant Subjective Capital and Department codes click the Preview Balances if Posted button This will open a
200. cted the Total Income Selected at the top of the screen will be updated Total Income Selected 83 00 To automatically select all lines entered double click the Batch label at the top of the screen Process Income Once all required income lines have been selected to be included in the current Batch enter the Paying in Slip Number and Paid in Date at the top of the screen Paying In Slip Number 501238 Ensure that the Total Income Selected Paid in Date ZOE matches the total of the paying in slip Total Income Selected 83 00 before processing When these details have been entered and any receipt Process requirements entered see below click the Process Selected Selected button ENS Section 8 Entering Transactions Page 10 of 32 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions Once Process Selected is clicked the system will validate all of the lines selected to be included in the current Batch to ensure that all of the required information to process the income has been entered Correct any issues that are reported and click Process Selected again Are vou sure you Wish to process the banking totalling 83 007 ws e e Click Yes to Continue Click No or Cancel to stop the process If you have requested receipts to be printed see below ensure that they have printed correctly and then clic
201. ctly to the folder specified in the Path to Backup Directory Path of Backup Directory Please Note Double clicking the backup StarBackup rirectory path here will open the backup 1 User Logout Each time a user closes Star Accounts completely a backup will be made of the datafile at that point This will be labelled as Location Code Datafile Date Exit and User Name for example 9998 Main 150310 Exit Stuart mdb Please Note This file will be overwritten every time the user logs out on the specified date i e only one exit backup will be made per user per day 2 Period End At each Period End a backup is made of the datafile at the roll forward point This will be labelled as Location Code Datafile Month Month End File and User Name for example 9998 Main P08 Month End File Stuart mdb User Generated Temporary backups Temporary backups can also be created within the Backup Review screen at any time by clicking the Backup Datafile button This will create a backup of the current datafile in the Backup Datatile Path to Backup Directory location as shown above The backup file created by this procedure will include the time of the backup in the filename for example 9999 Main 160211 145202 Stuart mdb Click OK to this message It could take several minutes Backup Complete for this message to appear The list of backups will then refresh and the backup that has just been made will
202. customers list The Supplier Search drop down box can be typed into to aid with searching for customers For example if you wish to search for the customer Norfolk Children s Book Centre typing in Norf into the drop down box will begin to filter the list to those customers that begin with Nort Section 18 Debtors Page 6 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Supplier Search Morna fe ele Dele a lf the customer shown matches the one you are searching for either hit the enter key or press the tab key and the customer will be highlighted ee ee L Norfolk Childrens Book Centre Sorting Options D Sort by Customer The default order for the customers list is Sort by Default Sub alphabetically by customer name If you wish to sort l the list by the Default Subjective Code Department 2 Sort by Default Dept Code or Group select the required option on screen O Sort by Group Manage Customers From the Customers screen click the Manage Customers button This will open a screen listing all customers held within Star Accounts that have not been used during the current financial year either transactions or commitments Manage Customers z3 Manage Customers Customers not linked to a Transaction or Outstanding Commitment Supplier Mame James Stanford Y Mr Adams Y Test Y Delete Selected Delete a Customer To d
203. d against the asset along with the date the next maintenance is expected Maintenance History Hext Scheduled Maintenance 03 Jun 14 Ref Type Date Details Performed By Cost Pass 4 Drama Equipment Inspection 03 Jun 43 PAT Testing Janes Stanford 1 45 fl Section 20 Asset Register Page 43 of 49 Schools Finance STAR Accounts Asset Register The next section lists any instances where the asset was loaned to a third party sorted in ascending order by Date of Loan Loan History Expected Actual Retum Retum Ref Loanee Date of Loan Date Date Hotes B Gorneston Brownies 01 Jun 13 04 Jun 13 04 Jun 13 Borrowed tor Fundraising Event Please Note If the asset is currently loaned to a third party this will be denoted by the Loanee field being highlighted in bold lf the asset has been sold or disposed the details of the disposal sale will also be shown within this report Disposal Sale Details Disposal Depreciation Het Value Disposal Sale Date Sold To f applicable Charged at Disposal Proceeds Reason 1206 2013 A Hall 126 5 29 5 00 Sold Disposal Disposal Sale Details Disposal Depreciation Het Value Disposal Sale Date Sold To f applicable Charged at Disposal Proceeds Reason 2006 2013 10 35 15 90 0 00 Glass broken replacement part no longer manufactured Reports From the Assets tab click the Asset Reports Reports button Reports Asset Reporting Inventory Report Spe
204. d maintenance plan this date should be changed to reflect the date the check will next be required This field will default to one year from today s date when the screen is first opened or Reset is clicked Click the Reset button at any point to remove any filters keset applied and reset the Safety Checks Details to a blank record which will include changing the Date of Check back to today s date Section 20 Asset Register Page 26 of 49 Schools Finance v5 84 STAR Accounts Asset Register Select Assets to Update Once the Safety Check Details have been entered the assets required to be updated should be highlighted within the list of assets at the bottom of the screen by clicking each required asset Asset Due Description Location 14 EXTINGUISHER 001 SHALL 45 EXTINGUISHER O04 HALL O3M06 201 3 EXTINGUISHER 001 HALL EXTIMGUISHER O02 STORE EXTIMGUISHER 003 CORRIDOR EXTIMGUISHER 003 CORRIDOR EXTIMGUISHER 008 s ROBINS CLASS EXTINGUISHER 009 CHAIR STORE FIRE BLANKET 011 SERWERY EXTIMGUISHER 011 SERVER Please Note Only those assets the PASSED the maintenance safety check should be selected within the asset list Select sll Click Select All if you wish to highlight all of the assets shown in the list eat Click De Select AIP if you wish to remove the highlights l from all of the selected assets Sorting Options The asset list can be sorted by Asset N
205. d order line or cancel entering a new order line Section 7 Purchase Orders Page 5 of 29 Schools Finance STAR ACCOUNTS User Guide Section 7 Purchase Orders Additional Details Supplier ESPO Address Bamsdale Way Grove Park Enderby Leicestershire Add a line LE194 TES Special Requests Alternative Delivery Address Hl Order Requisitioned By Do Special Requests Click the Special Requests button to enter any additional information relevant to the order such as a preferred delivery time Special Requests These details are entered at the bottom Please deliver in the afternoon of the screen once the button has been clicked Alternative Delivery Address lf the order needs to be delivered to a different address select the required address from the drop down list The Customer Address on screen will change to show the full address of the alternate when selected Please Note This list will show all alternative delivery addresses created within the School Details screen see Section 2 If the required address does not exist double click the drop down list to create a new one Order Requisitioned By If an order needs to be marked for the attention of a specific member of staff steson Heidi z select their name from the drop down list Alexander Claire Allison Micheala Please Note Only staff members appearing in your staffing list can be selected see Section 5 Delete a L
206. dependant on whether any income is to be generated from its disposal or whether ownership of the asset is being transferred to another person group lf income is to be generated from disposing of the asset it should be sold as per instructions above If no income is to be generated but ownership of the asset is being transferred to another person group i e the asset is being free of charge to another person group it should be sold with a price of 0 00 lf an asset is not being transferred to another person or group i e it is to be thrown away because it is no longer in a working condition or is not repairable then it should be marked as disposed Transactions Records Process Reports Options Debtors Assets D Description cation 227 LAPTOP COMPUTER 007 HALL Active MO MUSICAL KEYBOARD O01 HALL Sald 20 STOOL PAMO 007 HALL Active ELECTRIC FIANO 001 HALL Acti PHOTOCOPIER 007 HALL Double click the asset to be sold within the Assets tab to view its detailed record Change the Status of the asset from 75 Artie z 5 J C YE Active to Disposed Peranmeni Staf Mame ET Location Sald Bice ile asia PS Enter a reason for the asset Please enter a reason For the disposal of this asset ok being disposed and click e g Stolen Lost Broken ete ok OK Click Cancel to stop Cancel a the disposal and reset the assets status back to CO Active Secti
207. ding invoices lettings should be undertaken This should be completed prior to generating year end debtors From the Debtors Menu click the Aged Debtor button Invoice Activity Amounts Outstanding Inv Mo Date Date Invoice Total Paid to Date Current SSW ks E ks SOVWks T otal 305 22 May 13 36 46 0 00 0 00 0 00 0 00 36 46 36 46 Aduk Education 0 00 0 00 0 00 36 46 76 46 308 O Noyvis 23 Jun 14 250 00 0 00 250 00 0 00 0 00 0 00 25000 Helen Massy 750 00 0 00 0 00 0 00 750 00 This report details all invoice lettings commitments held within Star Accounts according to how old the invoice is detailed view above Please Note The age of the commitment is determined by the invoice date therefore if an invoice is entered in Period 1 with a full years commitments this will always show as older than 90 days once Period 4 has passed Checks should be made to determine if a The invoice is no longer required and should be cancelled or b The income relating to the invoice has been paid via an income transaction or c A credit line has been entered that nets the invoice to zero but the commitment hasn t been cleared d The invoice must be written off as a bad debt lf any of the above situations has arisen the commitments held for those invoices should be cleared This is completed using the options to Clear Outstanding Balance or Write off Bad Debts see Section 18 Section 1
208. double clicking it within the outstanding invoices list An invoice cannot be amended if it has been included on a subsidy claim or cancelled Amend any details within the invoice as required Please Note Once an invoice has been printed to amend any of the details you must enter a new line and delete the original incorrect line Printed 1 This Field cannot be amended as the invoice has been printed kal Click the Delete button on the required line Cancel Commitment E Do you wish to cancel the commitment For this line Click Yes to remove the line Mo or No to cancel An invoice line will not be able to be deleted if payments registered against the invoice exceed the revised Invoice Total if the changes were made X You cannot remove this line as the Invoice Total will be less than the amount already paid View an Invoice Highlight the invoice required within the outstanding invoices list and click View Invoice You cannot amend any details on an invoice in View mode Please note that you are in VIEW mode only and cannot amend any details Click OK and the selected invoice will open on screen Section 18 Debtors Page 21 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Cancel an Invoice Highlight the invoice required within the outstanding invoices list and click Cancel Invoice Invoices cannot be cancelled that have been part paid
209. down list Only those Department Codes marked as activities will be shown within the drop down list The date of the activity is shown within the drop down Ist for information purposes Please Note The Activities Account should be produced before any action is taken to rectify any surpluses deficits The Activities Account is to be used to show the balance at the end of the activity and how any over under spend is to be funded Any correcting action must only be taken after the Activities Account has been approved by the school governors Excess of Income over Expenditure If the selected activity is underspent i e a PROFIT has been made as the income collected is greater than the Expenditure spent the following fields will appear Excess of Income over Expenditure 30 53 Excess of Income Refunded to parents 0 00 Excess of Income Transferred to Main Account z0 00 Enter whether the income is intended to be refunded to parents or transferred to the general accumulated fund account The amounts must be entered as negative amounts After entering the amount in the relevant field click the Print button to view the activity account on screen lf a refund is to be offered to parents additional transactions should be entered to issue refund cheques see Section 8 Page 7 of the Star Accounts User Guide for details If the profit is to be retained by the school no further action will be required however you may wish to Inactivate
210. e Send Email message above A copy of the selected backup will then be saved to your Outputs Path location usually the AVCO Outbox Send Email i 4 copy of the selected datafile has been saved to your Outbox named 9996Main mds please manually attach this File to an email Once the E mail has been sucessfully sent delete the File From your Outbox Section 16 Back Up Routine Page 5 of 13 Schools Finance STAR ACCOUNTS User guide Section 16 Back up Routine Click OK The output path location where the backup file was __ lUsers Gesktoptoutbox Mame saved to will then open on screen The backup file should Soxsmen then be manually attached to an email for and sent to ob lusions FSP efs ca norfolk gov uk or the email address of the person Gks requesting the file aMinidata aca zs 9998Main mdx Via AVCO AnyComms If you clicked No to the Send Backup message to send the file via AVCO the following process will be carried out AVCO Current Datafile The selected datafile has been copied to the Department folder within your AVCO Outbox Please start a call to send the file when prompted Click OK AVCO AnyComms will then open and a call should be started to send the file to County Hall if AVCO is installed on the computer being used to send the backup Deleting Temporary Backups System During the period end roll forward process Star Accounts will delete any sy
211. e field will take the user to the Transaction Report see below filtered for the CFR group that the figure related to e g E19 108 etc for the entire financial year Commitment Double clicking the Commitment field will take the user to the Review Commitments screen see above filtered for any outstanding orders invoices relating to the CFR group that the figure related to e g E19 108 etc Section 17 Reports Page 7 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Remove Commitments Remove Zero Lines Profiled Click Remove Commitments if you wish to ignore the commitment figures in the BCR they will be set to zero and the balance figure recalculated Click Remove Zero Lines if you wish to ignore CFR Lines that have not been used during the current financial year i e the figure shown in the Budget Current Month To Date and Commitment fields are all Zero Click Profiled if you wish to view the Summary BCR according to your schools defined profiles see Section 6 This option will not appear if the Budget Profiling feature has not been activated Click to view the Budget History Report see Section 6 Click to export the Summary BCR to Microsoft Excel Click to print the Summary BCR Click to Exit GACE Detailed Subjective BCR From the Reports tab click the Detailed BCR button The Detailed BCR can also be access
212. e Screen Size Access 2007 2010 Once any issues have been resolved you will need to re import the download again as per the instructions above Section 14 Download Page 3 of 10 Schools Finance STAR ACCOUNTS User Guide Section 14 Download Reprint a Download To reprint a previously processed download click Reprint Reprint Download Download within the Process tab A drop down list will appear showing all periods for the current year including the current period 01 April which a download should have been processed in 0z May J3 June Select the required period from the drop down list lf the download for the selected period has been processed the download report will then open on screen This can be printed via the Star Accounts drop down The following error message will appear for any period selected which a download has not been completed for The download For Period 02 has not been processed yet Please select another period Click OK and select a different period Section 14 Download Page 4 of 10 Schools Finance STAR ACCOUNTS User Guide Section 14 Download Purchasing Card Recharges Each month purchasing card users are required to log into the BarclayCard website and code their purchasing card transactions These transactions will be included in the next download received by the school on the subjective codes entered into the website These transacti
213. e Staff Monitoring Report Section 5 Staff Details Page 11 of 11 Schools Finance STAR ACCOUNTS User Guide Section 6 Budget Transactions Profiling Entering Budgets Transactions Tab Please Note From April 2015 all budgets can only be entered into Star Accounts via the Budget Planner Software either automatically or via the manual import see below From April 2015 clicking the Budget button will take users straight to the Budget History screen as below Budget History Transactions Record From the Main Menu click the Budget button to see details of all revisions made to budgets within Star Accounts Budget This report provides details of all budget entries amendments made during the current financial year his Budget Details ela Import Show swete OCC TE iy Canital ns Department O Dept Only Revision Date Subj Only Subjective Departme Capital Description Date User 04800 494 190 00 Imported Budget Original 30 Dec 14 Importer 04600 PUPIL PREMIUM 34 324 00 Imported Budget Original 30 Dec 14 Importer 04550 15 400 00 Imported Budget Original 30 Dec 14 Importer 09650 140 360 00 Imported Budget Original 30 Dec 14 Importer O9650 LIBRARY 6 267 00 Imported Budget Original 30 Dec 14 Importer Use the drop down boxes to filter by Subjective Capital Department code or Revision Date alw Click Show All to remove any filters that have been I
214. e batch total will be 622 54 The original vouchers and reversals will automatically be reconciled to statement 2 as part of this process Click Yes to reverse the selected payment or No to cancel Section 10 Cheque Printing BACS Payments Page 18 of 19 Schools Finance STAR ACCOUNTS User Guide Section 10 Cheque Printing BACS Payments If Yes is selected in the BACS Reissue Reversal message to reissue all payments within the chosen batch the following message will appear Preise X Gre you sure you wish to reissue the BACS Payment of 97 00 For Greater Anglia The payment will be recreated with new voucher numbers and will need to be re assigned to a new BACS batch The original vouchers and reversals will automaticaly be reconciled to statement 2 as part of this process Click Yes to complete the reissue or No to cancel Reason for Reissue Enter 4 Reason If Yes is selected enter a brief a meaningful reason for the eres reissue then click OK Click Cancel to stop the reissue Payment Reissued process All of the payments relating to the selected BACS batch will be reversed and recreated meaning they will appear again within the Cheque Run screen ready to be re assigned to a new BACS batch Generally the reason for an individual payment to be rejected is because the bank account details entered are incorrect When reversing
215. e deletion of the record Enter a brief reason for deleting the L order and click OK Click Cancel Caneel to stop the order deletion Order taized in error Editing an Order Line To edit a line from an order view the original order by double clicking it within the Orders Summary List Catalogue ld Description a ee Double Click either the Catalogue ID or 8291P BATTERY mnisoo1 sveKio Description of the required line to view the 0292P BATTERY ALK MN1604 OY PK10 Order Details screen Make any amendments as necessary within the Order Details screen and then click Return to Main Order to save the changes made Please Note Order lines that have been part received or part paid cannot be edited The remaining commitment for the order line should be cleared via the Pay Receive Orders screen and anew line added with the amended details for the remaining items ordered Section 7 Purchase Orders Page 7 of 29 Schools Finance STAR ACCOUNTS User Guide Section 7 Purchase Orders Adding a Line To add additional lines to an order for example to add postage and packing costs view the original order by double clicking it within the Orders Summary List Supplier ESPO Address Barnsdale Way od ee l Cie Pak Click Add a Line Once details of the new line Enderby have been added click Return to Main Order Leicestershire to view the amended order Add a line 4 LE19
216. e end of this User Guide Please Note his file will be overwritten with the current datafiles each time this button is clicked It is advised to retain at least one copy of the complete backup off site on a monthly basis once a period end has been completed System Generated Temporary Backups Star Accounts will generate temporary backups during normal use of the system These backups will be saved directly to the folder specified in the Path to Backup Directory Path to Backup Directory Please Note Double clicking the jamessohStaribackup Backups backup directory path here will open the backup folder 1 User Logout Each time a user closes Star Accounts completely a backup will be made of the datafile at that point This will be labelled as Location Code amp Datafile Date amp Exit amp User Name for example 9999Main 150310 Exit Stuart sql Please Note This file will be overwritten every time the user logs out on the specified date i e only one exit backup will be made per user per day section 16 Back Up Routine Page 9 of 13 Schools Finance STAR ACCOUNTS User guide Section 16 Back up Routine 2 Period End At each Period End a backup is made of the datafile at the roll forward point This will be labelled as Location Code Datafile Month Month_End_File and User Name for example 9998Main P08 Month_End_File Stuart sql User Generated Temporary backups Temporary backups c
217. e g Smith Mary Ellen Star Accounts will not accept apostrophes in names If you have a member of staff with an apostrophe in their name you will need to replace it with a hyphen or a space for example Martin O Shea must be entered as O Shea Martin or O Shea Martin F T E Enter the Full Time Equivalent of the staff member Enter 1 00 for a full time staff member Section 5 Staff Details Page 1 of 11 Schools Finance Star Accounts User Guide Section 5 Staff Details Type Select the required staff type from the drop down list Subj Select the subjective code that relates to the staff member The subjective code chosen relates to the subjective that any staffing budgets are assigned to within the budget planner software Only valid subjective codes for the Type of staff member will be shown within this list Position Held Enter the job title held by the staff member Email Enter an email address for the staff member if required This email address is used in conjunction with emailing department reports to departmental contacts see section 3 Department Dept Select a Department Code from the drop down list to be assigned to the staff member if required Please Note The department code selected will be assigned to any downloaded transactions for that staff member automatically when a download is completed This feature has been added primarily for Children s Centres who are requir
218. e has previously been cancelled it cannot be resubmitted The commitment For the requested journal has been cancelled For the Following reason Rejected by NOC Invalid Subjective Code Therefore this journal cannot be re submitted Please enter a new journal lf a journal with a matching reference can be found within the Star Accounts archives the following message will appear File Copied Fa The requested journal has been copied to your Outputs Path Please ensure this is transferred via AnyComms Plus as soon as possible The file should then be transferred as soon as possible lf Star Accounts cannot find a journal with a matching reference to the one entered the following message will appear Click No to cancel the process or Yes to open the archive folder containing all previously submitted NCC Journal request to search for the required file The requested journal File cannot be Found Would you like to open the Journals Folder Section 11 Entering Journals Page 29 of 29 Schools Finance STAR ACCOUNTS User Guide Section 12 Petty Cash Creating a Petty Cash Account To be able to use a petty cash account within Star Accounts a petty cash account must be created within the Accounts screen actions Records Proce From the Main Menu select the Records tab and then click School Details Click View Accounts Vew Account hls Capital Codes Alter
219. e invoice received 290 927 lf this total does not match the invoice amend any lines that differ from the invoice until the figure shown on screen matches the invoice Once the Total to Pay figure matches the Pay All Received invoice click Pay All Received Gross TEAT y 65553 1 14 59 2 92 17 51 46019 6 71 54 4 31 25 55 ESPO Order No 4355 46361 6 15 60 3 12 18 72 46388 6 15 60 3 12 18 72 11916 1 15 05 3 01 18 06 132465 1 E445 0 53 5 34 Select Alternative Payee 192473 1 445 089 534 ___Seectaternative Payee 61329 4 19 00 3 80 22 850 Enter 54505 4 7 20 1 44 6 64 Cheque 54461 2 2 10 0 42 2 52 Details M 26336 1 0 48 0 10 0 58 Future 125040 2 11 70 2 34 14 04 Invoice Date Year 67505 2 10 70 2 14 12 84 mooie Number Payment 101362 1 10 95 2 19 13 14 Tak a 118966 4 10 00 2 000 12 00 Net f1e3 41 Debit wat 32 69 Cheque Total 196 10 Pay All Youcher Number s From 84 77 To 84 791 AL The voucher numbers that will be assigned to the transactions created when the payment is processed are shown here If an order line is highlighted within the list the coding details for that line will also be shown Invoice Date 04 1 1343 Enter the Invoice Date and Invoice meae Munie Fiz45 2444 Number from the invoice received Net 321 77 The Net VAT and Cheque Total vat 64 35 amounts are a
220. e order required sot By Subjective au Export Staff List to Microsoft Excel To export a full staff list into Microsoft Excel click the Export Export to Excel to Excel button Export Staff File 4 file called Staff xls will be created that you can save to any folder This will replace any existing Staff xls File in the chosen location 4re vou sure you wish to continue Yes Mo Click Yes to continue or No to cancel Browse for Folder E E Select the Folder to save select the location you wish to save the spreadsheet to and then click OK sala 314 Floppy 4 3 a Local Disk 0 4 SS Baldrys on Edu chivol2Users D3 H a Compact Disc E EE Apps on Edu chivolt F Once the details have been exported the MA Removable Disk Gs i Baldrys on Edu chivol Users Ps Staff xls spreadsheet will open on screen o H E EFs on Eduechivalt 5 3 o A E Public on Edu ch Sys 23 ca sa Control Panel E g Mobile Device 1 A Mu Methmnrk Parez x cencel_ Section 5 Staff Details Page 6 of 11 Schools Finance Star Accounts User Guide Section 5 Staff Details Individual Employee Report To show details of downloaded payroll transactions against a member of staff highlight their name in the staffing list and click Employee Report This will give a list of all transactions against the selected employee for the current financial year Staff Report Ad
221. e orders to be uploaded click Upload eae Pending Orders Upload Authorised Orders 4re you sure you wish to upload the authorised orders to ESPO Click Yes to co ntinue or No to cancel Audit may seek assurance that the orders selected have been authorised If Yes is clicked to the above message Star Accounts will loop through each highlighted order creating the required output file which will be attached to an email to be sent to ESPO If the system appears to freeze during this process it may be that an email prompt is hidden behind Star Accounts If the prompt below cannot be seen on screen as below please click on the Microsoft Outlook tab within the start bar to view it Microsoft Office Outlook _ fi a Start 5 Ei D Inbox Microsoft O ANY eee is trying to automatically send e mail on your eha Do vou want bo allow this Click Yes to send the email IF this is unexpected it may be a virus and you should This will be required for each aaa order to be uploaded Please Note You must not click No to any of the send email messages Section 7 Purchase Orders Page 19 of 29 Schools Finance STAR ACCOUNTS User Guide Section 7 Purchase Orders Please wait for the confirmation message to appear before Upload Complete continuing Click OK Resubmit an Online Order Once an order has been uploaded to the ESPO website it will disappear from the list of O
222. e reconciled to statement 2 as part of this process Click Yes to reverse the BACS batch or No to cancel Section 10 Cheque Printing BACS Payments Page 16 of 19 Schools Finance STAR ACCOUNTS User Guide Section 10 Cheque Printing BACS Payments If Yes is selected in the BACS Reissue Reversal message to reissue all payments within the chosen batch the following message will appear 6 re you sure you wish to reissue the entire BACS Payment of 919 547 The payments listed will be recreated with new voucher numbers and will need to be re assigned to a new BACS batch The original vouchers and reversals will automatically be reconciled to statement 2 as part of this process Reason for Reissue If Yes is selected enter a brief a meaningful reason for the eee reissue then click OK Click Cancel to stop the reissue Payment Reissued process Enter 4 Reason All of the payments relating to the selected BACS batch will be reversed and recreated meaning they will appear again within the Cheque Run screen ready to be re assigned to a new BACS batch Section 10 Cheque Printing BACS Payments Page 17 of 19 Schools Finance STAR ACCOUNTS User Guide Section 10 Cheque Printing BACS Payments Cancel Reissue an Individual Payment When opened the Cheque Transaction Reversal screen will default to the LMS Bank Account From the drop down
223. e the transaction details Gross __ 2 500 00 as the normal transaction Nett 2 083 33 instructions above Yat Rate fH 20 00 Yat 416 67 Details j Fees Direct Debit Order No Order Date Enter Coding Details mile Coding m piye yea Bayer Subjective 40850 Education Equipment amp Merial Capital beosrent z Complete the coding details as required Bank Account LMS z and then place a tick in the future year payment box by clicking it Future Year x Are you sure this is a Future year transaction Future year transactions will not appear on your BCR until the new Financial year and would not be expected to be entered prior to Period 9 Yes Moa Please Note Any payments entered as future year payments will not appear on the current financial years Budget Control Report Click Yes to enter the transaction as a Future Year Transaction or No to cancel lf you clicked Yes and processed the transaction it will automatically be rolled forward to the next financial year as part of the year end procedure Section 8 Entering Transactions Page 19 of 32 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions Reversing a Transaction Once a transaction has been entered into Star Accounts it cannot be edited If incorrect subjective capital or department codes have been used a journal can be entered to transfer the amounts to the required codes
224. e top of this Vat 0 screen includes the details entered on the main Gross 934 15 transaction screen This total must agree to the invoice total paying in slip total before processing the transaction Once all additional lines are entered click the exit key to return to the full transaction screen Process the transaction as normal Add New Transaction or Save and Return to Menu All lines entered will be shown within the Details of Transactions for the supplier within the Transaction Summary screen when processed Details of Transactions Order Number Details 10224 0 7 Aug l 180 00 JH456218 65 Equipment For Science Fair 10225 Of Gug 12 154 19 JH456218 85 Equipment For Science Fair Section 8 Entering Transactions Page 13 of 32 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions Running Bank Total When entering income and expenditure transactions a running total of the balances of all bank accounts held in the system will be shown to the right of the screen Please Note The balances shown here will not relate to Bank Balances LMS 7 480 86 any bank statements you may have received Petty Cash 0 00 The balance shown here assumes every transaction that has been entered into system has been reconciled The bank balances shown on this screen are to be used as an indicator as to whether your account will be overdrawn if every item of unreconciled income e
225. e unreconciled and then click Unreconcile View Prior Reconciled Statements To view any previously reconciled bank statements please click Show Reconciled Statements A list of all bank statements reconciled within Star Accounts will then appear behind the reconciled bank balance box Click Hide Reconciled Statements to close this list Double click the statement number Sees a to be viewed E n 232 63 56 Please Note 231 3 395 64 All journals are reconciled to Bank 226 1 4141 64 Statement 1 225 3 00 224 13 00 All reversed transactions are reconciled to Bank Statement 2 with the original ae SENI entry Unreconciled Total 16 652 07 xl TWEE Downloaded items are reconciled to Bank Statement 999999 All of the transactions listed in the reconciled transactions section will relate to the bank statement that was double clicked as above If view a printable copy of the transactions reconciled to a specific Peconcied bank statement click the Print Reconciled Cheque Details button Detai _ Section 13 Bank Reconciliations Page 4 of 11 Schools Finance STAR ACCOUNTS User Guide Section 13 Bank Reconciliations Enter Parameter alue z Ea Enter Reconciliation Number r Enter the bank statement number required and then d click OK A report detailing all the reconciled items relating to the requested statement number will then be shown This can then
226. eate a Template Date Required Validate Assets Import the Template Page 13 Manually Creating an Asset Page 18 Import Assets from Transactions Import Specific Transaction Page 24 Asset Maintenance Safety Checks Individual Update Multiple Updates Page 28 Loaning an Asset Page 31 Selling an Asset Page 35 Asset Disposal Reactivate Disposed Asset Page 37 Delete Asset Page 38 Asset Reporting Find Asset Detailed Asset Report Asset Reporting Inventory Report Loaned Assets Report Sold Assets Report Disposed Assets Report Replacement Report Safety Report The Asset Register Module is only available in the SQL version of Star Accounts Please contact Accounting Software Support if you wish to purchase this module Section 20 Asset Register Page 1 of 49 Schools Finance STAR Accounts Asset Register Getting Started To access the Asset Register package the Asset Register option must be activated within the Schools Details screen eee see Section 2 All users that are required to access the Asset Register must also have this option assigned to their User ID see Section 2 E User Access Rights Add User ID Delete User ID Change Primary User Data Debtors Read BACS BACS Asset Primary User IO Admin Entry Ordering Only Only Payroll Creator Authoriger Register User James O o o o oO 4 Reset Fassword Stuart O O Once activated an Assets tab will appea
227. ebiting school to ensure that the subjective codes selected are correct for the requested transfer for example subjective codes 74460 and 99190 should be used conjunction with each other When Post is clicked the recharge spreadsheet will report any issues with these subjective codes Error X The Download Only subjective codes within the journal do not balance to zera Please check the data and try again Section 11 Entering Journals Page 18 of 29 Schools Finance STAR ACCOUNTS User Guide Section 11 Entering Journals Validation Passed When the recharge passes the validation process the current journal request will be printed This print should be retained and used in conjunction with the next download to ensure the recharge has been completed Once printed the recharge will be copied to both the Output Path location contained within the Star Accounts datafile used to create the file and the Archive folder within the Star folder for future reference The posting process will also attempt to email the file to efs ca norfolk gov uk lf the system appears to freeze during posting it may be that an email prompt is hidden behind the spreadsheet If you do not see the prompt on screen as below please click on the Microsoft Outlook tab within the start bar to view it start 5 Ei a O Inbox Microsoft o Microsoft Office Outlook 4 program is trying to automatically se
228. ect before saving this invoice Click Yes to save and close the invoice or No to make further amendments The current invoice can be closed without saving any of the details entered by clicking Exit without Saving Section 18 Debtors Page 13 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Enter a Standard Invoice From the Debtors tab click Enter a Standard Invoice and select the required customer from the drop down list If the required customer does not appear in the list it can be created at this point by double clicking the list can ig Children Stibbard Childrens Centre The g rou p assig ned to any Adult E PERRE Aden Coombes customers is shown for eee ene information purposes Receive Suh Alex Champion ORE Standard invoices can be entered for any customer within the debtors system Invoice Number 51 Invoice Date 20 Aug 12 Customer Mrs Knights Year Ic Multiple Invoice E Department MusIc2 Subjective e5460 Status Actual Commitment x Special Instructions The Invoice Number Invoice Date and Customer will automatically be entered by Star Accounts The Year will default to C Current Year however the Year F Future Year can be selected if the invoice relates to dates for the next financial year Any invoices entered as F will not appear as outstanding commitments within the BCR of t
229. ection 11 Entering Journals Journal Templates lf you regularly journal amounts between two codes for example to transfer departmental expenditure it may prove useful to create journal templates From the Journal screen double click the yellow Templates list to open the create journal templates screen Bank Transfer Petty Cash Other Download Only Templates Description Journal Templates Select Create a template w Enter a name for e the template subjective Department staf Code moy Doo Select the subjective code and department code or staff code if required that the journal transfer is to take place between For Example The following journal template is to re code downloaded staffing costs for the selected staff codes to a different subjective code Select Create a template he hls staff Re Coding subjectve Department staff Code C E eC CA Le E eT E Click the exit key to return to the main journal screen once all details required have been entered The journal template name will now appear in the Templates list Use the drop down arrow to select the template required Subj Department Capital staff Code Amount Bank A C Description The coding details for the journal will automatically be entered so only the Amount fields will need to be completed Please Note If the template includes a staff code the line description will be updated to show the staff members name Sectio
230. ed by clicking the Detailed BCR button within the Summary BCR TT f Remove Commitments Detailed BCR Remove Zero Lines ae Ej T CFR Profiled Subj Description Budget June To Date Commitment Balance Spent 98690 Cluster Funding 0 0 00 0 00 0 00 0 00 PEE 98940 Budget Share 2 904 265 O 00 2 904 263 00 0 00 0 00 100 00 101 Funds Delegated by the LEA 2 904 263 0 00 2 904 263 00 0 00 0 00 100 00 98950 6th Form Funding 0 0 00 0 00 0 00 0 00 PEE 99020 16 19 Bursary Fund 0 0 00 0 00 0 00 0 00 PEE 102 Funding for sixth form students 0 0 00 0 00 0 00 0 00 gt gt gt 98770 Internal Recharge SEM Cluster 0 0 00 31 546 34 0 00 31 S46 34 PES 98960 SEN Funding 50 000 0 00 0 00 0 00 50 000 00 0 00 103 SEN funding not for special schools 50 000 0 00 31 546 34 0 00 18 453 66 63 09 The Detailed BCR provides a breakdown of income and expenditure at Subjective Code and CFR level Section 17 Reports Page 8 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports From the Detailed BCR the Budget Current Month e g May To Date and Commitment figures can be further interrogated by double clicking the required figure If that figure is O no further screens will open Budget May To Date Commitment 0 0 00 0 00 0 00 1 651 291 O 00 1 851 291 00 0 00 1 851 291 0 00 1 851 251 00 0 00 Budget Double clicking the Budget field will take the user to the Budget
231. ed to ensure all transactions are coded to a department code before rolling forward but can be used by any school wishing to do the same Amending Staff Details To amend any of the details assigned to a staff member double click on their name in the employee list The details shown in Enter Amend section will relate to the selected staff member Enter Amend Staff Details Below Staff Code 012345 6 Save Record stattName Batary Stuet Pir r Type Teaching Subj paso f Position Held Teacher is Email Etuart baldry norfolkgovuk S Dept E Remove Dept Amend any details required and click Save Record Click Cancel to discard the changes made To remove a department from a Staff Members details please use the Remove Dept button Please Note Staff Codes cannot be amended If the staff code is incorrect a new record must be created Section 5 Staff Details Page 2 of 11 Schools Finance Star Accounts User Guide Section 5 Staff Details Deleting Staff Details To delete staff members highlight Unused stat Delete Employee their name within the employee list Staff Code Staff Name FTE Position and Cl ick th e D elet e Em pl oye e D1 2345 0 Serre B adry Stuart unnuunnnnunnnmnnmnnmnnmnnENNNNNNENENNNENNENENNNENNENENNNENNE N i 0g uman T Becher II button AAAA A E EEEE pcan pig Staff Members can only be deleted if there are no transactions assigned to their Staf
232. ed to your Outbox named 2675Main 16022011 130035 Val sql please s 1 manually attach this file to an email Once the E mail has been sucessfully sent delete the file from your Outbox where the backup file was saved to Name File and Folder Tasks Department will then open on screen The 2 2675Main 16022011 130035 Val sal backup file should then be manually attached to an email and sent to efs ca norfolk gov uk Via AVCO AnyComms lf you clicked No to the Send Backup message to send the file via AVCO the following process will be carried out AVCO Current Datafile ee es ee ae eee your AVCO Outbox Please start a call to send the file when prompted Click OK AVCO AnyComms will then open and a call should be started to send the file to County Hall if AVCO is installed on the computer being used to send the backup Section 19 SQL Users Page 5 of 7 Schools Finance STAR ACCOUNTS User Guide Section 19 SQL Users Restoring from a Backup lf you wish to restore your datafile from a backup due to corruption etc you MUST call Accounting Software Support 01603 222550 before attempting the following procedure The procedure is completed via the Select a Datafile screen Double Click here chidrenscentre etende Server Selection Type in your server name iF known or select ik From the drop down list Server INCC MMYSOLOL Fort J306 hls Restore data
233. een received it must be saved somewhere on the current computer to be browsed in as follows Once the file has been saved to the computer select the Records tab then click Import Subjective List Please Select the file SubjCodeListz010 t t fe i fa Upgrades 3 My Recent Dinner Registers amp Extended Schools faa Uploads 2011 et LS ae ZipDisk Desktop Browse in the file received from ma Ws Accounting Software Support and a a then either double click the file or My Documents fE highlight it and click Open hy Sane r k File name 5ubjCodeList2011 txt My Network Files of type Ett Cancel Places Open as read only te Prior to completing the subjective code update a backup of the accounts will be taken SQL users will be required to confirm that the backup can be taken as shown Non SQL Star Accounts will perform a backup without any prompting Section 15 Period and Year End Page 19 of 22 Schools Finance STAR ACCOUNTS User Guide Section 15 Period and Year End The system will perform 4 backup first This may take several minutes Do vou wish bo continue Yes Click Yes Backup Complete Subjective Codes Updated lick OK Click OK me lf the subjective code update is not successful for any reason the following error message will appear Click OK to this message and then contact the Accounting Software Suppor
234. efore continuing 2261 Assets Imported Section 20 Asset Register Page 5 of 49 Schools Finance v5 84 STAR Accounts Asset Register FileMaker Import Data Validation When FileMaker asset records are imported into Star Accounts the following changes will be made to the data to meet the minimum Star Accounts Asset Register requirements These details should be changed to the correct details within the Detailed Asset Record by overtyping or reselecting the required data as soon as possible Supplier If a supplier assigned to an asset within FileMaker matches either a supplier name or cheque payable name within Star Accounts it will assigned to the asset within Star Accounts All assets without a matching supplier or where no supplier was entered will be assigned to the supplier TOB This should be changed within the detailed record at a later date lf a supplier was entered within FileMaker but no corresponding supplier can be found within Star Accounts the description of the asset will be amended to State the FileMaker supplier within brackets 102 AMPLIFIER Dolphin Music HALL Active 101 TELEVISION LIBRARY STORE Active Please Note The supplier name in the FileMaker file must exactly match a supplier or Cheque Payable name within Star Accounts for TOB not to be entered Purchase Date If a purchase date does not exist in the FileMaker file the date the import was carried out will be entered Pu
235. elete any of the Customers shown highlight them within the list by clicking them once and click Delete Selected Are you sure vou wish to delete all selected Suppliers Customers Click Yes to delete the customers or No to cancel Section 18 Debtors Page 7 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Customers can also be deleted from the Edit Customer screen by double clicking the required customer from the full customers list and then clicking Delete Record Customers cannot be deleted if they have been used during the current financial year or if an outstanding commitment exists for the customer Details of all customers will be held in Star Accounts until they are deleted Deletion Cancelled Fa l Sorry this Customer has been used within Debtors and therefore cannot be deleted TF vou do nok wish to use the code in Future make the Code Inactive Inactivating a Customer lf a customer has been used during the current financial year it cannot be deleted However if you wish to ensure that no other transactions are coded to a customer it can be made inactive Inactive customers will still exist within the system for reporting purposes however only active customers can be selected when coding transactions or invoices To make a Customer inactive double click the required oe ear customer from the full customers list and place a tick in a Unactve t
236. email as a POF document Click Yes if the stated report is the one required or No if it is incorrect After clicking Yes Star Accounts will assess whether the computer has Microsoft Outlook as the default email account If Microsoft Outlook is the default email provider on the computer an email will open with the PDF report attached Section 20 Asset Register Page 40 of 49 Schools Finance v5 84 STAR Accounts Asset Register Send Ll i p 53 wy E ll i Gy ba 4 m f Enter the required email address and c f any other details as required and then subject Glick Send Attach Summary Subjective BCR as at 19 01 2012 pdf 58 KE SS lf Microsoft Outlook is not the default email provider on the computer the following message will appear Microsoft Outlook does not appear to be the default email account For this computer Once the report has printed to POF please manually attach the File pdf to an email Click OK If Microsoft Outlook is not the default email provider for the computer the process for printing the report to PDF will be followed After the report has been printed and saved the folder containing the report will open on screen Please Note The reports will em oomoo be saved with the Report Name Summary Subjective BCR as at 19 01 2012 pdF and as at today s date This report can then be manually attached to an email Section 20 Asset Register Page 41
237. en entered Any default subjective code entered can be changed if required Capital Code Type in the required capital code or select one from the drop down list if the order relates to capital expenditure Double click this list to enter the Capital Code screen to create or search for a capital code see section 3 Department Code Type in the required department code or select one from the drop down list if a default department has not been entered Any default department code entered can be changed if required Double click this list to enter the Department Code screen to create or search for a department code see section 3 Asset Register Place a tick in this box if you wish to flag the item as an item that needs to be added to your Asset Register see Section 20 Create Catalogue ltem lf the current order relates to supplier that doesn t have an associated catalogue but is one from which you regularly order the same items it may prove useful to create your own catalogue so that the same details do not have to be manually entered each time the item is ordered When a unique Catalogue ID Description Price and Unit of Measure have been entered click the Add 9d ltem to Catalogue Item to Catalogue button Section 7 Purchase Orders Page 4 of 29 Schools Finance STAR ACCOUNTS User Guide Section 7 Purchase Orders Coding Details Coding Details Asset Register f Subjective anes0 ha
238. ent 2 as part of this process Without a cheque number 4fter processing this reversal 76 21 will be left on the Cheque Run waiting For a cheque number X re you sure you wish bo reverse Youcher Number 20131 For 18 78 The original voucher and reversal will automatically be reconciled to statement 2 with Cheque Number 1 as part of this process Click No to cancel the reversal or Yes to continue Section 8 Entering Transactions Page 21 of 32 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions Reason for Reversal Dee eee If Yes is clicked enter a meaningful reason for the reversal being carried Emel out then click OK Click Cancel to stop the reversal Entered in error A balancing transaction using the original coding details will be created by this process Within the reversal transaction the invoice number will be shown as R and the original invoice number with the Details amended to show Reversal and the voucher number of the transaction reversed at the start of the description with the reversal reason added to the end For example Details Reversal vn20128 SIGN SMOKING UNLAWFUL 5 4 Duplicate Entry Please Note The original transaction and reversal entry will automatically be reconciled to statement number 2 as part of this process Reversing an Entire Cheque Paying In Slip with a che
239. entered for the items received reanga 1779 El Cleared by Remove Outstanding iis Supplier ESPO Download Commitment Catalogue Id mE 62 93P 2 4 00 0 850 4 50 2 0 4 50 3291P a 5 55 1 11 6 66 z 0 6 66 Highlight the line you wish to clear and click Remove Outstanding Commitment Clear Commitment Es Are you sure you wish ko remove the commitment of 4 80 From this order line Yes ho Click Yes to clear the commitment or No to cancel The Status for any line that has had a commitment SS EC 0 00 removed will show as C within the Order Receipt 6 66 screen Please Note Outstanding commitments should only be cleared after paying for any received items Removing outstanding commitments will amend the number of items ordered to equal the number of items paid If no items ona line have been registered as paid the whole line will be cleared from the order Section 7 Purchase Orders Page 23 of 29 Schools Finance STAR ACCOUNTS User Guide Section 7 Purchase Orders Cleared By Download Payments from Norfolk County Council will be received via the monthly download See Section 14 For example if the schools Finance Team audits your school fund account this charge will appear on the download An order should have been created to register the commitment for this expected expenditure within Star Accounts which must be cleared to ens
240. eport showing details of orders that were paid via a download from Norfolk County rders Cleared by Download Council click Orders cleared by Download Orders Cleared by Download Orde Mo Description Ordered Tota 1110 EPCY Clare Budget Yea 6 newtechincial writing tes 163 00 Ordered from Norfolk County Council 163 00 Cleared by Download in Period 3 1213 ECVE Ed Visit COrdinator traning 15 5 2013 Cra 90 00 Ordered from HEC Horfolk County Council 90 00 Cleared by Download in Period 5 Cancelled Orders To view any orders that have been cancelled See ae eee deleted click Show Cancelled Orders Order Number Supplier Name Status 175 ERSA Cancelled Automatically Mo data 1714 University of East Anglia Cancelled Automatically Mo data 1703 Amazon co uk Charges received by dovnload P12 2012 2013 1674 Pinknoize Systems Charges received by downoad P12 2012 2013 This will open a list of all deleted orders in the bottom of the screen along with the reason entered for deleting the order Click Hide Cancelled Orders to close this list Section 7 Purchase Orders Page 29 of 29 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions Entering Expenditure Transactions Transactions Tab Transactions p d i Records Invoices are entered as transactions if no order has been raised within Star Accounts From the Main Menu select the
241. er Reimb or Imprest Section 8 Entering Transactions Page 20 of 32 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions Reversing a Single Transaction When opened the Cheque Transaction Reversal screen will default to the LMS bank account i e the bank account to which your reimbursements are paid If the transaction to be reversed relates to a different bank account select the required account from the Bank Account drop down Bank Account eee Paying In T6108 9617 Cheque Paying In Slip Number Cheque Total spubb Fre id Select the required cheque A T paying in slip number from oe the drop down list Norse Eastern Ltd Cheque Transaction Reversal Bank Account ed ee ee S05346 r Cheque Tota 27651 Slip Number Reversible Total 276 51 T a a a Oe a ere ees ie Capital 119996 11 May lz IENE 24 00 HI VIS nean WMS MED 19995 11 May le 03156775 yi 13 56 DISPLAY ROLL BRICK 40850 Double click the transaction to be reversed Depending on whether the transaction had been assigned a cheque number or appears on the cheque run screen one of the following messages will appear With a cheque number Are you sure vou wish ko reverse Voucher Number 19995 For 9 557 After processing this reversal Cheque Number 505346 will total E266 96 The original voucher and reversal will automatically be reconciled to statem
242. er asset basis Performed By Enter the name of either the company or statf member that carried out the maintenance check Passed Place a tick in this field if the asset passed the maintenance safety check Next Schedule Maintenance If the current maintenance safety check being logged is part of a scheduled maintenance plan this date should be changed to reflect the date the check will next be required To delete maintenance records click the Delete button next to the required record te Rls Click the Exit key once all details have been entered Section 20 Asset Register Page 24 of 49 Schools Finance v5 84 STAR Accounts Asset Register Multiple Updates Maintenance Safety Check details can be updated against all assets listed with a specific Safety Checks category and Location if required from one place From the Assets tab click the Safety Checks button Safety Checks Type Location S Safety Check Details Date of Check 1206013 Cost Per Check 0 00 Performed By Next Scheduled 1606201 4 Check Select All De Select All Update Satety Checks Sorting Options Asset C Due Location Type Select the required type of safety check maintenance from the drop down list Type This list only shows those Location peers Seer ue Safety Checks that have Drama Equipment Inspection Safety Check Detail Electrical Safety In
243. er lal Weekly Payments E SIS Uploader Se ZipDisk 2515 Uploads 2012 Star A star DevelopmentLog Browse in the StarBudget20XX file created from 3 the Budget Planner XX being the current financial a year and then either double click the file or a Training Database highlight it and click Open Upgrades NONSOL B gA Upgrades SQL p i oe ae P This process will then update the budget within A Star Accounts to match the latest revision held in a File name StarBud the Budget Planner Nise Files of type laces Fe My Recent Documents Desktop Sf Star Imprest My Documents T Open as read only Any issues with invalid subjective codes will be reported once the budget has been imported These issues must be resolved for your budget to balance to Zero Budget Error The Following invalid Subjective code has been imported From the budget planner Subjective Code 48070 Budget 3 000 This budget will be reversed From Star Accounts and must be re entered against a valid subjective code for your BCR to balance Please Note The above Budget Error process will also be carried when opening the BCR section 6 Budget Transactions Page 2 of 3 Schools Finance STAR ACCOUNTS User Guide Section 6 Budget Transactions Profiling Budget Profiling It is not recommended that schools use this facility unless it fully understands the effect it has on the budget To acti
244. ermission to create authorise BACS payments see Section2 Page 4 3 Supplier records need to be updated to include Bank Account Details see Section 4 Page 4 actions Records Process Cheque BACS Run With the BACS feature activated the Cheque Run screen will default to exclude payments that are able to be processed via BACS From the Main Menu select the Process tab then click Cheque BACS Run Cheque Run excludes BACS transactions ExcludeBACS pacsonly C Al Invoice Date 2COR JHF445612 100 00 25 06 2013 CILT 10506 100 00 07 02 2011 CILT 10529 34 80 10 02 2011 Select the BACS Only flag to view those payments that are able to be processed via BACS i e payments for suppliers where the BACS flag was ticked see Section 4 Page 4 BACS Batch No o1 BACS Reference BACSOI Scheduled Payment Date Minimum 3 Working Days 21 01 15 Bank Account LMS T Cheque Run includes BACS only transactions C Exclude BACS i pacs only C al Please Note Only users with BACS Creator user rights will be able to process BACS Payments Scheduled Payment Date The Scheduled Payment Date only applies to schools using Lloyds as their BACS provider This date must be set to a minimum of 3 working days after the batch process date The date shown will be the minimum allowable when the BACS only option is clicked Section 10 Cheque Printing BACS Payments Page 6 of 19 School
245. ers Recode Purchasing Card Transactions Enter journals Section 1 Finding Your Way Around Star Accounts Page 1 of 9 Schools Finance STAR ACCOUNTS User Guide Section 1 Finding your way around Star Accounts Records actions Records Process Reports Options Create Codes and suppliers Department Codes Capital Codes Suppliers Enter School Details including bank details School Details search for transactions using any details known e g invoice number or amounts ort Subjective List View Subjective Codes Enter view staff details Find p Process Cheque Run Process Cheque Run Section 10 Bank Reconciliation Petty Cash Reconciliation Complete the Bank Petty Cash Reconciliation Reconciliation Statement ee Reconciliation Statement Collect Download Reprint Download Import payroll details collect a download or reprint a previously Period End Month End Issues imported download Process Period End Section 14 view a list of common month end issues to be resolved Section 1 Finding Your Way Around Star Accounts Page 2 of 9 Schools Finance STAR ACCOUNTS User Guide Section 1 Finding your way around Star Accounts Reports See Section 17 for Details of Reports sal Options Back up your accounts and review Backup Review previous backups Use this drop down to view a prior financial years datafile
246. es l Santander 83 Page Per Sorting 1 lf the Order Cheque Details option is selected this will be included in the report template If the Staff Names option is selected then staff names will automatically be shown within the report when the template is selected Creditors f All i Only f Exclude Please Note If the Staff Names option is chosen only users with Payroll access will be able to select that template Temple inf Double ick the Template field to view a report showing all templates currently held within Star Accounts Once you are happy that all of the required criteria and sorting options have been selected click the Save Template button id Section 17 Reports Page 31 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports lf the Show Filters on Report option has not been activated the following message will appear 45 Filters are not shown on the report they will mot be able to be shown when this template is selected Is this correct Click No to cancel or Yes to continue lf Yes is clicked the template name will be shown when the report is produced Click No to cancel the process to allow the filters to be shown on the report e g Year To Date Subjective OBSEO 0060 WO260 12960 13260 S060 1 S960 Remember If the filters applied are not shown on the report any other users that select the temp
247. es will automatically be reconciled to statement number 2 as part of this process Reversing an Entire Cheque without a cheque number When the Cheque Printing facility is activated all transactions relating to a supplier will be grouped within the Cheque Transaction Reversal screen by the supplier name lf any of these transactions require reversing for example if they are over 6 months old or have been entered in error they can be reversed as follows Cheque Paying In Slip Number Cheque Total Chubb Fre Ltd select the required Supplier aici from the top of the drop oo down list shown without a Norse Eastern Ltd cheque number Reverse i Click Reverse Single Invoice Number If the selected supplier has only one invoice number waiting to be assigned a cheque number the following message will appear Cheque Reversal Are vou sure you wish bo reverse all of the transactions listed For ESPO without a cheque number totalling 94 997 The original vouchers and reversals will automatically be reconciled to statement 2 as part of this process Click Yes to reverse all transactions without a cheque number for the selected supplier or No to cancel Section 8 Entering Transactions Page 23 of 32 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions Multiple Invoice Numbers Due to the grouping of the transactions by Supplier Name there may
248. est level of a petty cash account i e the maximum level of cash to be held in the petty cash tin the Imprest Level of the LMS account should be reduced by the required amount and the Imprest Level of the Petty Cash increased by the required amount Reconciled Balances Enter adjustment required to reconcile the statement Ove rtype the Imprest Outstanding Reimbursements B fwd 0 005 65 values with the required Curent Month Adjustment Required 0 00 new value Bank Account Hame Balance Iriprest LMS 12 573 33 15 950 00 PC 50 00 50 00 Please Note The overall Imprest Level shown must match the level agreed for your school once the updates have been applied Total E12 623 33 15 000 00 4 Please refer to Section 12 for further details regarding Petty Cash Accounts Section 9 Reimbursements and Advances Page 1 of 3 Schools Finance STAR ACCOUNTS User Guide Section 9 Reimbursements amp Advances Type A Bank Accounts Entering Advances Example Paid into the bank account in July 36 800 00 July Advances EB Budget share 29 500 00 SEN Funding 9 000 00 EC Capital amp IT Funds 1 800 00 Total 36 800 00 The Advances split is detailed on the Statement of Cash Advances sent to schools each month A separate transaction must be entered for each element of the Cash Advance Click on the Transactions tab then on Add New Transaction Select Income and enter a normal income transaction
249. etails Click Lettings Details to view a detailed list of all the lettings that have been entered in Star Accounts during the current financial year Lettings Details Norfolk Primary School Inv Customer Phone No Date Day Stat End Dept Facility No of Additional Information Time Time Rooms 114 JuieSmith 603777777 26 Mar 10 Fi 09 00 10 30 00 Pool Clee ing lt tt ttt ttt i i sSSS 114 JuieSmith 603777777 26 MariO Fi 09 00 10 30 Swimming Pool Heated Improver 117 Norfolk Primary Care Trust 00000 22 Apr 10 Thu 10 00 13 00 Additional Classroom S Rooms 1a 1b 2a 2c 3a 121 James Stanford 0000 30 Apr 10 Fr 1630 18 30 MUSIC Additional Classroom 000000 E 123 Adut 0 28 Apr 40 Wed 1200 1400 Athletics per meeting 23 Adut 284pr 10 Wed 1200 1400 Classoom foe ee 23 Aut 0 2BApriO Wed 12 00 1400 SwimmingPool Heatedimprover i sssts S This report can be filtered by selecting a range of dates a specific Facility or specific Customer or a mixture of all three Click Remove Filter to view all transactions if a filter has been applied H Lettings Details 0 Remove Filter E ajel Select From a l Mot Sorted x Ascending Descending Selection ee To Doo a iat Sorted E ascending Descending d iot sorted zi f ascending Descending Adult ASISA Charing Cross Centre Bramley Lodge Earlham Early Years Centre James Stanford Julie Smith Karen C
250. etaking Equipment Please Note Each asset category has a pre defined Depreciable Life associated with it therefore when the category is selected the Depreciable Life and Replacement Date will be amended Photo If you have a photo of the asset that you would like to appear on the Detailed Asset Report click the Photo field Amend Photo Path E Are you sure you want to change the Photo link Click Yes to continue or No to cancel e e Please select the photo you wish to use Look in SamplePictwes ass e 0 Ee aa Eo Bes Po Browse in the photo that you wish E to use then either double click it Pagid or highlight it and click open to store the details within the asset ee record My Computer T File name v My Network Files of type Cancel Places lac Open as read only Section 20 Asset Register Page 15 of 49 Schools Finance v5 84 STAR Accounts Asset Register Please Note When a photo is selected a copy of the photo will be made ina folder called Library_Assets within the Star folder on your server with the asset number as the filename O 5 Comp ctg STAR My SOL Working Enviroment SOL BackupiLibrary_ Assets Name op 60 917 ipg It is the path to the photo held on the server that will be saved with the asset record Depreciation Details To enable the Asset Register to calculate the Net Value of a
251. f Code during the current financial year Staff Code Not Deleted E4 Lad i l This Staff Code has been used during the current year therefore it cannot be deleted Click OK re vou sure vou Wish to delete this record For Adams Matthew Yes Mo Click Yes to delete the record or No to cancel Please Note If the selected staff member is able to be deleted as no transactions have been coded against them their name will also be removed from any departments which they have been assigned to and any contact details to which they are assigned see Section 2 without any further warnings lf the staff member is assigned to an asset within the Star Accounts Asset Register SQL Only a warning massage will be displayed Asset Register ES This Staff Code is assigned to an asset or assets within the Asset Register TF you delete this record their name will also be removed From the Asset Register 4re vou sure vou wish to delete this record For Cook Alex Ves Mo Click Yes to delete the staff member and remove them from the Asset Register or No to cancel Section 5 Staff Details Page 3 of 11 Schools Finance Star Accounts User Guide Section 5 Staff Details Unused Staff Members To view a list of staff members that have not had any payroll costs downloaded against their staff code during the current financial year click the Unused Staff button
252. f the journal however if none is entered the Journal Description will be added when the journal is processed Whether the journal amount is a negative or positive amount will depend on the transaction type Income Transactions POSITIVE A positive amount will decrease the selected subjective code with the amount entered NEGATIVE A negative amount will increase the selected subjective code with the amount entered Subj Department Capital Staff Code Amount E CT a SC CTC a i eC eC This journal will take 250 00 from 95460 and give it to 95470 Section 11 Entering Journals Page 1 of 29 Schools Finance STAR ACCOUNTS User Guide Section 11 Entering Journals Expenditure Transactions POSITIVE A positive amount will increase the selected subjective code with the amount entered NEGATIVE A negative amount will decrease the selected subjective code with the amount entered Subj Department Capital Staff Code Amount i i eS kc This journal will take 250 00 from 04800 and give it to 04850 Please Note Your journal must balance to zero before processing i e the positives and negatives must be equal If your journal does not balance a message box will appear stating the difference for you to investigate Running Total 0 00 This must be zero before processing Process Journal Ea l Click Exit without Saving to close the journal form Exit without Sawing and delete all lines currently shown on s
253. file Click Restore Datafile A browse file box will then appear Please browse in the backup file to be restored This should be held within the Star Backup Backups folder on the server Please select the backup to be restored H Ed Look ir E Backups E ct EJ Z 245 9Maine489 12122011 Exit Valerie sql 2 2535Main 05012012 085606 Lindak s Z 2489Mainz2489 29112011 160406 Yalerie sql 2535Main 05012012 Exit Lindak sql Z z2489Mainz489 29112011 171156 sql Z 2535Main 081 2201 1 Exit Lindak sql 2 248oMaine 489 291 12011 171915 System sql z 2535Main 12122011 Exit Lindak sql ta My Recent Documents E 2489Mainz489 29112011 148544 5ql E 2535Main 14112011 Exit Lindak sql B 2505Main 1 101 2012 Exit sluca sql E z535Main 15122011 Exit Lindak sql Desktop 2520schoolfund 0901 2012 Exit PSula sql 2535Main 1611201 1 Exit Lindak sql B 2535academy 14112011 093911 kekhm sol E 2535Main 1912201 1 Exit Lindak sql d h_End_File ke sacado Pa Morh End Piee Please Note The dates and times that E 2535Main 2012 Final sql backups are made are included in the E 2535Main 2012 Year_End_File Lindak filename after the first hyphen E 2535Main 01 12201 1 Exit Lindak sql gt k File name My Netn a ork Files of type sql Cancel Plac T Open as read only My Documents hly Com puter F Double click the file to be restored Secti
254. for a specific asset can be viewed by clicking the Print button within an assets detailed record Do Description From the Assets tab 920 speakers 001 SHALL i 9149 speakers 001 7 HALL double click the required 918 speakers 001 HALL speakers 001 7 HALL asset 912 SERVER LIC 1 036 ICT SUITE E Status Active Click Print Department DRAMA The first section of the Detailed Asset Report gives general details about the asset i e purchase price supplier Location etc Asset 517 Status Active Purchase Date 9 28 May 13 Purchase Price 315 00 Quantity 1 Supplier Novatech Ltd Harbour Horse Hamilton Toei Cosham Portsmouth F O6 4PU Description speakers Make KAM Moda ZP155U6 SerialNumber 0021346512 Asset Category Drama Equipment Location O01 HALL Please Note An image will only be Department DRAMA displayed within this report if a Photo ee has been browsed in within the detailed Additional Comments record see Page 6 The next section gives the financial information relating to the asset i e depreciation to date net value replacement details etc Depreciation Details Purchase Details Life Depreciation Details Het Salvage Replacement Details Date Price Months Annual To Date Value Value Date Price 26 tMay 13 315 00 236 16 17 1 04 716 96 M00 202033 250 00 The next section provides the details of all safety checks and maintenance logge
255. for the password required to complete the procedure Then enter password provided by them Purchasing Card Recharges Reporting Within the Transaction Report the ability to view only purchasing card transactions and recharges is included by Revenue oniy clicking the PCard Recharges option Capital Catering f PCard Recharges i Control Excl Control This will filter the transaction report to those transactions that were downloaded with Pur _Card in the description or have been recharged via the above screen i e the Invoice Number DL Cleared Download Section 14 Download Page 9 of 10 Schools Finance STAR ACCOUNTS User Guide Section 14 Download Download Transactions Assign Departments Children s Centres and Clusters Only All Children s Centres and Clusters expenditure and income must be coded to a department code within Star Accounts including downloaded transactions To negate the need to manually enter a journal for each downloaded transaction departments can be added to downloaded transactions via the Download Assign Department Codes screen From the Transactions tab click the Assign Depts to ET EE Download button The following downloaded transactions must be assigned a Department Code ae Please select the required code for each line Nett Details a Capital Department SS e C esses Ene Sarah Select the requ ired department
256. ful when third party companies collect income for the school e g ParentPay and the amount is paid directly into the school s bank account with an output file sent to the school by the company An income transaction should be entered into Star Accounts for the full amount of monies received If the school then wishes to separate this income between different departments and subjective codes the Journal Import Template can be used in conjunction with the output file The advantage of using the Journal Import Template over entering a normal journal is that data can be copied and pasted from the output file to speed up the process The Journal Import Template can be saved and added to at any point before posting if required For example if 1 000 is collected by a third party for contributions to a trip and paid into the schools accounts a 1 000 income transaction is required in Star Accounts The Journal Import Template can then be used to separate this 1 000 in any way the school wishes From within the journal screen click Journal Import Template This will create a spreadsheet in the My Documents folder of the current users computer called XXXX Star Accounts Importer xls where XXXX School Location Code e g 9999 Star Accounts Importer xls lf a journal template already exists the following message will appear Existing Template 4 journal template already exists do you wish to overwrite this with a new temp
257. g 1 will produce reports for each selected location with a page break between each department sorting options 2 and 3 can also be used however the page break will be added after the subtotal for Sorting Option 1 Depreciation Details To view additional financial information relating to the assets within this report select the Depreciation Details in the bottom right preme hand corner of the filter options Bnn The field shown to the right of the Purchase Price within the report will be replaced with the financial details of the asset as below depreciation charges Net Value etc Purchase Life Replacement Replacement Annual Depreciation Disposal Price No Date Months Date Cost Depreciation To Date Het Value Date Status 1 500 00 1 05 06 2013 T2 05 06 2019 1 500 00 250 00 10 55 1 459 45 Active 158 00 1 25 05 2013 240 25 05 2055 318 00 15 90 1 02 316 95 Active 318 00 1 25 05 2013 240 25 05 2055 318 00 15 90 1 02 316 95 Loaned 318 00 1 20 05 2013 240 20 05 2053 318 00 15 90 1 02 316 95 Active Section 20 Asset Register Page 46 of 49 Schools Finance STAR Accounts Asset Register Inventory Report The Inventory report shows all current assets held within the Asset Register per Location Asset Inventory Report Norfolk High School 2444 Location 001 HALL CEEE Price Asset Description Supplier Make Model Sena Number Qty Dae Each Total Status 2 TROLLEY
258. g the Complete Backup button within the Complete Backup Backup Review screen Are you sure you wish to continue Please be aware that it could take up to 30 minutes as it is a backup of ALL datafiles Current and Prior Year Click Yes to continue or No to cancel As this backup will make copies of all of your schools datafiles including prior years and SchoolFund if applicable this process will take some time to complete You must wait for the following message before continuing Section 16 Back Up Routine Page 8 of 13 Schools Finance STAR ACCOUNTS User guide Section 16 Back up Routine Backup Complete l A complete backup of all the datafiles has been made to jamessql Star backup Backups 2675CompleteBackup sql Click OK The backup created will be called the Schools Location Code and CompleteBackup sql e g 9999CompleteBackup sql After Clicking OK to the above message the backup folder will open and this file should then be copied to a removable storage device Address iamessql Star Backup Backups Name Size Typ Date Modified File and Folder Tasks 2675CompleteBackup sql 32 379KB SOLFile 16 02 2011 15 24 eel bee 2675Main 16022011 130035 Val sal 2 557KB SOLFile 16 02 2011 12 55 The file size of this backup should be considerably larger than the general datafile backups If it is not please refer to the section Backup Monitoring at th
259. h the coding details will be reported and must be corrected before the order can be processed Once all coding issues have been resolved the order will be processed within Star Accounts as a commitment and an order will be printed This order should be signed authorised as per normal orders The order will then appear within the list of Outstanding Orders on the Order Summary screen 1792 ESPO 08 07 2013 210 1789 2COR 07 05 2013 19 00 1788 A Move 07 05 2013 24 00 Section 7 Purchase Orders Page 18 of 29 Schools Finance STAR ACCOUNTS User Guide Section 7 Purchase Orders Export Confirmed Orders to ESPO Within the Orders Summary screen click the EEE Orders not yet uploaded option within the ESPO el ee rea E Online section Order Number Supplier Order Date Ors ie Show ll ESPO 0gi0r2013 2 10 Pay Receive Orders Mew Order Remember This list will include orders raised on the ESPO website and orders created within Star Accounts that have not been flagged as uploaded 1792 To remove an order from the upload process click the order to remove its highlight the line will return to white These orders will Order Number 1792 appear each time the Orders not yet uploaded option OrderDate 09 Jul 13 is clicked unless the Order Sent flag is ticked within the 97 55M Sum sean Bes order Only those orders highlighted will be uploaded to ESPO via email After selecting th
260. he Inactive flag by clicking it Please Note Only the Primary User can activate or inactivate customers Customers can also be inactivated within the Manage Customers screen Simply double click the required customer in the list Supplier Mame i ae ae Adams Cleaning Contractors Albies Taxis Y The Active flag will then change to N Double click the customer again to make it active again Section 18 Debtors Page 8 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Enter Non Subsidised Lettings From the Debtors tab click Enter a Letting Invoice and select the required customer from the drop down list If the required customer does not appear in the list it can be created at this point by double clicking the dropdown list Enter a Letting Invoice Enter 4 Standard Invoice 4th Dereham Brownies A Webster About with Friends Active Norfolk After selecting the required customer the non subsidised invoice screen will open Invoice Number Invoice Date 27 Jun 13 Customer James Stanford Year Ic 4pplication Date Department Subjective 95080 Status Actual Commitment Session Rate Ful Instructions The Invoice Number Invoice Date and Customer will automatically be entered by Star Accounts The Year will default to C Current Year however this can be changed to F Future Year
261. he VAT and Cheque Total agree to the refund this is acceptable Gross 33 60 e12 00 ar arr i tau cheque 1o proces aii ja ff 20 00 e without creating the refund VAT 5 60 Section 18 Debtors Page 38 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Receiving a Subsidy Claim Subsidy claims are paid via the monthly download and will appear on a download as specified in Annex Ill of the Lettings Policy Once a subsidy claim has been included on a download it must be marked as received to remove the commitment from Star Accounts From the Debtors tab click Receive Subsidy Receive Subsidy Tata ai cane Select the claim received from the drop down list Select Subsidy Claim P i _l You have selected Subsidy Claim number amp for 12 27 Is this the correct Subsidy Claim Click Yes to confirm the subsidy details are correct or No to cancel the process If Yes is selected the commitment shown on the BCR relating to the selected claim number will be removed Please Note When the subsidy claim is received at County Hall it will be validated to ensure that the claim is valid for the selected customer and the amount claimed is correct The amount received on the download will be the amount that is payable according to the Lettings Policy which may differ from the amount claimed Therefore the subsidy claim should be receipted when it appears
262. he current year Department A department can be added if i D t Subjective required by selecting it from the drop down saan TS list Double click the department dropdown 8 nin ARTERI o py Ree to search for create departments m ART art Subjective Select the required subjective 9 jassase ee code for the invoice from the drop down list p130 Heath authortes o na A 91350 Out of County Recoupment Pupil Premium 91450 Staff Accommodation Rent Please Note If the customer record contains a default subjective and or department code these will be entered when the invoice is opened Section 18 Debtors Page 14 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Line Details Description Quantity Price Met Price Wat Code Guitar Lessons Wednesday s 15 30 to 16 30 12 10 00 120 00 T Description Enter a meaningful description for the invoice line Quantity Enter the quantity to be charged for that line For example if you wish to charge 10 00 each for 12 music lessons enter the quantity as 12 and price as 10 00 Price Enter the price per quantity of the invoice line see example above VAT Code Select the appropriate VAT code from the drop down list for the current line If you are unsure of the VAT Rate to be applied to the letting please refer to the Shared Use of School Premises policy document Invoice Total Summary Please ensure that the invoice total
263. he validation process the NCC Internal Journal can be sorted by Subjective Code or Location Code by double clicking the label at the top of the screen Section 11 Entering Journals Page 24 of 29 Schools Finance STAR ACCOUNTS User Guide Section 11 Entering Journals Process the Recharge Click the Process Journal button Any errors must be process Journal rectified before the journal can be accepted lf the journal passes the validation described above the following message will appear 4re you sure vou wish bo produce the NEE Internal Recharge Click Yes to continue or No to cancel If Yes is clicked the Internal Recharge will be printed NCC INTERNAL CHARGE REQUEST NUMBER 5 Voucher Numbers 84777 To 84778 NCC Internal Journal Location Sent via Code Subjective code Description Amount Notified AnyComms EB2427 74520 Payments to Other Schools Course Fee 150 00 O EB1234 99000 Payments from other schools Course Fee 150 00 O O Please ensure that the recharge has printed and then click Yes to continue or No to cancel the process Please Note You will be unable to reprint the recharge Yes Mo So once it has been processed The printed recharge must be retained by the processing school with the authorisation details 8 entered manually PN ieee etnias Once printed the recharge will be copied to both the Output Path location and the Star Account
264. held in Star Accounts Capital BCR This opens a copy of the current Capital BCR see Section 17 for details Section 3 Creating Codes Page 17 of 17 Schools Finance STAR ACCOUNTS User Guide Section 4 Suppliers Creating Suppliers Records Tab Any transaction or commitment processed within Star Accounts will require a supplier ESPO and Norfolk County Council are pre installed as suppliers within Star Accounts and cannot be deleted Transactions Records Process From the Main Menu select the Records tab and click Suppliers This shows a list of all suppliers currently held within Star Accounts sn Petree errr er errr eee rrerr rrr tries Suppliers Supplier Search bi hls ist Gorleston Scout Group Y M ist4sport Y M Add Mew Supplier SCOR y N 2nd Gorleston Cub Scouks Y M rai stan iets EE 2nd Gorleston Sea Scout Group Y i P a 3 Lions Kickboxing Community am Y M 3M United Kingdon PLE Y M Transaction Report Anette See 4 Fi The Subj and Dept shown within this screen relate to the default coding chosen for the supplier shown see below for details The BACS flag will only be shown if the BACS Payment feature has been activated which is available in the SQL Star Accounts only Create a Supplier To create a new supplier click Add new Supplier Add New Supplier Delete Record BACS Request h Mame Es Address 1 Address 2 Address 3 M E
265. hers Erro be TT8 62 E Any Actuals shown within this section relate to a different CFR group to that shown i e actuals relate to E07 when the current section relates to E04 A common reason for this would be that the incorrect type has been selected within the budget planner for a staff member e g PREM has been selected not COOS within the support staff forecast Staff Code Errors The following transactions are coded to a staff code within the above CFR category but do not have a matching record within your staff details Staff Code CFR Subj Subjectve Description Amount 013159 3 E03 09650 Welfare Resource Assistants 479 37 056511 0 E03 09650 Welfare Resource Assistants 636 79 061219 0 E03 09650 Welfare Resource Assistants 1 904 92 066071 0 E03 09650 Welfare Resource Assistants 54 82 066531 0 E03 09650 Welfare Resource Assistants 559 59 0684470 EOS 09650 Welfare Resource Assistants 690 61 This report shows a summary of transactions downloaded coded to a Subjective code within the current CFR category with a staff code where no corresponding staff record can be found i e it does not exist within Star Accounts A common reason for this could be that the cost relates to supply Staff for which a budget is not assigned within the budget planner or a new member of staff has been paid that has yet to be set up within Star Accounts Section 5 Staff Details Page 9 of 11 Schools Finance Star Accounts User G
266. iation and Petty Cash Account Reconciliation screens These will be coded to cheque number Imprest and can be reconciled in the usual way Section 12 Petty Cash Page 1 of 8 Schools Finance STAR ACCOUNTS User Guide Section 12 Petty Cash Entering Petty Cash Transactions The procedure for entering Petty Cash Transactions is the same as those for entering normal expenditure transactions using the petty cash voucher number as the invoice number You must remember to change the bank account in the coding details to Petty Cash Please Note You do not need to enter a cheque number Topping up the Petty Cash Account via the Bank Reconciliation Screen To discover the amount needed to top up the Petty Cash Account go to the Bank Reconciliation screen Process tab and select the Petty Cash Account required from the Bank Account dropdown list The balance of the unreconciled transactions is the aster 50 00 amount needed to top up the petty cash to the Unreconciled Total ro BA agreed balance Click Petty Cash Top Up from LMS Bank A C Cash Transfer Cash Transfer Process Cancel select the Petty Cash Account to be topped up from the drop down list Account nto Petty Casht Petty Cash AMO Cash Transfer Cash Transfer Process Cancel Enter the amount of the top up required i e the cheque value Account Petty Cash Click Cancel to halt the process and c
267. ice will be amended but the income receipted will not appear on this years BER Click Yes bo process the income or Wo to cancel so the Year Flag in the original invoice can be amended Yes Alo Click No to cancel the process and exit the payment screen or Yes to continue Section 18 Debtors Page 26 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Please Note If Yes is selected the outstanding commitment for the selected invoice will be reduced cleared but the income generated will not be included in the To Date and balances figures within the BCR At year end these transactions will be rolled forward and will appear on the BCR from April of the new financial year Multi VAT Invoices If an invoice is raised with multiple VAT codes used within the line details any payment received will firstly be used to pay the VATable portion of the invoice Therefore when registering payments two lines of income may be entered one with VAT and a balancing transaction without VAT For example a two line invoice is entered for a total of 30 00 with 3 00 VAT entered against the first line and 0 00 VAT entered against the second line If this invoice is paid in full in one payment the first transaction entered would be for the amount needed to cover the VAT and the second line would be the balance in this case Transaction 1 18 00 Gross 3 00 VAT 15 00
268. idy claims Customer Inv Date of Hire and Facility Subsidy Subsidy Subsidy No Amount Date Received Crystallette Tvirlers 1067 14 Dec 1412 Gym or Sports Hall 4 01 Crystallette Tilers 1067 OFDeci2 Gym or Sports Hall 4 01 Total of Subsidy Claim 5 5 02 17 Dec l2 O6Feb 13 Crystallette Tilers 1117 22Febis Gym or Sports Hall 4 01 Crystallette Twirlers 1067 21Deci2 Gym or Sports Hall 4 01 Please Note This report only shows received subsidies Section 18 Debtors Page 43 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Aged Debtor Report Click Aged Debtor to view a report detailing all outstanding debtors commitments excluding subsidy amounts according to their age Amounts Outstanding Current 3 Wks FBV ks 9 Wks Total Adult E ducation 0 00 0 00 0 00 36 46 36 46 Helen Massy 750 00 0 00 0 00 0 00 250 00 Mane Andrews 750 00 0 00 0 00 0 00 250 00 Mr Adams 50 00 0 00 0 00 0 00 50 00 Mrs Kalu 0 00 61 20 0 00 0 00 61 20 Spin H Wheel 0 00 0 00 0 00 75 00 75 00 Grand Totals 550 00 61 20 0 00 111 46 122 66 Amounts shown within the Current column are those with an outstanding balance that is not yet overdue by the weeks Wks shown The date used to determine when a debtor becomes aged depends on the coding of the original invoice If the original invoice was assigned to a department registered as an activ
269. iew the Budget History Report see Section 6 Click to export the Capital BCR to Microsoft Excel Click to print the Capital BCR Click to Exit OCE Section 17 Reports Page 11 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Monthly Profile CFR BCR From the Reports tab click the Monthly Profile CFR button The Monthly CFR Profile BCR can also be accessed by clicking the Summary Profile button within the Monthly Subjective Profile BCR Monthly CFR Profile as at June 2014 15 C Remove Commitments Detailed CER C Remove Zero Lines Profile Zj yis Subj Description Nov Dec Jan Fe Mar Comms Balance 0 0 Apr 101 Funds Delegated by the LEA 2 904 263 2 904 263 0 102 Funding for sixth form students 0 0 0 lt E z o wo D ana opr oper PrP PP PIS 103 SEN funding not for special schools 50 000 0 31 546 l04 Funding for ethnic minority pupils 0 0 0 105 Pupil Premium 109 820 121 220 0 106 Other Goverment Grants 0 0 0 0 107 Other Grants amp Payments Received 0 0 0 1 088 108 Income from Facilities amp Services 46 750 534 4 341 1 964 109 Income from Caterin 102 300 9 032 10 567 1 763 110 Receipts from Supply Teacher Insurance Clair 0 0 0 D 18 454 0 11 400 0 0 1 088 3 576 36 334 1 222 79 717 0 0 ceo eo off oo oa oo oo 0o oe 8 amp oo o oa o0c oOo 98 8 amp cooecocecoe eee F ooeqoo oo oo oo amp oo oo oo 0c 28 8 amp oo
270. if the invoice relates to the next financial year Any invoices entered as F will not appear as outstanding commitments within the BCR of the current year Enter an Application Date and any Instructions to appear on the invoice if required The Subjective code will default to 95080 Lettings and cannot be changed A Department code can be selected if required this will contain any default department entered within the Customer Details if applicable Session Rate Non Subsidised Lettings automatically default to charge the Full Price of each facility selected as entered into the Facility Details screen see page 3 lf the Concession Price is required you must ensure Session Rate EJ the Session Rate is changed before entering any details Concession The Session Rate selected will apply to all lines entered within the current invoice Section 18 Debtors Page 9 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Line Details Date of start Finish Hours VAT Hire Time Time Day Accommodation Quantity Charged Hourly Rate Met Price Code 31 Jul 14 0s 00 17 00 Thu Footbal Pitches a 6 00 5 00 120 00 f Date of Hire Enter the date of hire using the format DD MM YY e g 01 01 13 Full stops must not be used when entering dates Alternatively double click the Date of Hire to view a calendar from which to select the date Jan 2012 Jan
271. iling Non Imprest Schools Type C lf your school is a Non Imprest Type A School tick this box and phone Accounting Software Support for an access code if required VA Schools VA School C0 If your school is a Voluntary Aided VA school this option will be ticked please call Accounting Software Support for an access code to remove input this tick if required Catering ateri T lf your school has purchased an NCS catering contract E please ensure the catering flag is ticked within this screen to allow access to the catering subjective codes when entering transactions see Section 8 Input Output paths The Input Path is used for collecting the monthly download file and the Output Path is used to store finance files waiting to be sent to County Hall via AnyComms Plus For Windows XP computers the expected paths would be similar to Inputs Path C Documents and Settings 4ll Users DesktopanyCoammes Plusdnkox Outputs Path C Documents and Settings All UsersiDesktopiAnyComms Plus wouthox For Windows 7 computers the expected paths would be similar to Inputs Path CoWsers Public Desktop anyComms Plus inbox Outputs Path CoWsers Public iDesktopianyComms Plus Wouthox The Frequently Asked Question How do use AnyComms Plus for Finance Files provides further details for creating these folders To amend either of these locations double click f f f i re you sure you want to change the Inputs P
272. ils Adams Alton Towers balance Receipt Value 85 00 Signed Dated 15 08 2011 15 13 22 Section 8 Entering Transactions Page 6 of 32 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions Refund Cheques To issue a refund cheque against the original income subjective code an income transaction should be entered as a positive amount If a positive amount is entered a Refund Cheque field will appear C Expenditure Income voucher Mumber o Transaction Date o Customer Supplier Stuart Bady S Refund Cheque W Paid in Date EE Paying in Mo OO RED Gross 100 00 Place a tick in this box by clicking it if a cheque is required for this transaction If the cheque printing feature is activated the transaction will then go to the cheque run screen to be issued a cheque number If cheque printing is not activated the Cheque Number field will appear as per expenditure transactions which must be completed before the transaction can be saved Bounced Income Cheques lf income paid into the bank that does not clear for example a cheque that bounces it should be corrected by either reversing the original transaction or entering a balancing income transaction using a positive amount A If you manually enter the balancing entry you must Are you sure you wish to continue Click Yes to this message then enter the transaction as a positive figure to balance out the original trans
273. in to Star Accounts to authorise any outstanding BACS payments When logging in they will see the following message Outstanding BACS Payments Ea There are BACS payments waiting For authorisation Do you wish to authorise them now Click Yes to immediately open the Authorise BACS Payments screen If No is clicked the Authorise BACS Payments screen can be accessed at any point from the Process Tab by clicking the Authorise BACS button This button will only appear to users with BACS Authoriser rights Cheque Run Guthorise BACS AUTHORISE BACS PAYMENTS BACS Remittance his BACS suppliers Reference Created Batch Total Created By In Batch Authorise BACSO 02072013 1 650 00 Stuart 2 a A Double click the BACS Reference to review the payments contained within the BACS batch To authorise a BACS payment place a tick in the Authorise field Authorise by clicking it Suthorise Gre you sure you want to authorise batch B4CS01 e Click Yes to continue or No to cancel Section 10 Cheque Printing BACS Payments Page 10 of 19 Schools Finance STAR ACCOUNTS User Guide Section 10 Cheque Printing BACS Payments Authorisation File After Yes is clicked to the above message an encrypted BACS Authorisation text file will be created This file will be called BACSAuthorise and Location Code and Current Month Year and the BACS Refere
274. ind details relating to your school View sects hl Alternative Delivery Address orfolk High School arineau Lane Contact Details Mortolk tennas LO oof NRA 2DL Ordering 01603 2277550 Payments 01603 277505 D UE a mi 2 Lar co a 2015 2014 15 2 May Cheque Format Print Sample Parameters Print Cheque Summary Type L Catering Documents and Settings All Users Desktoplinkox K Documenta and Settings All Users Desktoplouthox ORE Eee 5 2 Li a A mn pai CJ Fa _ T ma Lar D f ma Er o rat Lar BACS Provider LI is k Section 2 Getting Started Page 6 of 11 Schools Finance STAR ACCOUNTS User Guide Section 2 Getting Started Address School Mame Mor folk Primary School Enter your address and telephone Location Cade fax numbers and email address Address 1 Address 2 Location Code This is the four Address 3 digit code assigned to your school Address 4 Po by the Local Authority this is not Past Cade your DIE Number 926 XXXxX Phone Humber 01603 227550 Fax Number 01603 222505 Email Address lets ca nortolk gov uk Financial Year Month i i 20 20xx x I Note For Financial Month Financial Year 202W jii A o ka c ont Financial Month April feat ten A E A Cheque Printing Please refer to Section 10 for full details regarding Cheque Printing and the Print Cheque Summary feature If yo
275. ine or Order To delete a line from an order view the original order by double clicking it within the Orders Summary List cadegut A Double click either the Catalogue ID or a293P BATTERY MN2400 1 57 PAn Description of the required line to view 5291P BATTERY wWNisoo 15v Pko the Order Details and then click 8292P BATTERY ALK MN1604 ov PKIO Delete Line Section 7 Purchase Orders Page 6 of 29 Schools Finance STAR ACCOUNTS User Guide Section 7 Purchase Orders Are vou sure you wish to delete this order line Yes Alo Click Yes to delete or No to cancel This should only be used if an item has been added in error If an item has been ordered that will not be received any outstanding commitment should be cleared via the Pay Receive Orders screen see below for full instructions Part Received and Part Paid order lines cannot be deleted Any outstanding commitment should be cleared via the Pay Receive Orders screen see below To delete a complete order highlight the required order from the Order Summary screen and click Delete Order An order can only be deleted if none of the items have been received or paid 1706 Screwfix Da0 3 25 25 Mew Order Anglia Alloys Ltd 1 rog PEARSON EDUCATION LTD OA0S 20135 116 50 Delete Order 1783 Compass O2 0520135 287 40 17A Anankanirt te NNSA S 498 an Print Order Reason Please state a reason For th
276. ing Payments These contact details will then appear on the relevant reports printed from Star Accounts Please Note You will not be able to select any staff members as contacts unless their staff details have been entered into Star Accounts See Section 5 for details Alternative Delivery Address lf for any reason you require a delivery to be made to a different address for example if you have separate addresses for a lower and middle school you can enter the alternative address by clicking Alternative Delivery Address Delivery Addresses Alternative Delivery Address Delete he Enter a Delivery Code Address tb unique Delivery 7 dd Code DEN Complete all address details and Exit a Click here to enter further Record alaf z tibil addresses as necessary DPN The DPN required within this screen is used within the ESPO Online Ordering process Please see Section 7 for further details Section 2 Getting Started Page 11 of 11 Schools Finance STAR ACCOUNTS User Guide Section 3 Creating Codes Creating Department Codes Records Tab Transactions Records Process Re From the Main Menu select the Records tab and click Department Codes All previously created Department Codes will be shown within this screen To view the details held for a specific i 5 NaS department code select the _ bescrigtion required code from the drop n eo down list Eleka
277. ing as and when they occur During the roll forward process a report will be printed showing these issues allowing the process to be cancelled and the issues resolved This report can also be printed at any time by clicking the Month End Month End Issues Issues button Section 15 Period and Year End Page 1 of 22 Schools Finance STAR ACCOUNTS User Guide Section 15 Period and Year End The issues that could currently be shown on this report are Cheques that are over 6 months old Missing Downloads Un receipted NCC Internal Journals Unreconciled Negative Reimbursements Invalid Subjective Code No budget has been entered Orders commitments over 90 days old Debtors commitments over 9 weeks old Subsidies claimed but not receipted within 90 days Unreconciled Petty Cash Transactions lf any of these issues are shown the report will contain guidance on resolving the issues stated Missing Downloads lf any downloads are missing from the accounts these will be listed when the Period End button is clicked Continue amp 9 Are you sure you wish bo continue with the Period End The Following downloads have not been loaded May There are common issues to be resolved within your accounts Click Yes to continue or No to stop the period end and resolve the issues stated on the printed report Please Note The period end will continue to process even if downloads are missing Click
278. ing the download a valid VAT receipt is found stipulating that VAT Rate A Standard should have been used with a VAT amount of 15 15 reclaimed As 90 95 has been downloaded the correcting transactions required would be as follows Transaction 1 A negative expenditure transaction for the amount downloaded should be entered with the original coding details entered in the BarclayCard website VAT Rate and Subjective Code Grass 80 957 Nett s vat Rate t o com vat 0 00 Mark the transaction as a direct debit so that a cheque number is not required Details Purchasing Card WAT Correction Cheque Number DO SOs Direct Debit Cheque Date 31 Oct 13 Order Wa Order Date Enter Coding Details Multiple Coding I Future Year Payment Subjective 35420 7 Fail Bus Fares The Invoice Number entered should be DL Cleared Download lf the purchasing card transaction has already been recharged as above the supplier and department code selected should also be entered against this transaction If it has not been recharged select Norfolk County Council as the supplier Section 14 Download Page 7 of 10 Schools Finance STAR ACCOUNTS User Guide Section 14 Download Transaction 2 A positive expenditure transaction for the amount downloaded should be entered using the correct VAT Rate along with the Subjective Code entered in the BarclayCard website Grass 90 95 Mett 75
279. ing the shortcut the following message will appear Server Problem 6 SOL Server settings are incorrect or Server is not running Click OK Server Selection Type in your server name iF known or select it From the drop down list Server INCCYMMYSQLO1 Port 3306 hi Restore datafile The server name shown should be the correct server for your school If it is not either select the required server from the drop down list or manually enter the server name and then click the Exit key Once the Exit key has been clicked Star Accounts will attempt to install the ODBC driver required to access your schools datafiles on the server This process can only be completed if the current user logged onto the computer has Administrator access rights i e can install programs onto the computer Section 19 SQL Users Page 2 of 7 Schools Finance STAR ACCOUNTS User Guide Section 19 SQL Users lf the current user has adequate privileges on the computer the Server Selection form will close and the Select a Datafile screen will open listing the schools current datafiles Select a Datafile Double click the required datafile to cluster log L main _ achoolfund lf the current user is unable to install the required ODBC driver the following message will appear Installation Failed Your ICT Technician will need to log on as Administrator on this computer to run
280. int Receipts option was selected confirmation that the receipts have oriented correctly will be required before the process is completed Have the receipts printed correctly Click No to reprint or ves to continue e Click No to reprint the receipts or Yes to continue Section 18 Debtors Page 31 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Payment Cleared by Download lf payment for an invoice is received via the monthly download the invoice should be marked as paid by highlighting the invoice within the outstanding invoices list and then clicking Invoice Payment Click Cleared by Download Clear Commitment This will clear the entire outstanding commitment of 100 00 From this invoice re you sure you Wish to continue Ves ho Click Yes or No as required Enter the period number of the Enter the Download Period the income was received in download the payment was Cancel received in and then click OK to continue Click Cancel to stop the process The current download period will be shown within this box as a default Payment Cleared by Direct Credit lf a payment for an invoice is received via an electronic bank transfer from the customer it should be marked as paid by highlighting the invoice within the outstanding invoices list and then clicking Invoice Payment Enter the TOTAL Recei
281. inted cheque stationery cheque format Z can be used and attached to manually produced cheques Click Yes to update Have the cheques printed correctly the transactions with Click Yes to update the Cheque Numbers or Mo bo Cancel the cheque numbers lf the cheques did not print correctly click No this will allow you to reprint the cheques 3 If you wish to print both the cheque list and remittances you will need to click Print Cheque List and then select No when asked if you wish to update the cheque numbers You can then click Print Cheque with Remittance Advice and click Yes when asked if you wish to update the cheque numbers if they have printed correctly Cheques for over 15 Invoices When processing the cheque run the maximum number of invoices that can be printed within the Invoice Details section on one sheet is 15 If you are processing a cheque for a supplier that contains more than 15 individual invoices the following error message will appear Additional Remittance Sheet 4 Cheque has more than 15 invoices on the remittance so an additional sheet is required Remove the Cheque stationary and ensure plain paper is inserted in the printer before clicking OK You must insert a plain piece of paper for each cheque that has more than 15 invoices If more than one is required this message will state the number required Click OK to print the additional remittance report
282. iod Year SJB0005 03 1790 610 00 162 00 972 00 014a 28052013 E 1 2014 0845123 r31 140 05 26 00 165 05 014260 03052013 D 1 2014 Orr4rs2 1561 861 20 172 24 1 033 44 014195 18042013 mi a4 1 2014 0829151 1712 1 116 00 223 20 1 339 20 014198 18042013 mi aq 1 2014 0525794 3 932 30 196 62 4 128 92 DDTO4NS 16042013 m a5 1 2014 Please Note This report is sorted by Year and Period in descending order when opened i e the most recent transactions will appear at the top of the list The report can also be sorted by Invoice Number Order Number or Cheque Number by selecting the required option in the top right hand corner Section 4 Suppliers Page 9 of 14 Schools Finance STAR ACCOUNTS User Guide Section 4 Suppliers Export to Excel To export a list of Suppliers held within Star Accounts to Microsoft Excel for example to use within a mailmerge Ronee Eeg click the Export to Excel button Export File 4 File called Suppliers xls will be created Click Yes to continue or No to cancel re you sure you wish to continue ae Browse For Folder HE Select the Folder to save EJ Desktop My Documents P My Computer a My Network Places Recycle Bin select the location on the computer that a haven you wish to save the Excel file to and then 5 click OK O Inbox 2 Outbox fm Printing O SoL Make Mew Folder Cancel Open Excel File E3 Do you w
283. is entered the assets status will revert to Active Please Note Deleted or Sold assets cannot be reactivated Section 20 Asset Register Page 36 of 49 Schools Finance STAR Accounts Asset Register Delete Assets Once an asset has been created within the Asset Register it cannot be removed If an asset has been incorrectly entered it can be marked as Deleted to stop the asset appearing in reports update screens From the Asset tab highlight the asset to be marked as Deleted by single clicking it and then click Delete Asset 15 CUPBOARD 001 HALL Active 14 EXTINGUISHER 001 HALL Active 13 CURTAINS PAIR 001 HALL Active nese 12 CURTAINS PAIR 001 HALL Active Leretene CURTAINS PAIR 10 PLATFORM STEPS O01 HALL Active Safety Checks g OHF 001 7 HALL Disposed da EXTENSION CABLE REEL 001 SHALL Active ae a Incorrect Entry Ea This will mark Asset Number 11 as deleted and must only be used if the entry is incorrect TE will not remove the Asset From the system Do you want to mark the Asset as deleted Click Yes to mark the asset as deleted or No to cancel the process Section 20 Asset Register Page 37 of 49 Schools Finance v5 84 STAR Accounts Asset Register Asset Reporting Printing Reports E For any reports showing a Printer button simply click the button to print Star Accounts p Close To print any repor
284. is processed Section 8 Entering Transactions Page 9 of 32 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions Net Total This field is calculated by Star Accounts and is not updateable Details Enter a meaningful description for the income received If a Debtors Invoice has been selected this will default to the invoice number the payment relates which cannot be amended If the payment registered is a cheque the cheque number entered will be added to the description when the income is processed Subjective Code Subj Select the most relevant income subjective code to process the income against from the drop down list Rech to Ext SSG Pupil Focused Rech 99140 Rech to Ext SSG Community Rech 99150 Other Grant Income Contributions from Partnerships Health Authorities Out of County Recoupment Pupil Premium lf a Debtors Invoice has been selected this will default to the subjective code of the original invoice and cannot be amended Department Code Dept Select a Department Code from the drop down list if required If a Debtors Invoice has been selected this will default to the department code of the original invoice and cannot be amended Batch A tick should be placed in the Batch field by clicking it for Batch each line of income that relates to the paying in slip that you wish to register see Process Income below As each line is sele
285. is switched on the refund transaction will need to be assigned a cheque number via the cheque run screen see Section 10 Please Note A refund cannot be issued for more than has been receipted for an invoice The following error message will appear if the amount entered exceeds the total received Error T You cannot refund more than has been receipted For an invoice 10 00 fincluding AT has been receipted against this invoice Split VAT Refunds lf an invoice containing multiple lines using different VAT rates is to be refunded a split VAT refund will need to be entered This can be entered by selecting the chargeable VAT rate from the drop down list and overtyping the calculated VAT amount For example Line 1 chargeable at 20 VAT 28 00 VAT Amount 5 60 Line 2 chargeable at 0 VAT 12 00 Invoice Total 45 60 By entering the invoice total and selecting the 20 Co VAT Rate A 7 60 VAT will be calculated yore WENA Overtype this amount with the 5 60 required VAT ra Yat Error Tolerance exceeded Would you like bo create a split Yat coded transaction Click Yes Section 18 Debtors Page 37 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors A summary of the transactions to be i e eE e two lines oF coding entered will be shown The figures 1 OO exchiding VAT for the individual lines may not agree Cheque Total is 45 60 however as long as t
286. ish to open the File now Mo Click Yes or No as required Section 4 Suppliers Page 10 of 14 Schools Finance STAR ACCOUNTS User Guide Section 4 Suppliers Importing the ESPO Catalogue AYTO Current Datafile The ESPO Catalogue can be automatically downloaded from the Schools Finance Website by selecting Help then Update ESPO Catalogue from the Star Accounts dropdown list or by selecting ESPO Catalogue from the Upgrades dropdown if you are using Microsoft Access 2007 2010 Update ESPO Catalogue Reduce Screen Size About Star Accounts Ala OE 0 fe Subjective Codes el ESPO Catalogue ge Star Accounts lf you are required to please log on to the internet before clicking OK TF your internet access is password protected please ensure you have logged on before proceeding lf the ESPO catalogue can not be download or there is an issue with the update one of the following messages will appear Update Failed Ea Please contact Accounting Software Support For Further guidance 6 The ESPO Catalogue has not been downloaded Click OK and call Accounting Software Support for assistance Update Failed Ea The ESPO Catalogue has not been updated Please contact Accounting Software Support For Further guidance Click OK once the catalogue has been i Catalogue Update Complete successfully updated
287. itments in the Template clear the Remove Commitments option and output the file again Click OK Section 17 Reports Page 14 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports You will then be prompted to browse in the location you wish to save the Excel output in The exported file will open on screen once it is ready for use Aol B C L M N P PROJECTION OF YEAR END BALANCE 2 Subj Description Budget Apr Nov Dec Jan Feb Mar 98890 Cluster Funding 0 0 0 0 0 0 4 198940 Budget Share 379 537 379 537 0 0 0 0 101 Funds Delegated by the LEA 378 537 378 537 0 0 0 0 98950 6th Form Funding 0 0 0 0 0 0 7 99020 16 19 Bursary Fund 0 0 0 0 0 0 102 Funding for sixth form students 0 0 0 0 0 0 9 99980 SEN Funding 32 785 32 785 0 0 0 0 10 103 SEN funding not for special schools 32 785 32 785 0 0 0 0 98960 Ethnic Minority Funding 0 0 0 0 0 0 12 104 Funding for ethnic minority pupils 0 0 0 0 0 0 98970 Standards Fund Funding 0 0 0 0 0 0 14 99010 Pupil Premium Grant 4 800 6 000 0 0 0 0 105 Pupil Premium 4 800 6 000 0 0 0 0 This file is password protected meaning data can only be entered into the outlined cells shown in the Jan Feb or Mar columns if they are shown If you require further details regarding what this file is and what it is used for please contact your Finance Support Officer Section 17 Reports Page 15 of 39 S
288. ity the activity date overrides the invoice date If no department was assigned or the department used is not an activity the original invoice date will be used The default view for this report is the summary level which totals all of the invoices for each customer on one line Aged Debtor Type ee To view a detailed list of the invoices which Pes S ue contribute to the summarised list click the j a ane Na Invoice Activity Amounts Outstanding Inv Mo Date Date Invoice Total Paid ta Date Current 3 Wks B Wks OVW ks Total 305 22 May 13 36 46 0 00 0 00 0 00 0 00 36 46 36 46 Adult Education 0 00 0 00 0 00 36 46 36 46 308 07A ov 143 23 Jun 14 250 00 0 00 250 00 0 00 0 00 0 00 250 00 Helen Massy 750 00 0 00 0 00 0 00 750 00 The detailed report provides one line per invoice for each customer shown Remember If the activity date is blank the invoice date is used to determine the age of the invoice if an activity date exists the activity date is used Section 18 Debtors Page 44 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors As per Appendix 14 Bad Debt Policy of the Finance Procedure Manual outstanding invoices should be chased 3 6 and 9 weeks after their due date Aged Debtor reminders can be produced within the summary a ae Aged Debtor report by selecting the required reminder P from the drop down list in the Aged Debtor Type
289. k Date of Loan Date Purchased Date Record Entered Date Record Modified Click Move AIP El Character Set DOS hai Summarize By Don t format output f Format output using current layout Export Cancel Section 20 Asset Register Page 4 of 49 Schools Finance STAR Accounts Asset Register Date of Loan Date of Loan Date Purchased Date Purchased Date Record Entered Date Record Entered Date Record Modified Date Record Modified Character Set DOS Summarize by Dont format output Format output using current layout Export Cancel Click Export to create the required file 1 Import FileMaker Assets Once the FileMaker file has been meinaa created as above select the Assets tab and click the TOB FileMaker TOB button Please select the exported Filemaker file Look in 6 Shared et EJ i My Recent Documents hy Documents My Computer fe p File name Assets CSV to My Network Files of type CS ha Cancel Places T Open as read only 2 Browse in the file created from FileMaker and then either double click it or highlight it with a single click and then click Open Star Accounts will then import the details held within the import file Complete x A message confirming the number of assets imported will appear once the import is complete Please ensure this seems a reasonable number for your school b
290. k Click No bo reprint or Yes bo continue Yes to continue No to reprint the receipts or Cancel to stop the entire o e process Have the receipts printed correctly A Banking Sheet will then be printed listing all of the banking selected to be included in the current batch This should be signed by the person that entered the banking and passed to the Headteacher Responsible Budget Officer RBO to be checked and countersigned Banking Sheet Paying In Slip 501236 Paid in Date 24 04 2015 Voucher Date Total Number Received Received Details Subjective Code Dep Supplier Customer Forest Schools Education Ltd 38871 24 04 2015 50 00 Income for Invoice 905 95080 Lettings Total for Supplier Customer 50 00 Supplier Customer Jason Edwards 38872 22 04 2015 33 00 Misc Income 92260 Donations and Sponsorship Income Total for Supplier Customer 33 00 Total Banked 83 00 Amounts as above prepared and banked by 2 2 eee eee eee ene eee enenee eee eeeeteeesceeeeeteneceetsseneeessssseeeeeseeeeeee SCHOO Finance Officer Amounts as above checked with vouchers receipts by eee eee eeeece eee eeeeeeeetteeeeeteseeeteerseeeeeeeeeeeeee Headteacher RBO Relevant vouchers receipts to be attached The Paying in book MUST be countersigned by the Headteacher or other Responsible Budget Officer AFTER banking in confirmation of amount paid in Did the Banking Summary prink correctly Ensure th
291. l show all transactions summarised by period This option can only be selected with the Summary report Commitments will be shown at Order Invoice Number Level i e one line per order invoice Current Month This will show only those transactions entered for the current the period Commitments will be shown in full at Order Invoice Number Level i e one line per order invoice Each of the following reports will contain details as per the options selected above Please Note Clicking the following buttons will open the departmental reports on screen print preview To print the reports select the Print option within the Star Accounts toolbar Print Group To view departmental reports relating to a specific group click the Print Group button Print Groups Do vou wish to select a group to print Click Yes to select a group No to print the reports for all departments assigned to any group or Cancel to stop the printing process IF you click Wo all departments assigned to a group will be shown e e Section 3 Creating Codes Page 8 of 17 Schools Finance STAR ACCOUNTS User Guide Section 3 Creating Codes lf Yes is selected a drop down list l Print G bi will appear Select the required Pinnow group from the dropdown list Click Print Group again to hide the drop down list Print Current This will open a print preview of the report for
292. l will automatically be sent by Star Accounts i e it will not be previewed on screen as above Due to this reason any invoice highlighted where the Customer does not have an email address within their record see Page 5 will be ignored and the invoice will not be emailed A message box will appear stating the invoices that cannot be emailed if this is the case Email Error Click OK and the process will TD E continue for those invoices that can E o be emailed Emailing an individual E E r invoice allows an email address to be added prior to sending The Following customers cannot be emailed as they do not have an email address If the system appears to freeze during this process an email prompt may be hidden behind Star Accounts If you do not see the prompt on screen as below please click on the Microsoft Outlook tab within the start bar to view it start E Microsoft Office Outlook gt Ei Pe Inbox Microsoft AN 4 program is trying to automatically send e mail on your behalf Do vou want bo allow this IF this is unexpected it may be a virus and you should choose No Section 18 Debtors Page 24 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Registering Payments Registering payments received for invoices can be processed from the Debtors tab by clicking Invoice Payment and then selecting the relevant invoice number from the drop down
293. late Ves lo Click No to cancel creating the template or Yes to overwrite the existing spreadsheet Please Note If you click Yes any un posted details within the existing template will be lost EJ Microsoft Excel 9998 Star Accounts Journal Import xls Bs File Edit Yiew Insert Format Tools Data Window Help Type a question for help amp Arial 12 HIB Z UJE D GH BoeigdguilivGals aAa 7 cz 4 12409 HA Ye Reply with Changes End Re z F29 X f A B C D E G H 2 Star Accounts Journal Importer 3 Default Description 4 Total 0 00 5 Subj Department Capital Staff Code Value Description Name Position Error Type 6 fi 8 9 10 il Section 11 Entering Journals Page 12 of 29 Schools Finance STAR ACCOUNTS User Guide Section 11 Entering Journals Enter a default description at the top of the screen You can enter a different description against each line if you wish but this is not required Any line without a description will be posted using the default Enter the details of the journal required within the spreadsheet as you would on a journal When selecting a staff code the Name Position will be prefilled with the name and position relating to the staff code chosen EJ Microsoft Excel 9998 Star Accounts Journal Import xls File Edit view Insert Format Tools Data Window Help Qed bold iily BO 4 3 B B Fh At fl BH 100 a 12 vB Z UJES
294. late may not understand the data shown Report Templates cannot be created with a specific Period selected as it is likely that the report created will need to be specific to the current month Ifa period has been selected the following message will appear You cannot save a template with a Period selected please remove any periods selected You Will be able to select a period after the template has been selected Click OK and then remove any periods selected in the report criteria Specific periods can be selected once a report template has been selected see below lf there are no issues with filters periods enter a short descriptive name for the report Template Name Please enter a name For the report parameters Cancel F b Click OK Overtime Costs Once a template has been saved it will CL appear in the Template drop down list Suniel p aaea A080 Overtime Costs Staffing Costs Section 17 Reports Page 32 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Producing a Template Report To view a report based on a previously created template select the required from the drop down list Template J Departmental 40650 Library Report Overtime Costs statting Costs Supplie z3 Reporting M Remove Filter Export Fitered Report f Show Fitters on Report a hi Template Teaching Costs o R supplier j ESPO Gressenhall FE
295. lect this option to manually upgrade your accounts between the automatic updates Subjective Code Update This option should only be selected if you are notified of changes to subjective codes or at the beginning of the new financial year Email Current Datafile Use this option to send County Hall a copy of your financial data The email created will default to the address efs fso nortolk gov uk you can overtype this address with any required email address AVCO Current Datafile Use this option to send County Hall a copy of your financial data if you are unable to send emails from your computer This process will place a copy of the current datafile into the Department folder of your AVCO Outbox Update ESPO Catalogue Click this link to update your ESPO catalogue contained within Star Accounts Reduce Screen Size The forms within Star Accounts have been designed to fill the screen when viewed with a screen resolution of 1024 x 768 If you cannot see a full form on screen it is likely your screen resolution is too large Clicking this button will alter your computers screen resolution to 1024 x 768 The screen resolution will revert back to its original setting when you log out of star Accounts About Star Accounts This will open a screen giving details regarding the version of Star Accounts you are using and where Star Accounts is located on your machine Section 1 Finding Your Way Around Star Accounts Page 6
296. led on the computer being used to send the backup section 16 Back Up Routine Page 11 of 13 Schools Finance STAR ACCOUNTS User guide Section 16 Back up Routine Deleting Temporary Backups System During the period end roll forward process Star Accounts will delete any system and user generated backups that are over 2 weeks old and any Month End File that is over two months old The Year_End_File backups Final backups and CompleteBackup files will not be deleted as part of this process Manual Temporary Backups can also be deleted manually via the Backup Review screen E Backup Review Pall to Bockapitinccicey Double click the backup WameseqhStaribackup Backups to be d eted f Domme a J r mmm m a ain 17022011 173925 29 267 ohain 1r022011 172843 2ql T2071 7 oT 2557 kb 17022011 17 21 24 2 557 kb Click Yes to delete the Are you sure you wish to delete this backup 2675Main 15022011 Exit Val sql selected backup or No to No cancel the process Please Note You cannot delete any files with Month _End _ File Year End_ File or Final in the filename via this method These files should not be deleted from the backup folder section 16 Back Up Routine Page 12 of 13 Schools Finance STAR ACCOUNTS User guide Section 16 Back up Routine Backup Monitoring As mentioned above each time a user logs out of Star accounts a ba
297. lements Linda Knights Little Acorns Select Customer Additional Classroom Artificial Pitch Athletics Classroom Cricket Pitch Floodlighting Football Pitches Gym or Sports Hall Hall Select Facility Details This report can also be exported into Microsoft Excel by clicking the Excel button Users will be required to browse the location to save the exported file to which will be exported as Location Code and Lettings Details as at and the date for example 9998 Lettings Details as at 21 02 20XX xls Section 18 Debtors Page 40 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Outstanding Invoices Click Outstanding Invoices to view a list of all invoices held within Star Accounts for which an outstanding commitment exists This screen defaults to show all invoices However it can be filtered to display specific Invoice Types Customers or Department Codes by selecting the required details from the drop down lists LIST OF ALL OUTSTANDING INVOICES 3 I Invoice Type an Customer ooo an Not Printed Printed an Reset Invoice Invoice Balance Humber Date Customer Department Total Total Paid Outstanding Printed org 27 Mar 13 Stibbard School Fund 141 55 141 35 050 M a596 12 Jul 13 Samuel Randell 54 00 50 00 400 fw 302 12 Jul 13 Jay Weston 54 00 0 00 54 00 M 504 12 Jul 13 Maya Stagg 55 55 0 00 56 05 M Click the Print
298. list Please Note This list only shows invoices that have been printed Invoice Payment 1129 FC Bradwell 1156 0 Crystallette Twirlers 1166 FC Bradwell Siri Receive Subsidy Payments can also be registered via the Edit Print Invoices screen by highlighting the relevant invoice and clicking Invoice Payment E Mail Invoice Invoice Payment The invoice details will be carried through from the original invoice selected above Mrs Willis 120 00 0 00 120 00 L Mrs Knights 50 00 0 00 50 00 L i 110 00 0 00 110 00 L Mr Stanford E Invoice Payment Customer Stuart James Baldry eal Fae ae ooo Invoice Total Po 120 007 Balance Po 80 00 The Balance figure shows total outstanding for the current invoice after deducting any previous payments from the invoice total as shown in the list at the bottom of the screen Enter the TOTAL Receipt value fincluding VAT 10 00 Enter the Paying In Slip Number 100521 Income Youcher Number 10230 Details of Payments to date Paying In Slip Total_Paid 16 Nov 13 1100570 25 00 0 00 25 00 19 Nov 15 1100581 55 00 0 00 55 00 19 Mov 1 1100582 18 00 0 00 18 00 19 Wow 13 1100583 32 00 0 00 32 00 19 Mow 13 1100583 20 00 0 00 20 00 Enter the total income received as a negative figure A paying in slip number must be entered Alphanumeric text can be entered if required e g AB502316 The Inc
299. lk NR1 2DL Telephone No 01603 222550 Fax Number 01603 222505 Email office norfolkschool norfolk sch uk Dear Sirs We are able to process BACS payments directly to suppliers If you would prefer to receive your payments from our school via BACS please complete and return this form as soon as possible Sort Code Account Number Account Name The completed form must be retained for audit purposes Section 4 Suppliers Page 4 of 14 Schools Finance STAR ACCOUNTS User Guide Section 4 Suppliers Supplier Search Supplier Search Sap er The Supplier Search drop down list at the Supplier Customel 2 re top of the Suppliers screen contains a list of 4 Medler all suppliers held within the system 4 Robinson Active Learning Resources Ltd Adams Cleaning Contractors Selecting the supplier within the drop down Albies Taxis Scams ear aliens Music Centre list will highlight the selected supplier in the full suppliers list Active Learning F The Supplier Search drop down list can be manually typed into to aid the search process For example if you wish to search for the supplier Norfolk Children s Book Centre typing in Norf into the drop down box will begin to filter the list to those suppliers that begin with Nort Supplier Search Mor Mails A lf the supplier shown matches the one you are searching for either hit the enter key or press the ta
300. ll through subsequent pages you can either use the Page Up and Page Down keys on your keyboard or the scroll buttons in the bottom left hand corner of the report Page Ls ADI 1 2 3 4 5 1 Go back to first page of the report 2 Go back one page 3 Current Page Number 4 Go forward one page 5 Go to the last page of the report Please Note If these buttons cannot be clicked the report is only one page long Overtyping the Current Page Number with another number will jump to the typed page number after pressing the Enter key Exiting Reports pi For any reports showing an Exit button simply click the button to exit ni the report Star Accounts P To exit any report where no exit button appears on E Close screen select the Star Accounts dropdown then click Close Ss Print Emailing Reports This process will only work if Microsoft Outlook is installed on the Computer being used Star Accounts Close Print lf you wish to email a report you will need to be viewing Pin aed et the required report on screen From the Star Accounts RS nce Ci a dropdown select Email Report Om Select Datafile 1 Email Report You will then be prompted for an email address The default email address for reports is the Schools Finance Team efs fso norfolk gov uk Section 20 Asset Register Page 39 of 49 Schools Finance v5 84 STAR Accounts Asset Register E E Enter the required email addre
301. lose the Cash Transfer screen Click Process to continue Top Up Click Yes to re you sure you Wish to proceed with the cash transfer Click No continue to cancel lf an account or amount has not been entered the process will be cancelled so that any errors can be rectified If there are no errors you will be prompted to enter the cheque number being used to top up the account Section 12 Petty Cash Page 2 of 8 Schools Finance STAR ACCOUNTS User Guide Section 12 Petty Cash Petty Cash Cheque Please enter the Petty Cash Cheque Number Cancel 502051 Enter the cheque number and click OK Once completed the cash transfer screen will close The transactions for the petty cash top up will now appear in the bank reconciliations for both the LMS Account and the selected Petty Cash Account These transactions can then be reconciled as per the normal reconciliation instructions S002 Stuart Baldry 1 00 502051 Journal 23500 4e Bank 503124 Norfolk County Council 100 00 ccount Vit Date Payee Cheque Ho Gross Petty Cash 163 2702009 Smiths PettyCash 125 96 164 27022009 Journal 502051 500 S Account Topping up the Petty Cash Account via Journals To discover the amount needed to top up the Petty Cash Account go to the Bank Reconciliation screen and select the Petty Cash Account required from the Bank Account dropdown list The balance of the unreconciled transactions is
302. ls Finance STAR ACCOUNTS User Guide Section 7 Purchase Orders A typical emailed order will appear as shown below Order Number 27 Order Date 15 Jul 08 Account No DPN ESPO Customer Norfolk Primary School Barnsdale Way Address The Street Grove Park Buckingham Palace Enderby London Leicestershire LE19 1ES NR1 2DL Phone No 01603222492 Id Description Unit of Price Qty Vat Total Measure 18503 POT ELECTRIC WAX FOR BATIK EACH 54 00 1 9 45 63 45 24509 WAX PELLETED PARAFFIN 2KG EACH 3 96 1 0 70 4 68 27743 DYE COLD WATER 12x6g ASST PACKET 13 95 1 2 44 16 39 Nett 71 93 Vat 12 59 Gross 04 52 Alternatively If your school has Microsoft Office Document Image Writer or any similar programme that saves electronic copies of your printing e g PDF Creator you can simply select to print the order using this software via the printers button on the Main Menu see Section 1 and then attach the file that is created to an email Section 7 Purchase Orders Page 10 of 29 Schools Finance STAR ACCOUNTS User Guide Section 7 Purchase Orders ESPO Online Ordering About ESPO Online Ordering The ability to order directly from the ESPO website www espo org is available to Norfolk Schools The order is completed via the website and imported into Star Accounts for coding and authorisation and then uploaded back to the ESPO website for processing This process is detailed below To be able to use the ESPO o
303. ls shown will not be a true reflection of your accounts at the end of the calendar month to which it relates Section 17 Reports Page 25 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Transaction Reporting From the Reports tab click the Transaction Reporting button Transaction Reporting allows you to produce a report on any of the criteria shown On opening the transaction report will contain all transactions entered in the system for the current financial month only Transactions 2014 15 Current Month Only VM Date Invoice Mo Detaik ui j This report can be filtered to show specific data by using the various options as shown below E Reporting Mii Remove Filter Export Filtered Report fs Show Fitters on Report ny 5 e Template ORY at anolyte Fitter Supplier ESPO Sorting Gressenhall FC ne 1 m 2 Mortolk County Council 3 Ie Nat Sorted h 4 5 Morserve Ltd hot Sorted E Pebble Subjective 00000 County Hall Errors a iot Sorted 00010 Miscoding Must be Cleared C SUMMTAF Y 04500 Teachers Type SSS 04850 Supply Teachers General ae E 05250 Instructors Swimming Al Revenue Only Department ADMIN Administration C Canital ART Art Department APLS Group 456M Business Manager 4504N ASDAN PCard Recharges TA Careers Control Excl Control ECAPCE Capital Se Loan Scheme Download ECAPCH Sp
304. method lf the system appears to freeze whilst performing this process you may be required to reply to a Microsoft Outlook prompt to send the emails produced Section 3 Creating Codes Page 10 of 17 Schools Finance STAR ACCOUNTS User Guide Section 3 Creating Codes Microsoft Office Outlook program is trying to automatically send e mail on your behalf Do you want to allow this Click Yes to send the email IF this is unexpected it may be a virus and you should You may be required to choose No complete this process for each email produced lf you do not see this prompt on screen please click on the Microsoft Outlook icon within the start bar to view it start ea gt O Inbox Microsoft lt Section 3 Creating Codes Page 11 of 17 Schools Finance STAR ACCOUNTS User Guide Section 3 Creating Codes Creating Activity Accounts As per Section 18 of the Finance Procedures Manual 18 4 2 3 an Activities Account must be produced for each activity where monies are collected and paid out for a specific purpose such as school visits Once the activity date has been completed from the Main EE Aen Menu select the Reports tab and click the Activities Account button ACTIVITIES ACCOUNT ue Details of Activity SKI 2014 Ski Trip 2014 241172013 T00 YEAR 7 Class 7B Trip to Zoo 20702201A Select the required trip activity from the drop
305. missing the following message will appear alidation Failed Please correct che errors staked within Column Click OK The first ISSUE found within aaan each asset will be reported IN Enter the Quantity Purchased cell will be changed to peach o o to highlight the row required Correct the issue stated and click Validate again Please Note any changes made to the spreadsheet will require the Validate button to be clicked again before the template can be imported into Star Accounts lf all assets entered into the template pass the validation process the following message will appear Yalidation Complete EA All Assets validated ox Click OK The template can then be imported into OK star Accounts Import the Template When a validated asset template is ready Import Excel to be imported into Star Accounts click the Import Excel Template Template button Template E Have you completed a template you wish ta import Click Yes to Import or No to create a template Mo Click Yes Section 20 Asset Register Page 11 of 49 Schools Finance STAR Accounts Asset Register Please select the Asset Template you wish to import Ei Ed Look in amp Shared e H e E 2540 Ba HR Contacts xls y2723 Bi JournalDetails xls J 4cademyBudget EH on Cost Table xls BudgetRestore Bal s25 Complete Download xls BudgetRestorecluster EF 51
306. mport Show applied Budget All Click the Dept Only only to view only those C Dept Onby budgets assigned to a department code C subj Omby Click the Subj Only only to view those budgets assigned to a subjective code only The Subj Only option will not be available from April 2015 as all budgets will be assigned to a subjective code including departmental budgets section 6 Budget Transactions Page 1 of 3 Schools Finance STAR ACCOUNTS User Guide Section 6 Budget Transactions Profiling Importing Budgets The Budget Planner Software provided by Norfolk County Council includes a procedure for exporting the current budget plan directly into Star Accounts This is only possible if both Star Accounts and the Budget Planner are located on networked computers drives i e both can be opened on the same computer If the two programmes are not networked a file can be created within the Budget Planner that can be manually imported into Star Accounts Please refer to the Budget Planner User Guide for instructions regarding creating the file required Once the file has been created it can be imported into Star Accounts in the following way From the Main Menu select the Transactions tab click Budget and then click Import Budget Please Browse in the Budget file Look ir a Desktop e Ba ce EJ 50515 Inbox la Uploader 5 515 Journals 2012 faa Uploads 2012 ARSIS Serv
307. n 11 Entering Journals Page 10 of 29 Schools Finance STAR ACCOUNTS User Guide Section 11 Entering Journals If you wish to delete any templates that are no longer valid double click on the yellow templates box to open the Journal Templates window Select Create a template mA hilt staff Code Testing ki Select the template to be deleted from the drop down list then click the delete button Delete Template Ea Are you sure vou wish to delete this Journal Template D e Click Yes to delete the template or No to cancel Prior Year Journals Journals are only permitted in prior year datafiles when moving transactions to a department code using the same subjective code and bank account as the Original transaction This will allow transactions received on the P12 and P13 downloads to be moved to any relevant department codes for reporting purposes For example if 250 00 is received on the Period 12 download on subjective 40850 that you wish to move to the Art department the only journal permitted will be Subj Dept Amount Credit 40850 250 00 Debit 40850 Art 250 00 Please Note You will need to complete separate journals for each amount you wish to move i e your journals should only contain two lines Section 11 Entering Journals Page 11 of 29 Schools Finance STAR ACCOUNTS User Guide Section 11 Entering Journals Journal Import Template This feature is use
308. n 8 Entering Transactions Multiple Coding Transactions The multiple coding function should be used when several transactions require coding to different subjective and or department codes but all other details are the same i e supplier invoice number paying in slip number cheque number etc Please Note The first transaction line must be completed on screen before this feature can be accessed The Gross amount entered must relate to the first line only NOT the entire invoice total Once the first line has been entered click the Multiple Multiple Coding Coding button within the coding details section Multiple Coding Vat 25 70 Gross 334 19 Details Subjective Department Capital Met Wat Rate Gross Asset WA Equipment for Science Fair 40930 Ecne 150 00 T 0 00 w 180 00 WA Equipment for Science Fair 0 00 0 00 0 00 fx The Details shown on each line will be brought forward from the first line of the transaction these can be overtyped if necessary Enter the coding details of the additional lines along with the VAT Rate and either the Net or Gross amount Place a tick in the Asset box for each line you wish to flag as an item that needs to be added to your Asset Register see Section 17 20 This option is only available for Expenditure transactions Pangacian tetak se 308 43 he Transaction Total shown at th
309. n asset the following details should be entered within the Depreciation tab Depreciation Maintenance Comments Purchase Price 318 00 Annual Depreciation 15 90 Depreciable Life Months 240 Depreciation To Date FUSE Replacement Cost 318 00 Salvage Value r000 Wet Value galr a4 Purchase Price Enter the Net price of the asset i e excluding VAT Depreciable Life Months Enter the number of months that you expect the asset to be in use for within the school A figure will be pre populated in to this field when a Category is selected see above however this can be overtyped if required Please Note Any changes to the number of months entered here will affect the replacement date of the asset see above Replacement Cost An estimate of the likely Net replacement cost for the asset should be entered This figure will be used as a guide when looking at future purchasing requirements therefore unless an actual replacement cost is known the Purchase Price should be entered as the Replacement Cost Salvage Value Enter an amount here if it is expected that the asset will have a value at the end of its Depreciable Life i e an amount that the asset could reasonably be sold for Annual Depreciation This is an amount calculated by the system and cannot be manually overwritten It is calculated as the Purchase Price Depreciable Life 12 months Section 20 Asset Register Page 16 of 49 Schools Finance
310. n exporting the spreadsheet and posting the details the following error message will appear This template has been created For use with the Main datafile You are currently logged onto the ChildrensCentre datafile Click OK Log back Into Please log back into the Main datafile to post this journal the datafi le specified and then click Post again Section 11 Entering Journals Page 13 of 29 Schools Finance STAR ACCOUNTS User Guide Section 11 Entering Journals lf you are logged into the correct datafile and there are no issues the details from the spreadsheet will be transferred to Star Accounts Star Accounts X i This journal is pending and has not been Fully posted within Star Accounts Please open the journal Form and complete the journal as per the normal process Click OK Within Star Accounts open the Journal screen The imported details will be shown on screen ready to be posted 000 This must be zero before processing Subj Department Capital staff Code Amount Bank A C Description CS CS CS CSS wpe ff ef 000k iavones wpe sf 000k Jv adoms Click Process Journal to complete the posting Additional lines can be added or lines removed from this screen as required Running Total Within the Transaction Reporting screen for the example listed above you will see the original income transaction and the imported journal as below YN Date Invoke
311. n list Specific Subj 101 Funds Delegated by the LEA Io Funding For sixth Form students 103 SEN Funding not For special schools This report provides a detailed breakdown of any transactions for the current period and any commitments held within Star Accounts for all subjective codes within the selected CFR category Subjective Transactions Norfolk High School 2444 May 2013 14 CFR Subjective Description Budget May To Date Commitment Balance E19 40850 Education Equipment amp Material 175 000 00 125 00 10 601 43 4 751 99 159 646 58 Transactions Cheque Order Paying h YNo Date Customer Invoice No Details Gross Va Nett Subj Capital Inv No Slip Number Creditors 81361 2706 2013 Stuart Baldry GHFD 456123789 Various tems 15000 2500 125 00 40850 Com mitm ents Order Catalogue Outstanding Inv No Customer Supplier Number Description No Price Vat Total Recd Pad Subj Capital Commitment 1580 PEARSON EDUCATION LTO 0 post and packing 1 340 0 00 3 50 0 0 40850 3 50 1580 PEARSON EDUCATION LTO 0 973144690531 4edexcel GSCE geography 15 21 15 0 00 317 25 0 0 40850 317 25 speciication B student book Please Note Each Subjective code within the requested CFR subjective will begin on a separate page within this report Email BCRs From the Reports tab click the E Mail BCR s button lf the computer being used to email the BCRs is using Microsoft Access 2003 or 2007 the following message will appe
312. n school Datafile Select Datafile and other datafiles e g school fund if applicable Export all transactions held within Star Accounts to Excel Email Report Excel Export All transactions Audit Reports Exit Star Closes Star Accounts fully Exit MEC web Links Help Star Accounts Web Links Menu Various links to useful sections of the Schools Finance Team website have been included within the Web Links menu Web Links b Help b Re send Prior Upload User Guide Frequently Asked Questions Schools Finance 4 2 Norfolk Schools Website Schools Finance Training Download Schedule SLA Online Lettings Policy VAT Manual E ourier Co Op Online Banking Login ESPO Online Any Comms Plus E a DE E S e E er E E A E EH Barclaycard Logon Please Note If you are required to log in to access the internet you will need to do this before the relevant link will open Section 1 Finding Your Way Around Star Accounts Page 5 of 9 Schools Finance STAR ACCOUNTS User Guide Section 1 Finding your way around Star Accounts Star Accounts Help Menu Upgrade STAR Re send Prior Upload Subjective Code Update Email Current Datafile ACO Current Datafile Update ESPO Catalogue Reduce Screen Size About Star Accounts Upgrade STAR Star Accounts will automatically upgrade to the latest version via the AVCO AnyComms system if an upgrade is available Se
313. n will _MmportiCode ESPo Orders appear C Orders not vet Uploaded Click Import Code ESPO Orders Upload Pending Orders Section 7 Purchase Orders Page 14 of 29 Schools Finance STAR ACCOUNTS User Guide Section 7 Purchase Orders WS Dloase wait for the Import Completed message before Import Completed continuing This may take several minutes to appear Please Note Once imported the orders are deleted from the Inputs Path Code and Authorise Orders After importing the ESPO orders the following screen will open 109700 Requisition No Order Requisitioned By Co Current Order Total Confirm and Print hr ESPO User Name Het Delivery Point DPN Alternative DPN VAT Delete Requisition Gross Special Requests VAT Catalogue ID Description No Price Net Rate VAT Gross Subj Capital Department Assign Highlight the required Requisition from the list to view the items ordered within it Order Header ESPO User Name lames stantardiginortalk gov uk Delivery Point DPM 124541012 Alternative DPH i Requisition Ho Special Requests Order Requisitioned By This will default to the contact name entered for Ordering within the School Detail orserrequisiioneasy penne screen see Section 2 This can be Esrousername EMMEN changed by selecting the required staff PATANI 1 semore Fran member from the drop down list Bradshaw Hilary Brock Ma
314. nal order or invoice Please Note Any order number beginning with an T relates to an outstanding debtors invoice Grouping Department Codes For reporting purposes groups can be created to link different department codes to one heading for example French Spanish and German departments could all be linked to a group called Languages Groups should only be assigned if two or more departments need to be grouped together Groups should be removed if only one department has been assigned to it Creating a Group To create a group T double click the Group drop down list Department Grouping Enter a group name in ue the Description field Description Contact i A contact name can also A Attendance Acteson Heidi gt be selected from the O_o lt required Click the exit key to return to the department codes screen The groups created will then appear in the drop down list to be assigned to each of the department codes required select the Department Code from the dropdown list Code HISTORY 4 Description History erat Bud 150 00 OF Educational Visits zs D Signalong Select the Group from the dropdown list Repeat for each required department code Section 3 Creating Codes Page 3 of 17 Schools Finance STAR ACCOUNTS User Guide Section 3 Creating Codes Deleting a Group aK To delete a group click the Delete button next to
315. names members that contain the details entered To return to the full list of stat members delete the details that have been entered into the Search field and then hit the enter key Alternatively if you know the Staff Code of the staff member you are searching for enter that code in the Staff Code field Enter Amend Staff Details Below Staff Code 012345 0 If the staff code entered exists within Star Accounts the following message will appear Duplicate Fa held within Star Accounts will then appear Enter Amend Staff Details Below Staff Cade o12345 0 Save Record Statt Mame Baldry Stuart Cancel FTE 100 Type Teaching f Position Held Teacher Email stuartbaldry nortolkprimary schuk 0 Dept ee Remove Dept Amend any details as required and click Save Record Click Cancel to clear the details shown on screen Section 5 Staff Details Page 5 of 11 Schools Finance Star Accounts User Guide Section 5 Staff Details Sorting the Staff List The default order of the staff list within this screen is sort By Name alphabetically by Staff Name whether that is the full Staff list or a filtered staff list i e criteria has been entered into the Search field as above sort By Staff Code sort By Postion The staff list can also be sorted by Staff Code Position Type or Subjective Code by clicking the relevant button gt ot By Type for th
316. nance Assistant Ono ccc eeeeeeeeeees Amounts above checked with voucher sreceipts ccc ccccceeeceeeseeseeesssseeeeeeeeeeees School Finance Officer on eee cece ececeeeeeeeees Delete a Line To delete any banking from the current update click the rf Delete button against the row to be deleted re vou sure you wish to delete this banking Yes Mo Click Yes to delete the line or No to cancel Exit without Saving To exit the screen without processing the banking listed click the hls Exit button Please Note Any banking that has not been processed will be deleted when the screen is closed Exit The banking entered will be deleted when this screen is closed Click Yes to exit the screen and Are you sure you wish to exit delete the banking listed or No to T cancel Section 18 Debtors Page 30 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Process Income When all of the required income has been logged ensure that Total Income the total at the top of screen matches the banking to be made 335 00 before clicking Process and Exit Process re You sure vou wish bo process the banking totalling 335 007 D Click Yes to continue or No to cancel to make further amendments When Process and Exit is clicked any lines within this screen where no amount has been entered will de deleted If the Pr
317. native Delivery TE eae Address On the next available blank line within this screen enter the petty cash account name Petty cash account names must begin with either Petty Cash or PC If you have more than one petty cash account you can add a number to the end of the name to distinguish between them e g Petty Cash1 PC2 etc Account lf you wish to enter an address for Account Mame Sort Code Number Bank h tt h t it h ld b poao ps Co op the petty casn account It snou e awe fen the schools address An address is not essential for petty cash accounts Creating an Opening Balance To enter an opening balance for the account i e the maximum level of cash to be held in the petty cash tin the Imprest Level of the LMS account should be reduced by the required amount and the Imprest Level of the Petty Cash increased by the required amount within the Reconciliation Statement Reconciled Balances Enter adjustment required to reconcile the statement Ove rtype the Imprest Outstanding Reimbursements B fwd 5 005 69 values with the required Curent Month Adjustment Required o o0 new value Bank Account Hame Balance Iriprest LMS Ele ota 18 950 00 PL FAO O0 FAO O0 Please Note The overall Imprest Level shown must match the level agreed for your school once the updates have been applied Total E2 623 33 19 000 00 4 This process will produce transactions automatically within the LMS Bank Reconcil
318. nce for example BACSAuthorise9999 May2014 BACS01 txt This file be copied to both the location specified in the Output Path School Details screen and the Star Backup Archive BACS folder on the server This file is required at County Hall to process the payment along with the BACS Payment File see above During this process Star Accounts will attempt to send the files via email and AVCO Via Email The BACS authorisation file will be sent as an automatic email to efs ca norfolk gov uk The Following File will be sent by email B4CS4uthorise9999 May2014 Bacsol txt Click OK lf the system appears to freeze at this point it may be that an email prompt is hidden behind the Star Accounts Main Menu If you do not see the prompt on screen as below please click on the Microsoft Outlook tab within the start bar to view it A start Microsoft Office Outlook oe gt gt Ej Pi Inbox Microsoft A 4 program is trying to automatically send e mail on your behalf Do vou want bo allow this IF this is unexpected it may be a virus and you should choose Mo Click Yes to send the email If you click No to this message the process will continue unaffected Via AVCO After sending attempting to send the payment file via email you will be prompted send the file via AVCO AnyComms BACS Payments File Transfer Please ensure the BACs Payment File B4CSPayment9999 M
319. nce you have imported the download reconciled your bank petty cash accounts and resolved any Month End Issues see below Period End Within the Process tab click Period End Please Note The roll forward must only be completed with ONE user logged in If more than one user is logged in the following error message will appear after Period End is clicked and the roll forward process will be cancelled NON SQL users only SQL Users will need to manually check only one user is logged in before completing the roll forward Roll Forward Cancelled Ea Another user is currently logged into STAR Accounts You must ensure only one user is logged in before attempting to roll Forward lf only one user is logged into Star Accounts the system will perform the following data validation before allowing the roll forward process to take place Month End Issues Missing Downloads Blank Subjective Codes Capital Codes Budget Balances to Zero Reconciliation Statement Balances amp 9 4re you sure you Wish to continue with the Period End The Following downloads have not been loaded May There are common issues to be resolved within your accounts Click es bo continue or No to stop the period end and resolve the issues stated on the printed report Click Yes to continue or No to cancel Month End Issues There are several common issues that are identifiable within Star Accounts that user should be resolv
320. nciliations Page 2 of 11 Schools Finance STAR ACCOUNTS User Guide Section 13 Bank Reconciliations Once a cheque paying in slip number has been selected all of the transactions relating to it will appear in the Transactions to be Reconciled section Bank Account LMS F o EA 4 v ae r Find Fe Reconciliation Irom LMS Ba LMS Ba IN Date al Supplier Name me O6 03 2013 TTS Group SU3605 23 99 Statement No sa 1 3 Uae 3 TS Group wets KREE Fa Highlight each individual transaction to 5 Grow p ny s tre Aa be reconciled Ensure the Total toReconcie Cure Selected to Reconcile matches the de C E Dp eee amount on the bank statement and Pree then click Reconcile roup 5 Group 5 Group S Group AL sb SGrup BOSE SGrup naeg Please Note The above method will only allow one cheque paying in slip number to be reconciled at any given time Clicking the button will place every unreconciled transaction listed into the transactions to be reconciled section allowing multiple transactions to be selected and reconciled The J button will highlight all transactions listed within the transactions to be reconciled section After the Reconcile button has been clicked the transactions will move to the Reconciled Transactions section at the bottom of the screen and the bank balance details will be amended accordingly 9819 05 03 2013 TTS Group 503605 36 00 9811 05 03 2013 TTS Gr
321. nd Issues if applicable Monthly Paperwork Issues Summary and Detailed BCR Capital BCR Detailed Departmental BCR Catering BCR if applicable Unreconciled Transactions sheet Monthly Transactions sheet see below 10 Monthly Monitoring Report see below 11 Staff Monitoring Report if selected see Section 2 Page 11 12 Confirmation Sheet O 0 ee a Section 15 Period and Year End Page 5 of 22 Schools Finance STAR ACCOUNTS User Guide Section 15 Period and Year End Print Monthly Transaction sheet Click OK to print the monthly transaction sheet if this message appears OK High Schools Only Due to the high volume of transactions entered by high schools this report will not automatically print during period end If required it can be printed separately via the Transaction Reporting screen see Section 17 Please Note If you have selected the option to export the monthly monitoring report to excel as part of the month end procedures see Section 2 you will be required to browse a location to save the exported report to as part of the period end printing see Section 17 for further details i elt Ensure the reports have printed correctly A Have all the reports printed ok before clicking Yes aS you cannot reprint the period end reports again once the process is Yes complete lf the reports have not printed correctly click No check the printer and repeat the process
322. nd e mail on your behalf Do vou want bo allow this IF this is unexpected it may be a virus and you should j choose Mo Cl ick Yes to send the email If you click No to this message the process will continue unaffected You must ensure that this file is forwarded via AnyComms Plus or email for the recharge to take place Section 11 Entering Journals Page 19 of 29 Schools Finance STAR ACCOUNTS User Guide Section 11 Entering Journals Receiving the Recharge Electronic recharges will be received via the download in the same way that the manual recharges are currently received The description that is downloaded for the processing school your school will be shown as the Journal Reference from above and the description The receiving schools will be downloaded the item with your location code and then the description to help identify where the funds have been received from Download Transaction Download Transaction Voucher Number O voucher Humber 106057 Transaction Date OS Feb 13 Transaction Date i O8 Feb 13 Customer Supplier Norfolk County Council Customer Supplier Norfolk County Councl SS Invoice Date O Fe Invoice Date i oF Invoice Mumber Download Invoice Number O Domoa 250 00 Gross 250 00 250 00 Mett 250 00 T 0 00 Yat Rate T 000 0 00 0 00 15165 Course Fees 0644 Course Fees Processing School Receiving School Enter
323. new button will appear on the Options tab Reconciliation Statement 31st March Bank Rec 31st March Bank Reconciliation Gutstanding amp 3 4 bank reconciliation to the 31st March 208 should be completed as soon as a bank statement to that date is received You MUST NOT reconcile any transactions dated 01 04 20 onwards until the Sist March Bank Rec button has been clicked Please refer to the Year End User Guide For Further details Please Note You do not need to roll Forward once this process has been completed Once the 31 March has been passed the above message will appear each time a user logs in to Star Accounts or enters the bank reconciliation screen until the reconciliation statement has been produced Once the 31 March bank statement has been received and the reconciliation completed click the 31 March Bank Rec button Agreement Ea o Click Yes to complete the I agree that the reconciliation has been completed ME i i up to and using the bank statement as ak 31 March 20 reconciliation or No to cancel the process Yes Mo X IF Any Comms is not installed on this computer please transfer the Following File to the Oukbox of a computer with AnyComms and start a call Documents and Settingsi ll Users Desktopioutbox199399 Recon 20 s xls IF you OO WOT bank with the CO OP you will also need to send a copy of your bank statements showing the balancefs as at 3
324. ng commitment To also view any fully paid orders click the Show AIF button Order Number supplier Mame Order Date 1790 ESPO 23052013 0 00 1789 2CAR 070S2013 19 00 Order shown with 0 00 O S have been fully paid Double click the order to view the full order details Click Show Outstanding Only to re filter the list Section 7 Purchase Orders Page 1 of 29 Schools Finance STAR ACCOUNTS User Guide Section 7 Purchase Orders Filter by Supplier To filter the list of orders relating to a specific supplier select the supplier name from the drop down list at the top of the screen Supplier Please Note This list shows all suppliers that Amazon Leisure UK Ltd purchase orders have been rasied for during Books4echools Breckland Scientific Supplies the current financial year paid and unpaid pasa an therefore if a supplier is selected and no ae orders are shown it is likely that all orders for that supplier have been fully paid Click Show AIF to reset the summary list Create an Order New Order Click New Order This will open a list of all suppliers held within Star Accounts Double click required supplier to open the Order Input Screen Supplier Search id Supplier Mame Ld 4 Belletty 4 Gamble Mew Supplier A Medler PP 4 Robinson Active Learning Resources Lid 127 South Road If the supplier does not appear in this list click New
325. nk 266 047 56 Unreconciled Total 4 764 89 Unreconcile At the outset the Balance at Bank figure should agree to the opening balance on the bank statement A negative figure indicates a credit balance a positive figure indicates a debit balance overdrawn This provides a running total to check as the reconciliation is processed Please Note If no cheque number appears next to an unreconciled transaction this means that those transactions appear on the cheque run screen waiting for to be processed No transactions can be reconciled until a cheque paying in slip number Op up Show Reconciled l Enter SETS TUNE 3 i e A 3 Highlight the cheque to be reconciled e value t Double click the cheque to E ea Coun Maintenance SEY auto m atical ly h ig h ig ht al tran sacti O n S 00s CleaView Communications EB1200 relating to it as per step 4 below 503609 Stalf 17 33 sr TERE BO361 0 Morfolk Community Health and Ce 50 00 503612 Eden Springs Hii 23 45 Or select the requl red cialis 503613 Stalf an i i 503614 Stalf 20 00 cheque paying in Slip EA 503615 ESPO 596 57 503616 Stalf 59 98 number from the drop 503605 503617 NFS GRAFHICS 126 00 i S02E06 503618 ESPO 308 64 down list to automatically S02E07 503619 ESPO 523 37 i 503620 BioLab 173 76 select the required 503606 50362 Hope Education 132 99 x FOS609 transactions 503610 03612 Section 13 Bank Reco
326. nline ordering functions within Star Accounts 1 2 3 4 The ESPO Online feature needs to be activated within Star Accounts see Section 2 The school will need to register with the ESPO website to obtain a User Name and Password see below A Delivery Point Number must exist within the ESPO supplier record see below Microsoft Outlook must be the default email client for the computer being used to process the online orders Please Note An ESPO Online web link has been added to the Star Accounts Web Links Menu Office 2003 and Web Sites drop down Office 2007 2010 243 TR TE PP Pe H E Courier J E Courier 2 Co Op Online Banking Login CP Co Op Online Banking Login ESPO Online Please Note Orders raised within Star Accounts to ESPO can also be uploaded to the website even if they were not created within the website Simply create the order as normal and use the Upload features described below Section 7 Purchase Orders Page 11 of 29 Schools Finance STAR ACCOUNTS User Guide Section 7 Purchase Orders Register with ESPO Online Open the ESPO website using the ESPO _ _iyayanaheualimntaaii Usemame Online link within Star Accounts E Complete the User Registration form by p clicking here Password N Forgotten your Login details Not Registered to fill out an online application form Complete the form to obtain a User Name and pass
327. nloaded to subjective to 99180 to a Facilities department the journal would be Subj Dept Amount Debit 99180 300 00 Credit 99180 Facilities 300 00 Please Note For downloaded expenditure transactions the Debit and Credit would be reversed credit the subjective code and debit the subjective with the department Each subjective code and capital code if applicable used within the journal must balance to zero for the journal to be processed If either does not balance the following error message will appear when Process Journal is clicked 4 Subjective Code within the journal does not balance to 0 00 Amounts shown on Download Only subjective codes can only be journalled to a department code using the same subjective code and capital code if applicable that the transaction was downloaded against Please amend the journal and try again ok Click OK Section 11 Entering Journals Page 5 of 29 Schools Finance STAR ACCOUNTS User Guide Section 11 Entering Journals Bank Transfer Journals Petty Cash Once a petty cash account has been created within Star Accounts it will need to be topped up at regular intervals to ensure it is kept at its agreed level for example 50 00 lt is recommended that the journal for this transaction is completed at the same time as the cheque is written From the Main Menu select the Transactions tab and click Journal Bank Transfer Pet
328. nner and the actuals have been downloaded against within Star Accounts B FTE This is the FTE held for the staff member within Star Accounts C Budget This is the expected staffing costs to date based on the Staffing profile shown within the budget planner This budget will be based on the period shown at the top of the report unless the download has not been completed for the current period in which case the prior period will be used For example if in Period 6 the download has not been completed the budget will be calculated as at Period 5 Section 5 Staff Details Page 8 of 11 Schools Finance Star Accounts User Guide Section 5 Staff Details D Actual To Date This is the total amount shown within Star Accounts for the current year that has been assigned to the staff code shown E Variance This is the difference between the budget and actual costs F Variance This is the difference between the budget and actual costs represented as a percentage G Detailed Actuals This section summarises the total costs coded to the staff code shown summarised at subjective code level Variance Reports Up to three types of error will be shown within the CFR group summary CFR Miscoding The following transactions are coded to a staff code within the above CFR category but do not have a matching record within your staff details Staff Code CFR subj Suljective Description Amount 036208 5 E01 04800 Teac
329. nt of income to be banked for the selected invoice Income must be entered as a negative amount and should not exceed the total outstanding for the selected invoice as shown in the drop down list An error message will appear if this is the case i x nen Maximum Income Exceeded Ea Income should be entered as a negative amount x The maximim amount of income that can be registered For this invoice is 64 00 The total outstanding commitment also cannot be exceeded if multiple lines are being entered to register payments for example as cash and cheques have been received Maximum Income Exceeded 6 Entering this income will exceed the outstanding commitment of this invoice 64 00 Please re enter the amount or delete the line Paid by Cheque Place a tick in the Paid by Cheque field by Paid By clicking it once if the income was paid via a cheque When the Cheque income is posted the description will state paid by cheque to E distinguish it from cash payments lf the customer has part paid the invoice by cheque and cash two lines should be entered one with the cheque field ticked and one without Subjective Department Code The Subjective Code Subj and Department Code if applicable assigned to the original Subj Department invoice will be shown for information purposes when an invoice is selected These cannot be 95460 amended Receipts Receipts can be printed from this screen when the income is p
330. nter as many of the Suppliers Address 4 details as possible As a ne Es minimum you must enter a teat tae name for the supplier Fax Number Contact Name ooo To exit without saving any of Account Mo OPM chegue Payable Mame Alternative Payee the details you have entered click Delete Record To save the details click the exit button BACS a Default Coding Subjective Code 5 Department Code a Section 4 Suppliers Page 1 of 14 Schools Finance STAR ACCOUNTS User Guide Section 4 Suppliers Default Coding lf you wish to add a default subjective code or department code to a supplier please select the required codes from the drop down lists Subjective Code Department Code Department Code 04800 Teachers ADMIN Admin supplies 04650 Supply Teachers General ADYERT Advertising 05250 Instructors Syvimming AGENCY SUPPLY Agency Supply 06200 Peripatetic Contracted Teachers ART Art lf default codes have been added these will be shown automatically when the Supplier is selected when entering transactions orders purchasing card recharges and debtors excl subjective code on lettings Please Note lf you have selected an income subjective code as the default and are entering expenditure transactions the default subjective code will not be entered and vice versa for expenditure codes when entering income transactions Only income codes will be available to be selected as
331. ntinuation code will be shown on screen and a password will be required from Accounting Software Support Blank Subjective Codes Capital Codes Star Accounts will not allow users to roll forward without correcting any issues with blank subjective codes or blank capital codes If transactions missing this information are found an error message will appear once Period End is clicked Blank Subjective X 4 transaction has been Found within your accounts without a subjective code which you will be prompted to correct Click OK A further message will then appear detailing which transaction contains the error Enter the required subjective code voucher 4405 ick supper ary Bokstor here oe er If you r Eee esting Cancel unsure O e coae to use clic Cancel and view the original transaction to decide on the most appropriate code Change Project Code Enter the required capital project Cuh ae code here and then click OK If pplier Dodgy Builders iption Buildi ks Sabet tant Sule ag War Cancel you are unsure of the code to use Subjective C245 click Cance and view the original transaction to decide on the most appropriate code E Section 15 Period and Year End Page 3 of 22 Schools Finance STAR ACCOUNTS User Guide Section 15 Period and Year End This procedure will be repeated for all transactions found with blank subjective or capital project codes
332. nts Asset Register is included when the Asset Register is activated within Star Accounts Please Note The FileMaker Take on Balance TOB option is only available whilst there are no assets held within Star Accounts As soon as 1 asset has been created the option will be removed Fy FileMaker Pro File Edit Mode Select Format Script Window Help Create Import File Whilst viewing the FileMaker s Open Ctrl 0 Asset Register Menu select File Import _ ss claw Export and then Export Records A i Access Privileges Sharing Print Setup Print Ctrl P Import Records Save a Copy As Import Picture Recover Import QuickTime Import Export Export Records to File x ext e Export Records Save jni amp Filemaker Assets d t ee Eb CiNewFolder Select a folder to save the output file to and enter a File Name Please Note You must ensure that this file is saved as a Comma Separated Text CSV file Save as type Comma Separated Text CSW Cancel Current File Asset anager Field Order Please Note If any fields are already listed in the Field Order section you must click Clear AIl before selecting the Move All option Annual Depreciation all Book Value All Book Value Each Bos Ref No Calc sset ge CalcTodap lear All Category Cost All Move Cost Each Customer Name Date Due Bac
333. ny catalogue by clicking Add an Item Enter New Catalogue Item Enter all details as required Company Euro RSCG Riley I Please Note f you have em umes REE selected a supplier in the ltem Description Disc Copier j i i View field the Company ie L Add another i mle Bare alle name will be pre populated ac em avin Hi Click Add another Item if you wish to continue adding to the catalogue Click Exit without Saving to cancel the addition or Save and Exit to return to the catalogue screen Please Note Items can be added to any supplier even if a catalogue does not already exist Section 4 Suppliers Page 13 of 14 Schools Finance STAR ACCOUNTS User Guide Section 4 Suppliers Deleting Supplier Catalogues lf you have a manually created catalogue or have any non ESPO catalogues that you wish to delete either because you no longer use the supplier or would like to start the catalogue again select the supplier name from the View dropdown list then click Delete Catalogue Star Accounts Catalogues Star Accounts View EBC Publications Ea gt Delete Search Criteria if required Catalogue Import a Catalogue Item Description Delete x Click Yes to delete the l E i Are you sure you wish to delete the catalogue For BEC Publications catalogue or No to cancel IZ wo the process Please Note You cannot delete the ESPO c
334. o delete the line or No to cancel w i Section 18 Debtors Page 11 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Copy an Individual Line To copy a previously entered line to a new line click the Copy Line button to the right of each line This will copy these details and insert them directly below this line The invoice will sort the Facilities alphabetically by Date of Hire Click OK to copy the line or Cancel to cancel the process concel_ Amend any of the data on the new line by overtyping re selecting the existing details This may be useful if you are creating an invoice for multiple dates with the same details e g for a regular letting as only the Date of Hire would need to be amended in the duplicated lines Copy Multiple Invoice Lines lf a letting requires the use of multiple facilities at the same time such as Football Pitches and Floodlighting enter the details for each required Accommodation for the first Date of Hire and then click the Copy All Lines button lf more than one date has been entered the following message will appear Error You can only Copy All Lines when all of the dates shown on screen are on the same day Click OK The copy lines function will then be cancelled lf all of the lines entered on screen are registered with the same Date of Hire the Copy Invoice Lines
335. od and Year End Page 4 of 22 Schools Finance STAR ACCOUNTS User Guide Section 15 Period and Year End Reconciliation Statement Balances lf the figures on the Reconciliation Statement do not balance an error message will appear and the Period End process will stop to allow you to correct the errors Totals A and B and Totals C and D should D ff in Aand B 0 00 balance to 0 00 Diff in C and D 0 01 Please refer to section 13 for details on how to rectify any issues Click Period End again once the error has been resolved Children s Centres Clusters Only All income expenditure for Children s Centres and Clusters must be coded to a Department Code If the system finds any transactions within the accounts that are not coded to a department the roll forward process will be cancelled a There are transactions within your accounts that hawe not been assigned to a department code You will not be able to roll Forward until these transactions have been corrected by journal to include a department code The amount not coded to a Department Code is 34 08 IF vou require any Further guidance please contact the Early Years Team Post Data Validation Process Once all of the issues listed above have been rectified if required the period end will process as normal The following reports will automatically be printed at Period End Period End Reconciliation Statement Month E
336. oes not have a built in catalogue However a O zero must be entered if you do not wish to use a unique Catalogue ID Last Catalogue ID Entered This shows the catalogue ID of the last item entered in the current order for cross checking when entering a large order Description Enter a brief description of the item if these details are not automatically entered from a catalogue Section 7 Purchase Orders Page 3 of 29 Schools Finance STAR ACCOUNTS User Guide Section 7 Purchase Orders Unit of Measure This value defaults to Each Box Set and Packet are also preset in the drop down list however any measure can be typed into this field Price Enter the value excluding VAT of each item if one is not automatically entered from a catalogue Quantity Enter the number of items being ordered Please Note After entering the quantity any default subjective code or department code entered against the current suppliers record see Section 4 will be entered on screen unless the default subjective code is an income code Vat Cat VAT Cat Select the appropriate VAT code from the drop down list The VAT amount will then be calculated by Star Accounts A Standard 20 E Exempt On Total H Heatin me T Outside the Scope 0 Z Hero OF Coding Detail Subjective Code Type in the required subjective code or choose one from the drop down list if a default subjective code has not be
337. of 9 Schools Finance STAR ACCOUNTS User Guide Section 1 Finding your way around Star Accounts Access 2007 and above Star Accounts Drop Down lf you are using Microsoft Access 2007 and above the Star Accounts Drop Down will appear as below The options shown will complete the same functions as those described above FILE Star Accounts Ta Close a Login as different user X Excel Export All Transactions Remote Support F3 Reduce Screen Size E Web Sites E Print CA Select a Datafile GE Audit Reports R AVCO Current Datafile About Star Accounts E Upgrades k Print viewed page f Email Report Exit Star EJ Email Current Datafile 2 Exit with Passkey Other Help Web Links Please Note The Upgrade Options shown in the Help section of 2003 drop down have been moved to the Upgrades section in the 2007 and above versions E Web Sites Web Sites To view any of the website links as TE described above select the required website from the F Frequently Asked Questions drop down list Schools Finance A Z Norfolk Schools Website Norfolk Schools Finance Training Download Schedule SLA Online Lettings Policy Vat Manual E Courier Co Op Online Banking Login ESPO Online AnyCommes Plus A ha Dero BarclayCard Logon F Upgrades e Subjective Codes m ESPO Catalogue Upgrades To run any of the automatic upgrades select the required upgrade from the drop down list fi Star Accounts
338. of the asset Model If the asset has a model number enter it here Serial Number If the asset has a unique Serial Number enter it here This will enable the asset to be accurately traced back to its record if required Order No If the asset was originally purchased via a Purchase Order within star Accounts that order number should be entered here This should only be required if the asset was not flagged as an asset within the original order see section 7 Page 3 of the Star Accounts User Guide Transactions Orders flagged as assets should be imported following the instructions given below Quantity Enter the number of assets purchased Multiple items of the same asset can be entered as one record if required Please be aware however that this may lead to issues when selling or disposing of an asset that was listed against a multiple record Status This will be listed as Active and cannot be changed when adding a new asset Department If you wish to show the asset against a specific department for example printers against an ICT department select it from the drop down list Department DRAMA Staff Name DRAMA Drama Location EAL English as an additional language EMGLISH English safety Checks Engy Electricity Asset Category EQIP Curriculum Development Staff Name If an asset is to be the Mame responsibility of a specific member of staff or ston Adams Matthew was purchased solely for the use of
339. of the most appropriate subjective code to use double click the Subjective list Search criteria orant Subj Details e2530 Other Grant Funding e2580 Government Specific Grant Income All income subjective codes containing the search 29070 Pupil Premium Grant criteria within its details will be shown Double click 98120 Additional grant for Schools the subjective code you wish to use to enter it into ca720 erant Income to Schools the tran saction cs750 Grant Income to Schools Mon LEA Enter a brief search criteria and press the enter key Capital Code Select the required capital code from the drop down list If a new capital code is required double click the Capital list and create a new code following the instructions given in Section 3 On exit of the capital code screen the last viewed capital code will be added to the transaction Department Code Select the required department from the drop down list If a new department code is required double click the Department list and create a new code following the instructions given in Section 3 On exit of the department code screen the last viewed department code will be added to the transaction Bank Account All transactions default to the LMS Bank Account i e the main school bank account If your transaction relates to Petty Cash or any other bank account please ensure that you change the bank account before submitting the transaction Ay This would n
340. oice it will be flagged as not printed again until it is reprinted to take account of the amendments made Number of Copies The default number of copies 5 when printing invoices can be changed from 1 copy gt by clicking here Print Invoice lease enter the number of copies you wish to be i i ae aea g i Enter the number of COpies to be printed _tal_ as a default and then click OK 2 Section 18 Debtors Page 23 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Email an Invoice This process will only be successful if Microsoft Outlook is installed as the default email client on the computer being used Highlight the invoice invoices to be emailed within the outstanding invoices list and click Email Invoice Tasend d 4 Fal ae Oo lee ee Ss Arn email address will be entered if This message has not been sent i gig y one exists within the customers _ ton I details if not please enter the Ce required email address and then Subject Norfolk Primary School Invoice No 2 For The Book Club click Send Attach E trwvoice Number 27 rt 4 KB S This process will be repeated for each invoice that is highlighted within the outstanding invoices list Please Note Multiple invoices can be selected to be emailed to the Customer to which they relate by highlighting multiple invoices within the list However when emailing multiple invoices the emai
341. ome Voucher Number will be assigned by the system Section 18 Debtors Page 25 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Receipt If a printed receipt is required click the Printer button once the income has been entered F Create Income Transaction with Receipt An income transaction For 10 00 will be created is this correct Click Yes or No as Click Yves to process the income and print a receipt or No to cancel required Yes Mo No Receipt If a printed receipt is not required click the Exit button to save the income transaction ils Create Income Transaction E4 4n income transaction For 10 00 will be created is this correct i f Click Yes or No as IF vou require a receipt click Wo and select the print option instead required Click Cancel to exit without saving w can Please Note Clicking the Exit key without any income entered or 0 00 entered into the receipt value field will cancel the payment process and exit the screen without saving Future Year Invoices When creating invoices as a future year invoice i e the invoice relates to the next financial year the Year flag F is used When registering payments against a future year invoice the following message will appear Future Year Invoice Ea This invoice was created as a Future Year invoice Is this correct The commitment For this invo
342. on 12 Petty Cash Petty Cash Tin Reconciliation A reconciliation of the petty cash account should be carried out before every month end prior to topping up the petty cash account or whenever control of the petty cash account is passed between employees Cash Reconciliation PETTY CASH TIN RECONCILIATION Reconciliation Date 22 Sep 11 13 11 PettyCash Accont oe Petty Cash A Reconciled Balance Select the required Petty Cash account from the drop down list A reconciliation must be carried out for each of the petty cash accounts shown Petty Cash Account Fetty Cash A 37 16 Reconciled Balance Actual Cash M a A E E 10 00 0 00 D E S E E T E a D E E A E E awo o o e o O Oe a S D a a B a a E a S S Peo fx 8 __ oae Cao gt x ye nae H on o oo in B 37 16 Enter the number of coins notes of each denomination found within the petty cash tin Once all of these have been entered Totals A and B should be match lf these two amounts do not match the discrepancy should be investigated and resolved before continuing If you require any assistance with this please contact your Finance Support Officer star Accounts E The reconciliation statement can be printed by Ne chose selecting Print from the Star Accounts toolbar i Print hit Click to Exit Section 12 Petty Cash Page 8 of 8 Schools Finance STAR ACCO
343. on 18 Debtors Page 46 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors View Invoices for a Specific Customer Highlight a customer within the Add new Customer l screen by clicking it once and then click Transaction __ fansaction Report Report This will open a report containing all invoices processed for the selected customer This total relates to all reconciled and Click to Click to unreconciled transactions Print Exit z3 Transactions Per Customer Crystallette Twirlers Bort bylnvaice No Wg f Total for Customer is 92 42 Sort by Payingn Slip Net Gross Statement Invoice No Amount Vat Amount Paying In Slip Paid in Date Reconciled Ho Period Year 4117 92 42 0 00 92 42 500347 18 03 2013 m 76 1 203 Section 18 Debtors Page 47 of 47 Schools Finance STAR ACCOUNTS User Guide Section 19 SQL Users SQL Server Settings Incorrect Error Server Problem x 6 SOL Server settings are incorrect or Server is mot running li this error Message appears when a user logs in to Star Accounts click OK and try the following Server Selection Type in your server name iF known or select it From the drop down list The Server shown will be Server S the last server selected for Pot of a ue the datafile Restore datafile Server Select the correct server name from the drop down list or Pork bureservz a assery 0
344. on 19 SQL Users Page 6 of 7 Schools Finance STAR ACCOUNTS User Guide Section 19 SQL Users Once you have double clicked or opened the backup file to be restored you must rename the Datafile Name to be restored as the correct datafile name Dataftile Mame to be restored as mm Current Year Datafiles must be restored as Main Schoolfund ChildrensCentre etc Prior Year Datafiles must include the year code e g Main20XxX Schoolfund20XxX The default Original File Type should match the datafile name entered above Click OK to continue Datafile From E3 Original File Type TA x Cancel Ce The restoration process will take several minutes to complete E Server Selection Type in your server name iF known or select it Fron Once the file restore is complete this the drop down list j screen will be able to be closed If the server ia us Exit button is clicked and the form Port ous remains open the restoration has not Restore datafile com pleted Log in to the restored datafile as normal and ensure that the restore has been successful Section 19 SQL Users Page 7 of 7 Schools Finance v5 84 STAR Accounts Asset Register Page 2 Getting Started Page 3 Asset Locations Page 4 Importing Assets from FileMaker Create Import File in FileMaker Import FileMaker Assets FileMaker Import Data Validation Page 7 Importing Assets from Excel Template Cr
345. on 20 Asset Register Page 35 of 49 Schools Finance STAR Accounts Asset Register Disposed Assets Report A list of all disoosed assets can be viewed by clicking the Disposed Assets button within the Reports screen see Reports below Disposed Assets Report Norfolk High School 2444 Asset 3 OHP Oty 1 Supplier TOB Date Price Wake APOLLO CTI Purchase Details 05 Sep 12 26 25 Model L24 Accumulated Depreciation 10 35 Serial Number 96091275 Met Value at Disposal Date 15 90 Location 001 t HALL Disposal Details 20 Jun 13 0 00 Reason For Disposal Glass broken replacement part no longer manufactured Reactivate a Disposed Asset lf an asset is mistakenly marked as Disposed its status can be changed to Active again within the detailed assets view From the Assets tab double click the disposed asset to be reactivated Note it may prove easier to filter the list of assets to Disposed assets only Status Disposed lt Double click the Status Department field Staff Name Click Yes to continue or No to cancel Gre you sure you wish bo make this asset Octive again e Telephone Accounting Software Support to obtain the password Please quote this continuation code to Accounting r ired Enter th wor Software Support 221822 equ ed nte l paos 2 d E and click OK Then enter password provided by them When the correct password
346. on 5 80 the Capital BCR provides a detailed breakdown of capital income expenditure with the grey summary sections being footers of the details held above them Monthly CFR Profile BCR From the Reports tab click the Monthly Profile BCR button This report provides a summary of all expenditure income against each CFR category for each month BCR Monthly Profle as at May 2013 14 Norfolk High School 2444 De scription Budget April May June July Auguit Sepember October November December January February March Commitment Balance Di Frrds Dek gatd by tie LEA 4799651 ISE 0 0 0 0 0 0 0 0 0 0 0 0 43416233 D2 Fridhgrskti tom stedert 0 o 0 0 0 0 0 o 0 0 o 0 0 0 o D3 SEN idig got hrspecklschook 0 o o o o in o o 0 o o o it o 0 De Fridhg breti iem homty pipik 0 o 0 o o o in o o 1 o o it o o DS Pipl Premam 263075 22180 0 0 0 0 0 o 0 0 o 0 0 0 241295 DG Ote rGwernmeitGrat 0 o o o o o o o it it o 1 0 o o D7 OterGat amp Pameit Rece wed 145315 1956 o o 0 in o 0 o o o o 0 o 468 DS licome trom Facilites amp Semikes 3738 5537 o o o o o o 0 o o o o 506 2553 D9 licome trom Cat mg 8951 5097 0 0 0 0 0 0 0 0 0 0 0 0 ABIL HO Rec pts tom Sippiy Teacher lastrarce Clams 0 0 o 0 0 0 0 o 0 0 0 0 0 0 o 111 Recepts trom Othe rlisi mice Clams it o o it o o o o it o 0 o it o o 12 licome trom Coitbitiis D Vitt et 1000 1312 o it o o o 0 o o o it it it 68 113 Dosations ardor Prwate Fuads 0 126 o o o o o 0 o it o it it
347. on a download regardless of whether the amount paid matches the amount claimed The receipting of the subsidy will not create transactions it simply removes the commitment from the BCR as the Actual cost within the download replaces the commitment Subsidies received via the download can be checked within the transactions report Reports tab Transaction Reporting Subjective 94440 Income from Services Provided Sanity a Select subjective code ma 95080 and select the el Download Only option f Revenue inc Cluster Revenue fexcl Cluster Department ARTEDI Art resources ARTGT1 Art resources for G amp T i i Cluster Onl BREFST Breakfast club be ane a Transactions shown with CLASSI Class 1 attendance Capital Catering CL4552 Class 2 attendance Control Excl Control Subsidised Lettings as the Details relate to subsidy claims Capital ETAPAS School Based Projects ECAPCE Capital Expenditure Loan Scheme ECAPDC wA School based Project ECAPDE Dining room and kitchen ECAPEL E Learning Credits Download tf All f Only f Exclude Section 18 Debtors Page 39 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Debtor Reporting The following reports are available within the Debtors Menu Lettings Details Outstanding Invoices Subsidy Details Aged Debtor Payment Details Lettings D
348. on the Reports tab z3 Reporting iO x Remove Filter Export Filtered Report pS hls Period a p 7orting 1 1 Not Sorted _ 3 4 5 Supplier J Wingrove Jays UK Limited Jays UK Ltd Zi Not Sorted E E sea St Nok Sorted E K Edwards Select Journal as the supplier name to filter the report Section 11 Entering Journals Page 4 of 29 Schools Finance STAR ACCOUNTS User Guide Section 11 Entering Journals Download Only Journals Transactions that have been downloaded into Star Accounts on a Download Only subjective code cannot be transferred to another subjective code However if you wish to assign the transactions to a department code this can be completed as follows Bank Transfer Petty Cash Other Download Only M Templates RO Description Download Only Re coding Select Download Only Running Total 0 00 This must be zero before Subj Department Capital staff Code Amount Bank A C 0 00 Lms x Snacks Catering Contract Only 2 i 42870 Pupil Meals Catering Contract Only The description will default to 42880 Adult Meals Catering Contract Only Download Only Re coding 45640 Surplus Carried Forward 45650 Deficit Brought Forward 74170 Sickness Insurance Premium Non Teaching Download Only subjective codes T4180 Sickness Insurance Premium Teaching For example if you wish to move 300 dow
349. on to export the filtered search results to Microsoft Excel You will be prompted to browse the location to save the file to as part of this procedure e Click New Search to remove all filters applied resetting the list Mew to show all transactions held within Star Accounts search To close the Find screen click the Exit button kt Section 8 Entering Transactions Page 30 of 32 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions Catering Transactions Catering Transactions are entered as income transactions When the catering flag is activated the additional catering subjectives will appear when entering income transactions Subjective Capital 93240 Pupil Meals Catering Contract Only T Department g3270 Adult Meals VATable Catering Contract Only Bank Account 93760 Adult Meals WON VaTable Catering Contract Only 93290 Snack Monies Catering Contract Only Please ensure that the correct catering subjective code is chosen before processing the transaction Any transactions entered against a catering subjective code will be transferred automatically to the schools catering account via the reimbursement process at County Hall As catering income does not form part of the schools revenue balances the transaction entered will not be included within the Budget Control Report BCR A separate catering report will be shown on the Reports tab if the catering fea
350. oneen Click Convert Commitments to Creditors once you are ommitments to Creditors Satisfied that all relevant transactions have been highlighted Convert Commitments to Creditors x Are you sure you wish to generate Creditors Click Yes to generate the creditors Or No to cancel the process Please Note This process can only be performed once for each item and can only be reversed by entering a correcting transaction via the Transactions menu Section 15 Period and Year End Page 10 of 22 Schools Finance STAR ACCOUNTS User Guide Section 15 Period and Year End Entering Manual Creditors When Star Accounts is in Period 12 March users will be required to specify the type of transaction to be processed This option will only appear in Period 12 Select Expenditure Creditors or Income Debtors then select Creditors or Debtors from the drop down list Enter Transactions for the Month of March g Expenditure Income Creditors EA voucher Number Enter the rest of the details as per the instructions for normal transactions Section 8 The amounts must be entered net excluding VAT Remember to enter the Creditor as a positive as it is expenditure Section 15 Period and Year End Page 11 of 22 Schools Finance STAR ACCOUNTS User Guide Section 15 Period and Year End Review Outstanding Invoices When completing the year end process a thorough review of all outstan
351. ons will be listed against Norfolk County Council with a description containing Pur Card If required these can be recharged to a different supplier and department code This is an optional process From the Transactions tab click Purchasing Card Recharges Recharge Downloaded Purchasing Card Transactions Clear Lags Process pete Details Supplier Department Total Subjective WA Test Pur_Card T T j 200 00 asi T Furchase of Support Services This screen lists all purchasing card transactions that have not previously been recharged Supplier Select the supplier that the original transaction urrier relates to from the drop down list JA C Leigh Horwich Ltd AJ Smith Double click the Supplier drop down list to search for create a new supplier Department Select a department code for the Department transaction if required from the drop down list If a default department exists against the supplier selected this will feth ath Form automatically entered BTH 1 6th Form Double click the Department Code drop down list to search for a Department Code Total This is the amount downloaded which cannot be overwritten Subjective For information purposes only the subjective code that the transaction was downloaded against is shown This cannot be amended Sort Options The default sort option for this screen is by Voucher Number not shown on screen The recharges screen can also be sor
352. orts Hall Project All ECAPDC WA School Based Project l i anly ECAFPDK Tier 2 Funding for Kitchen amp Dining Facil f Exclude Employee Aardvark Anthony Adams Mr James Adcock Ms Lisa Alger Mrs Eileen Margaret Allen Year Mrs Jacqueline Creditors All fc Only f Exclude Le Bank LMS T Fec 2 a C OrderiCheque Details Petty Cash 1 C Stati Names Santander 1 C Page Per Sorting 1 Highlight the criteria required by clicking it The report behind this screen will automatically filter to the requested criteria Once any filter criteria is selected the report will revert to showing full year transactions More than one criterion can be selected in any category and criteria in more than one category can be selected at any time Click Remove Filter to view all transactions held within Star Accounts for the current financial year Section 17 Reports Page 26 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Applying Filters The transaction report will automatically apply filters each time different criterion is specified clicked If you would prefer to select all of the filters you require Uta iv before the report is updated remove the tick Fitter Apply Filter from the Auto Filter field by clicking it lf the tick is removed from this field no filters will be applied to the report until the Apply Filter button is clicked Sh
353. ose petty cash account Within the LMS bank account an income transaction should be created for the Balance at Bank figure as above Transaction Date O mn Customer Supplier Ba o YS Paid in Date O Juk1 1 Paying in No O BB ross O e Nett O vat Rate Ty o 00 vat ee Details j cash balance Step 3 Top Up Petty Cash Account This step is only required if the petty cash account is not at its maximum level when the account is to be closed The petty cash account must be topped up to its maximum level Imprest Level for the account to balance to 0 00 when closing the account Please Note If the petty cash account did not have an Imprest level when this process was started or the Balance at Bank amount as per Step 2 was the same as the Imprest level please go to Step 4 Section 12 Petty Cash Page 6 of 8 Schools Finance STAR ACCOUNTS User Guide Section 12 Petty Cash A petty cash top up should be carried out in the normal way however as this top up is purely a balancing transaction required to close off the account correctly the cash does not need to be taken from the LMS account When creating this petty cash top up enter 999999 as the cheque number rather than the next numerical cheque number Step 4 Reconcile the Accounts Petty Cash Within the Petty Cash Account all unreconciled transactions should be reconciled to the latest statement number Bank Account Pe
354. ot normally change From the default Click OK Future Year Payment See instructions on Page 14 regarding future year transactions Section 8 Entering Transactions Page 5 of 32 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions Save Cancel Transaction Cancel New Transaction Save and Return bo Menu Click Cancel to return to the transaction summary without saving the details entered This will only cancel the transaction you are currently entering and not any previous entries To submit the current transaction and enter further invoices click New Transaction To submit the current transaction and return to the transaction summary screen click Save and Return to Menu After New Transaction or Save and Return to Menu are clicked Star Accounts will validate the data entered on screen and report any issues that must be rectified before the transaction is accepted Income Receipt transaction being entered on screen place a tick in the Print Receipt on Exit box Print receipt on Ext TT Example Receipt School Norfolk Primary School Martineau Lane For Attention Of Matt Adams Norwich Matthew Adams Norfolk Room 064 nr1 2dl County Hall oo Lane Tel 01603 222550 NR1 ODL Fax 01603 222505 Email efs ca norfolk gov uk Phone Number 01603 222550 Fax Number 01603 222505 School Contact Paying In Sip Number 1500123 Deta
355. ote Once the transaction has been posted to the Asset Register the asset flag from the original transaction will be removed to prevent it from being imported again This means the transaction will no longer appear on the Asset report within the Reports tab see Section 17 Page 21 of the Star Accounts User Guide Section 20 Asset Register Page 21 of 49 Schools Finance v5 84 STAR Accounts Asset Register Multiple Items Divide into Individual Assets If the transaction to be posted to the Asset Register consists of multiple items i e the Quantity is greater than 1 each item can be added as an individual gra Raa asset using the Multiple Item Divide into Individual into individual Assets Assets button Multiple Assets This will create 10 individual asset records For Laptop with a purchase price of 300 00 Ore you sure you wish to proceed Yes flo Click Yes to continue or No to cancel The purchase price shown within this message is the Purchase Price divided by the Quantity If the items purchased have different purchase prices the asset can still be created using this process and the price amended within the detailed asset record Please Note Once the transaction has been posted to the Asset Register the asset flag from the original transaction will be removed to prevent it from being imported again This means the transaction will no longer appear on the
356. ou can enter these when setting up the department code see Section 3 The format for the ESPO DPN is specified in Star Accounts as per guidance from ESPO The format is 001 If your DPN is not in this format please contact Accounting Software Support For other suppliers where you have a specific account number this can also be entered into this field There is no preset format for account numbers on non ESPO suppliers Cheque Payable Name When creating suppliers it is not possible to use non text characters ampersands or punctuation marks etc in the Name field If you are using cheque printing and would prefer to see the supplier name printed on cheques with the correct punctuation the name can be entered in the Cheque Payable Name field with any non text characters a supplier name will still need to be entered lf this field is left blank the supplier Name will be shown when printing cheques remittances Alternative Payee Cheque Payable Name Alternative Payee M lf a supplier regularly has an alternative eiaei payee place a tick in the Alternative a Payee field by clicking it This will open a E aa drop down list of suppliers to select the alternative payee from This field can be left blank if the alternative payee is not always the same one When processing payments through the ordering system the alternative payee will automatically be shown If the alternative payee name was left
357. ouncil 0 00 figures for each supplier Staff 40 38 Highlighting a supplier will list all transactions relating to the Gross Amount in the Details of Transactions Details of Transactions Order Number Cheque Na S28 20 Jul 07 28 93 SJBO14 Food for Cookery Lesson 527 18 Jul 07 25 91 ji SJB004 Food For cookery lesson Double click any of these transactions to view the full transaction details Expenditure Transaction Creditors Voucher Number 55644 These transaction Transaction Date 15 May 12 details Can be printed Customer Supplier BOC LTD cl by selecting the Print Invoice Date 30 4pr 12 from the Star Invoice Mumber 3012853802 Accounts toolbar ross 71 68 Mett 59 73 Wat Rate 20 00 Jarmen wat 11 95 Close l Print Print viewed page Details i For Science Paid To BOC LTD Cheque Number 111458 Cheque Date 15 May 12 Order Mo 3624 Order Date z7iogiz0iz Voucher Numbers SQL Users Only If you wish to view a My oucher report showing the voucher numbers assigned to the Members transactions that you have entered either today or during the Today current week click the relevant button shown in My Voucher Numbers e Week Section 8 Entering Transactions Page 29 of 32 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions Searching for Transactions lf you need to view the details of a transaction bu
358. oup 503605 39 59 9812 05 03 2013 TTS Group 503605 22 79 The reconciliation process will automatically save after each item has been reconciled To exit without saving you must unreconcile all transactions in this section see below After completing the reconciliation Balance at Bank 65 678 84 this figure must agree to your closing bank balance as at the U led Total 4 396 17 nreconciled Tota last day of the calendar month Section 13 Bank Reconciliations Page 3 of 11 Schools Finance STAR ACCOUNTS User Guide Section 13 Bank Reconciliations Unreconcile Transactions If for any reason a cheque paying in slip needs to be unreconciled e g as it has been reconciled in error or to begin the reconciliation process again the cheque paying in slip can be unreconciled as follows Statement Mo Enter the bank statement number the original cheque 2 paying in slip number was reconciled to The Reconciled Transactions list at the bottom of the screen will then show all items reconciled to that statement number CTU ae 9910 O56 05 2013 TTS Group E 3511 0032013 TTS Group ae 9812 05 03 20 3 TTS Group TEE WEE 9613 O5 03 2073 TTS Group AOS6O05 21 95 l 9814 0 03 2013 TTS Group 503605 39 95 Unreconcile 5915 05 03 2013 TTS Group FOS605 FeO 39 9816 0 03 2013 TTS Group 03605 Fe eh F 98517 05 03 2013 TTS Group 503605 Er 14 9618 003 2013 TTS Group n02605 36 00 Highlight each transaction to b
359. our behalf Do vou want bo allow this IF this is unexpected it may be a virus and you should choose No lf you click No to this message the month end process will continue unaffected Via AnyComms Plus After attempting to send the files via email you will need to either login to the AnyComms Plus website or client to transfer the files Please refer to the Frequently Asked Question How do use AnyComms Plus for Finance Files for detailed instructions of this process Section 15 Period and Year End Page 7 of 22 Schools Finance STAR ACCOUNTS User Guide Section 15 Period and Year End Re Sending Prior Uploads lf either of the two upload files stated above are not received at County Hall for any reason you will receive an email requesting that the files be sent again Todo this select the Options tab and click Re send Prior Upload Please enter the period number of the File to be Ok 4pril 1 March 12 C 13 P13 14 31st March Reconciliation _Cancsl a u Enter the period number required and click OK Note This number is the financial period not the calendar month number i e April 1 not 4 Enter 14 to re send the 31 March Bank Reconciliation statement if required lf the files for the requested period cannot be found the following error message will appear No Files could be Found For the requested period Please ensure you have requested a pe
360. ow Filters lf you wish to show what filters have been applied to a report click the Show Filters on Report option Show Fitters on Report The details of any filters applied willbe added Sore Nortdk County Council to the top of the first page of the transaction Employes Acteson Heidi report Subj Capital Dept Staff Code Click the Show Filters on Report option again to remove the filter details Page Per Sorting 1 lf you wish to add a page break between filtered results to aid in the printing and distribution of reports these can be added by clicking the Page Per Sorting 1 option Filter the report to show the data required and then sort the report using the sorting options in the top right hand corner For example if reports showing all transactions for the current financial year for each specific department code is required select the required department codes and then sort by Department as below z3 Reporting fel Remove Filter Export Fitered Report Show Fitters on Report his Supplier 2 Way Radia Shop i Productions 4 Department Abate Ltd 4 zi Not Sorted m Able Taxis Ltd 5 gt 3 Mot Sorted T Subjective 00000 County Hall Errors c R OOO10 Miscoding Must be cleared 04800 Teachers Type EFR Group 04850 Supply Teachers General ne 105250 Instructors Swimming Cirene a Department Admin Supplies Capital 4 0 Admin Supplies C Catering SF
361. own arrow to select the second bank account Once you are satisfied that the journal details are correct click Process Journal lf your journal balances a message box will appear stating the voucher numbers assigned to each line of the journal Journal Details Voucher Numbers 10226 to 10231 Do you wish to print the journal details Click Yes to print a report showing the journal processed or No to exit the screen Section 11 Entering Journals Page 8 of 29 Schools Finance STAR ACCOUNTS User Guide Section 11 Entering Journals If you wish to cancel the journal at any time before clicking Process Journal click Exit without Saving to return to the Main Menu The transactions for this journal will now appear on the bank reconciliations for both the LMS Account and the Second Bank Account These transactions can then be reconciled as per the normal reconciliation instructions Cheque No No SupplierName pler Hame ESPO 100 00 LMS Bank Joumal 3 000 00 nnn eed ee ee a ee 407 Account Second Bank Account Please Note Although a cheque may be issued from the LMS account bank account transfers will be assigned to cheque number 1 by the system It is recommended that the cheque number used is included within the journal description for future reference if required Section 11 Entering Journals Page 9 of 29 Schools Finance STAR ACCOUNTS User Guide S
362. p number has already been used within your accounts Are you sure you wish to use this number again Please Note Any other banking made against this Paying In Slip Number will be shown within the banking summary if printed and receipts may be printed again if this option is selected Click No to re enter a different paying in slip number or Yes to use the number entered Please Note If Yes is selected the banking summary and receipts if chosen see below will include any previously made banking Paid In Date Enter the date the banking took place This will default to today s date when the screen is opened but can be overwritten if required Invoice Number Select the invoice that income has been received for from the drop down list The amount shown in the drop down 932 Holly vheddon 54 00 a ig th di l 934 Stibbard School Fund 166 68 Is the total outstanaing commitment 936 Stibbard School Fund 423 75 for the invoice shown 937 Jacob Birtwell 64 20 938 Ella Slegg 64 20 Customer This customer that the original invoice was assigned to will be entered when an invoice number is chosen This cannot be changed Section 18 Debtors Page 28 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Balance O S This is the total outstanding for the selected invoice and is shown for information purposes only This cannot be overwritten Income Enter the amou
363. ping up the Petty Cash Account Closing a Petty Cash Account Petty Cash Tin Reconciliation Section 13 Bank Reconciliations About Bank Reconciliations The Bank Reconciliation Screen Reconcile Unreconcile Transactions Reconciling the Petty Cash Account View Prior Reconciled Statements Entering Reimbursements Creating Cheques for Negative Reimbursements The Reconciliation Statement Entering Adjustments to the Reconciliation Statement Section 14 Processing the Monthly Download Receiving the Download Collect Download Processing the Download Download Errors Reprint a Download Purchasing Card Recharges Download Transactions Assign Departments Children s Centres Section 15 Period Year End Processing the Period End Data Validation e Month End Issues Downloads Missing e Blank Subjective Codes Capital Codes e Budgets Balance to Zero e Reconciliation Statement Balances Upload Files Re Sending Prior Upload Files Contents Page 3 of 4 Schools Finance STAR ACCOUNTS User Guide Contents Section 15 Period Year End continued Processing the Year End e Review Purchase Orders e Generating Year End Creditors Manual Creditors e Review Outstanding Invoices e Generating Year End Debtors Manual Debtors e Year End Rollover e Period 12 and 13 Downloads e 31 March Bank Reconciliation e Subjective Code Update Viewing a Prior Year Datafile Returning to the Current Year Datafile
364. port the report into Bii Export to Excel Microsoft Excel Rt Exit Click Exit to close the report Viewing Multi Page Reports When viewing reports in Star Accounts only one page of the report is shown on screen To scroll through subsequent pages you can either use the Page Up and Page Down keys on your keyboard or the scroll buttons in the bottom left hand corner of the report Page a ADI 1 2 3 4 5 1 Go back to first page of the report 2 Go back one page 3 Current Page Number 4 Go forward one page 5 Go to the last page of the report Please Note If these buttons cannot be clicked the report is only one page long Overtyping the Current Page Number with another number will jump to the typed page number after pressing the Enter key Exiting Reports For any reports showing an Exit button simply click the button to exit hls the report Star Accounts E To exit any report where no exit button appears on E Clase screen select the Star Accounts dropdown then click print Close Section 17 Reports Page 3 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Emailing Reports This process will only work if Microsoft Outlook is installed on the Computer being used Star Accounts he Close Print lf you wish to email a report you will need to be viewing AUT Eae the required report on screen From the Star Accounts Koa It ast dropdown select Email Report
365. process to correct Cumulative Bank Cash and Bank Balance see below Cash Book Totals Current Months Reimbursement Balance at Bank s 66 090 41 Balance fram previous reconciliation 62 106 19 Unpresented transactions Current Months Expenditure Unreconciled 4 007 4 925 52 transactions Advances Reimbursements Prior months Outstanding Reimbursements gt 0 0C Total A 61 282 67 Total BE 61 282 07 LM Advance Level 62 000 00 Reimbursements not yet received Current Month 825 52 B Fwid 108 19 Total C 62 000 00 Total D 62 000 00 Diff in A and B 0 00 Diff in C and D 0 00 Total A and Total B must be equal Total C and Total D must be equal Please Note Type A schools will only see sections A and B on this statement Section 13 Bank Reconciliations Page 8 of 11 Schools Finance STAR ACCOUNTS User Guide Section 13 Bank Reconciliations Reconciled Balances Do not use the adjustment field unless you are instructed to do so by Finance Support Accounting Software Support see below Reconciled Balances Enter adjustment required to reconcile the statement Outstanding Reimbursements Brad Current Month Adjustment Required Ensure that these Bank Account Hame Balance Imprest balances agree with LMS C6609390 4 2 your actual bank Fetty Cash D 00 epog account balances Total 766 090 41 762 000 00 bed This should be the Balance at Bank s figure f
366. pt value including YAT 10 00 Enter the amount received in the receipt total box and click the Paid by Direct Credi button Create Income Transaction with Receipt An income transaction For 10 00 will be created is this correct Click Yes to process the income and print 4 receipt or No to cancel Yes Mo Click Yes or No as required The payment will be shown as IDD and the processing date aaa ig within the Bank Reconciliation screen and Transaction Jinn 2 q4e0 Ju Reporting Section 18 Debtors Page 32 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Clear Outstanding Balance This option should be only used to receipt a payment for an invoice if 1 The payment was entered as an income transaction instead of being receipted through the debtors system 2 The hirer has cancelled part of a booking that has been part paid Within the outstanding invoices list highlight the required invoice and click Invoice Payment Enter the TOTAL Receipt value including YAT 10 00 Enter the amount to be cleared and click the Clear Stated Balance button To remove the entire outstanding commitment of an invoice the full amount shown in the Balance field should be entered To remove part of an outstanding commitment the amount entered must be the Gross value of the lines to be cleared i e Net Cost VAT Please refer to the original
367. que number lf an entire cheque slip needs reversing for example if it is over 6 months old or has been entered in error it can be reversed as follows Cheque Paying In Slip Number Cheque Total spubb Fre id Select the required cheque ae oreicids paying in slip number from manda Smith m the drop down list Morse Eastern Ltd Reverse Click Reverse Are you sure vou Wish to reverse 102 00 From Cheque Number 505138 The original vouchers and reversals will automatically be reconciled to statement 2 as part of this process Reason for Reversal Enter a Reason If Yes IS clicked enter a meaningful Cancel reason for the reversal being carried out then click OK Click Cancel to stop the reversal Entered in eror Section 8 Entering Transactions Page 22 of 32 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions Balancing transactions using the original coding details will be created by this process Within the reversal transaction the invoice number will be shown as R and the original invoice number with the Details amended to show Reversal and the voucher number of the transaction reversed at the start of the description with the reversal reason added to the end For example Details Reversal vn20128 SIGN SMOKING UNLAWFUL 5 4 Duplicate Entry Please Note The original transactions and reversal entri
368. quired Create Transaction a Rec d Paid box and Current Month To Date For Info Only then double click the a Issue Cheque field Year Pd Month Amount Paid Sars 2 es aa g Click Create Transaction lf you have the Cheque Printing option activated within Star Accounts you will then need to process the payment via the Cheque Run screen see Section 10 lf you do not have the Cheque Printing option activated within Star Accounts you will be prompted to enter a cheque number and cheque date The cheque raised should be sent made payable to Norfolk County Council and posted for the attention of James Stanford Room 064 County Hall with a copy of the reconciliation statement for the current month Reconcile this transaction as normal when it appears on your bank statement Please refer to the Frequently Asked Question How do deal with negative reimbursements for further guidance Section 13 Bank Reconciliations Page 7 of 11 Schools Finance STAR ACCOUNTS User Guide Section 13 Bank Reconciliations The Reconciliation Statement From the Main Menu select the Process tab then click Reconciliation Statement The balances shown below on the Reconciliation Statement are automatically generated as you reconcile your accounts Check that the Balance at Bank figure agrees with your actual Bank Statement If it does not agree you must return to the Bank Reconciliation
369. r further guidance regarding this process The following message will appear when Write Off Balance is clicked if the outstanding balance is over 500 me P E ee Click Yes if the required is cannot be written off withouk authorisation From S Do you have the required Authorisation poor has been granted or No to cancel Your Finance Support Please quote this continuation code to Finance Officer will provide the seat AR password required based Cancel on the continuation codes Stated Then enter password provided by them m lf the correct password is entered Enter a reason For the write off OK a brief reason for the outstanding Cancel commitment being written off should be entered then click PO OK Section 18 Debtors Page 35 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Refunds Occasionally a refund to a customer may be required for a cancelled letting For example if a booking has been paid for that is cancelled due to bad weather The original invoice cannot be cancelled once a payment part payment has been registered therefore the refund should be dealt with in one of the following ways Option 1 Free Session lf the hirer is a regular customer it may prove useful to offer a free session the next time they book the facility To enter a free session the Hourly Charge can be changed to 0 00 so that the Net Price for tha
370. r date paid and supplier If the transaction has been reconciled a tick will be shown in the Reconciled box Voucher Inwoice Onder Number Number Number Amount Oetaile 29180 1500472 653 99 CASH LUNCH AND BRAK MONEY 221611 TAX 2 57 BAG 514 ChequeNo BACS OS Date 1907 2011 Total 5653 99 Cash Reconciled L 29187 1500472 1542 CASH LUNCH AND BRAK MONEY 227611 TAX 2 57 BAG 514 ChequeNo BACSO9 Date 1907 2011 Total 1542 Cash Reconciled L To print this report if required click the Star Accounts dropdown then select Print To close this report click the Star Accounts dropdown then select Close Section 10 Cheque Printing BACS Payments Page 12 of 19 Schools Finance STAR ACCOUNTS User Guide Section 10 Cheque Printing BACS Payments BACS Remittances All users with access to the BACS Payments system Authorisers and Creators can print BACS Remittances These are accessible from either the Cheque Run or Authorise BACS pacs Remittance Payments screens by clicking the BACS Remittance button Authorised BACS Payments Not Printed Emailed BACSI Access to Music Ltd stuart baldrytinortalk gov uk 1 500 00 BACSI Stuart Baldry stuart baldry nortolk gow uk 150 00 E All C Print Onky Email Only Prints Email Selected Print Selected Reprint BACS Remittance BACS Details All payments within the specified BACS batches that have yet to be sent to the s
371. r on the Main Menu sactions Records Process Reports Options Debtors Assets WO Description reed cocation Status al 2261 CURTAINS PAIR ee HEADTEACHER umn Active 2260 BLIND SEN Active Import Asset BLINE FOOD TECH SC Active Transactions BLINE 340RUM PRACTICE Active BLINE 15405 CIENCE PREP Active BLINE Active CURTAINS PAIR ist of assets currently ctive Find Asset CURTAIN O Active BLIND Neid WITAIN otar ACCOUNTS ave Delete Asset CURTAIN SYSTEM in reverse Asset ID order 4ctive T Import Specific Tranzaction CURTAINS PAIR Active eee CURTAINS PAIR Active BLIND Double click an asset to active Safety Checks BLINE aa la Aala AA An ArA Active BLIND R a A E Active BLIND O5 SCIENCE Active Reports BLIC 47 MUSIC PRACTICE Active BLINE CANTEEN Active CURTAINS PAIR 1OVEMGLISH Active FOOD TECH SC Active Active Import Excel Template Select a filter option if you wish to view a specific type of asset only Please Note If an asset is marked as Sold Disposed or Deleted the detailed record will be locked so that further changes to the detailed record cannot be made when viewed via double clicking it within the asset list Section 20 Asset Register Page 2 of 49 Schools Finance v5 84 STAR Accounts Asset Register Asset Locations All assets held within the Star Accounts Asset Register must be Asset assigned to a location within the school From the Assets tab __borstiens click
372. r this sale Is this correct following check will appear l l retort l en Click No to enter the income received or Yes to continue when either the Receipt or a J Exit button is pressed You should only click ves iF you are giving the asset Free of charge to another person group ves we Click No to cancel or Yes to continue If Yes is clicked the same process as described below will be undertaken with the exception of an income transaction being created within Star Accounts above have been entered the sale can be processed To process Process Sale without Receipt After all of the required details as ils the income without printing a receipt click the Exit key Ld Income Transaction E Do you wish ta create an income transaction to record this sale Yes should only be clicked if a debtor was not raised For the income and an income transaction has not previously been raised Yes Mo lf an income transaction has already been entered to record the sale of the asset either manually or by processing a payment against an invoice raised to sell the asset click No to this message The assets status will be amended to Sold but no income transaction will be created Click Yes if an income transaction is required above have been entered the sale can be processed To process the income and print a receipt for the purchaser click the Receipt but
373. rchase Price If a purchase price does not exist in the FileMaker file it will be set to 0 00 within Star Accounts Quantity If the quantity does not exist in the FileMaker file it will be set to 1 Star Accounts Description If a description does not exist in the FileMaker file it will be set to No Description in Import File within Star Accounts Location If a location does not exist in the FileMaker file it will be set to the first Location that exists within Star Accounts Asset Status If a status does not exist in the FileMaker file it will be set to Active within Star Accounts Asset Category This will be set to Central Resource for all assets that are not assigned to a category within FileMaker Depreciable Life This will be set to the default Depreciable Life for the asset category selected unless a depreciable has been entered within FileMaker this will be 60 months for Central Resource Section 20 Asset Register Page 6 of 49 Schools Finance v5 84 STAR Accounts Asset Register Replacement Date This will be updated to the purchase date plus the depreciable life unless a date was entered in FileMaker Replacement Cost If a replacement cost was not entered within FileMaker the replacement cost will be set to the purchase price If no purchase price exists the replacement cost will be set to 0 00 Salvage Value This will be set to 0 00 if none exists
374. rders not yet uploaded If the order is not received for processing by ESPO for any reason it can be resubmitted by double clicking the order within the Order Summary list to view the full order Order Number 1792 Remove the tick from the Order Sent box and the order will re appear in the Order Date 09 Jul 13 Orders not yet uploaded list Order Sent W Subi 40850 Project Dept ADMIN Please Note ESPO may process the order twice if the order has already been successfully uploaded to their website Section 7 Purchase Orders Page 20 of 29 Schools Finance STAR ACCOUNTS User Guide Section 7 Purchase Orders Order Payment From the Orders Summary List highlight the order you wish to pay and click Pay Receive Orders l Shov All Order Number Supplier Mame Order Date Pay Receive Orders 1759 2COR 070542013 19 00 New Order rg A Moye Oria 24 00 Trot Ayla OS0S2013 93 75 1766 SCrewy tix Os0S2013 2625 r55 Anglia Alloys Ltd O20320135 575 00 1784 PEARSON EDUCATION LTO O2052013 116 50 Delete Order 1783 Compass 0205 2013 261 40 1782 Bookpoint Ltd 0205 2013 126 60 be Print Order 1751 Scholastic Books 0205 2013 83 51 SAIS 325 77 E Mail Order This will open the Order Receipt screen Please ensure that the Order Number shown at the top of the screen matches the order number selected in the Orders Summary List If It order Number
375. reate a new supplier Paving in Mo SO0016 Gross 100 00 Mett 100 00 vat Rate T o Enter the total amount of the yat 0 00 income and select the correct VAT rate The Nett and VAT Details Donation re play equipment amounts will be generated automatically Please Note Income must be entered as a negative amount If you enter an income transaction as a positive figure the following message will appear lf you click No the amount will automatically be w changed to a negative figure If you click Yes Income is normally a credit the transaction WI Are you sure you wish to continue be completed as a positive figure Please Note If you click Yes to the above message a refund cheque can be issued to the supplier See Page 7 for details Section 8 Entering Transactions Page 4 of 32 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions Transaction Coding Enter Coding Details Multiple Coding Future Year Payment Subjective 2260 7 Donations and Sponsorship Income Capital Department PARENTS Parental Contributions Bank Account LMS hi Default Coding If the supplier selected has a default subjective code or department code these will automatically be entered after the supplier is selected If the default subjective code is an expenditure subjective code this will not be entered Subjective Code If you are unsure
376. responsibility to re enter the lost data Please refer to the Finance Procedure Manual section 13 Backup Retention lt is recommended that the following backups are kept NON SQL Ensure there is a regular backup of the entire Star folder with at least one copy kept off site SQL Ensure the servername star Backup Backups folder is backed up and a complete backup kept off site see below Temporary Backup Deletion User Logout Files When performing the Period End procedures Star Accounts will automatically delete any temporary system generated backups that are older than 15 days old for the datafile being rolled forward Period End Files When performing the Period End procedures Star Accounts will automatically delete any temporary period end backups older than the current month plus two previous months for the datafile being rolled forward i e if Period 7 is being rolled forward the system will delete any period end backups older than Period 5 section 16 Back Up Routine Page 1 of 13 Schools Finance STAR ACCOUNTS User guide Section 16 Back up Routine NON SQL USERS From the Options tab click the Backup Review button Backup Review H Backup Review Path of Backup Directory ne C StarBackup Dated 9998 Main 1 702201 1 1 00929 Stuart mdb 170272011 10 09 29 Backup Datafile 9998 Main 1602204 1 142108 Stuart mdb 16 02 2011 1471 08 9998 Main 16022011 Exit Stuart mdb 16
377. reviously Depreciation Maintenance Comments Lear Loanee Lynne Pooley Date of Loan 19106 2013 Expected Return Date 24 07 2013 Motes Small scratch to lett hand zide Actual Return Date oOo Please Note Only active loans will be shown within this tab If the asset has been loaned on multiple occasions to different loanees those details will only appear within the Detailed Asset Report see Reports below Loaned Assets Report A list of active loaned assets can be viewed by clicking the Loaned Assets button within the Reports screen see Reports below Loaned Assets Register Norfolk High School Expected Retum Asset Description Date of Loan Loanee Date Notes ants ebay en ee eee oe ie p be cl E EEE PET ances sis chee oak deexkaneee mae Feeds Be ie cae wae ee See eee hese kee eswateeedveasegendeeee eect tae needs a ee r a eee peat eee oe ee eee Dee age oe RE EE 2 kee a a 919 speakers 01 Jun 13 Rodney F ryer 03 Jun 13 Testing Assets shown within this report with a red Expected Return Date are assets that are overdue Asset Returned When a loaned asset Is returned to the school the date that the asset was returned must be entered into its detailed record Within the Assets tab filter the list of assets to loaned asset sonly by clicking the Loaned option at the bottom of the screen and then double click the required asset tot view its detailed record Depreciation Maintenance
378. riod Double clicking the GREY Current Month field against the Capital Code will take the user to the Transaction Report see below filtered to all transactions relating to that Capital Code in the current financial period To Date Double clicking the WHITE To Date field against a specific Subjective Code will take the user to the Transaction Report see below filtered to the transactions relating to the Subjective Code and Capital Code in the current financial year Double clicking the GREY To Date field against the Capital Code will take the user to the Transaction Report see below filtered to all transactions relating to that Capital Code in the current financial year Commitment Double clicking the WHITE Commitment field will take the user to the Review Commitments screen see above filtered to any outstanding orders invoices relating to the Subjective Code that the figure relates to please note this may also include commitments relating to other Capital Codes coded to the same subjective Double clicking the GREY Commitment field will take the user to the Review Commitments screen see above filtered to any outstanding orders invoices relating to the Capital Code that the figure relates to C Remove Commitments Click Remove Commitments if you wish to ignore the commitment figures in the BCR they will be set to zero and the balance figure recalculated Click to v
379. riod that has been rolled Forward lf you have selected a prior period that has been rolled forward you will need to contact your Finance Support Officer for assistance If you entered a future periods number please start the process again selecting the correct period lf the files for the requested period are located the following message will appear a The requested files have been copied to the location of your output path Please ensure these are sent to County Hall Click OK to this message Please Note This process will only copy the requested files to your Output Path location only it will not attempt to email the files therefore you must ensure the files are transferred via AnyComms Plus as soon as possible Please refer to the Frequently Asked Question How do use AnyComms Plus for Finance Files for detailed instructions of this process Section 15 Period and Year End Page 8 of 22 Schools Finance STAR ACCOUNTS User Guide Section 15 Period and Year End Processing the Year End Review Purchase Orders When completing the year end process a thorough review of all outstanding orders should be undertaken This should be completed prior to generating year end creditors From the Orders Summary screen click the Aged Creditor Report button 545 Order Dated 12 Oct 09 69 92 550 Order Dated 12 Oct 09 146 04 Supplier ESPO 1 166 22 464 Order Dated 17 Jun 09
380. rocessed by placing a tick in the Print PrintReceipts Receipts field at the top of the screen Minimum Receipt Value 0 00 The minimum value at which a receipt will be printed for can be set by entering an amount in the Minimum Receipt Value field This is defaulted to 0 00 when the screen is opened i e a receipt will be printed for all income logged against the current paying in slip number but this can be overwritten Section 18 Debtors Page 29 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Banking Summary A summary of the banking processed for the current paying in slip number including any previous banking if a duplicate number is being used can be set to print after the income is processed by placing a tick in Print Banking Summary the Print Banking Summary box at the Be ee erate Se cee a Re STE Se FE Re cles a E top of the screen Paying In Slip Voucher Number Payineln Slip Amount Details Department 10210 1100580 40 00 Income for Invoice 310 SKI 2014 Total 40 00 Mr Adams 10211 1100580 15 00 Income for Invoice 304 DT Total 15 00 MrsKalu 10212 1100580 10 00 Income for Invoice 309 SKI 2014 Total 10 00 Marie Andrews 10214 1100580 12000 Income for Invoice 313 10215 1100580 20 00 Income for Invoice 313 Total 140 00 Stuart Baldry Total Banking 205 00 Amounts as above prepared and banked by ccecccccecceeeeessunensesessseeeceeeseeeesen School Fi
381. roe 264 400 00 Petty Cash tf 2 46 100 00 In this example the Petty Cash account should be re set to 0 00 and the LMS account re set to 70 000 Total 39 946 18 20 000 00 Amend Record Click Yes to this message Step 2 Enter Closing Transactions Any physical cash held within a petty cash tin must be paid back into the Main school account to close off the account The value of this transaction can be found within the Bank Reconciliation screen for the Petty Cash Account Balance atBark 7245 lhe Balance at Bank figure should match Unreconciled Total O O the physical cash left in the petty cash tin Please Note There should be no unreconciled transactions within a petty cash account When expenditure is spent from a petty cash account the cash should have been taken from the tin and if income has been received this should immediately be placed in the tin Section 12 Petty Cash Page 5 of 8 Schools Finance STAR ACCOUNTS User Guide Section 12 Petty Cash lf you have unreconciled transactions that cannot be reconciled please contact your Finance Support Officer for assistance Within the Petty Cash account an expenditure transaction should be created for the Balance at Bank figure as above Transaction Date 2F Junel Customer Supplier Ba o Invoice Date O 2F Juneli Invoice Number COC ross O Mett DO e vat Rate ra oo vat S007 Details m Transaction to cl
382. rom the reconciliation statement which is a cumulative total of all bank accounts held in Star Accounts Once you are satisfied that the bank reconciliation is correct exit this screen and process the period end see Section 15 Section 13 Bank Reconciliations Page 9 of 11 Schools Finance STAR ACCOUNTS User Guide Section 13 Bank Reconciliations Entering Adjustments to the Reconciliation Statement lf for any reason C and D within the reconciliation do not balance you will be required to enter an adjustment in order to roll forward Diff in A and B 0 00 Diff in C and C 0 01 Please Note If A and B do not balance you will need to contact Accounting Software Support for assistance The adjustment will be entered in the Bank Reconciliation screen by typing the adjustment required into the adjustment box this will be a reverse entry to the difference in C and D Renae Blanes OE Enter adjustment required to reconcile the statement Enter the adjustment Outstanding Reimbursements B fwd fo A amount and tab out of Curent Month Adjustment Required EOL the box Password Required This adjustment must be agreed by your Finance Ok Support Officer Please phone 01603 224760 Lok Cancel Please quote this continuation code 561681 _Cancel Call the telephone number given or your Finance Support Officer directly and quote the continuation code shown Enter the password given and click OK lf the incorrect pa
383. room NOn S Classroom Please Note The default charge entered can be overtyped within the invoice creation screen if a different price is required see Enter Non Subsidised Lettings Delete a Facility Facility Select the facility from the dropdown list and then click Delete Record Additional Classroom Artificial Pitch Athletics NOn S classroom Facilities that have been used during the current financial year cannot be deleted If a facility cannot be deleted because it has been used it can be marked as Inactive by placing a tick in the Inactive Inactive field to prevent further invoices being charged to tt The facility will still exist for reporting purposes however it will not appear as an option when creating invoices Section 18 Debtors Page 4 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Customer Details To create a customer click Set up Customer Details This list shows all existing customers held within Star Accounts Supplier Search hls A Webster Y _ About with Friends Y dd Customer Active Morfolk Y Click Add New Alysha Dixon Import Pupils SIMS nna Foster Y Customer nna Jones Y Add New Customer mea y Neme Brownies x Address 1 The Looge Address 2 MainRoad SSCS Enter as many of the Stas D Customers address and Address 4 Nortok Sere CE contact details as Email Address OS
384. roup E02 however payroll costs may also be downloaded against a subjective code belonging to a different CFR category for supply staff This summary shows all costs within the current CFR Category where the Staff code used relates to a Supply staff member This figure will be included within the Actual from BCR but have no corresponding detailed record within the monitoring report Section 5 Staff Details Page 10 of 11 Schools Finance Star Accounts User Guide Section 5 Staff Details Reconciliation Summary Actual from CFR Summary above 1 070 915 10 Actual from BCR 1 073 587 92 CFR Miscodings 0 00 CFR Miscodings from Other CFR Groups 0 00 Staff Code Emors 300 04 Transaction Errors 18 50 Supply Staff 2 354 28 Reconciliation Total should be 0 00 0 00 B C D E F G The net effect of all errors listed and actuals shown should reconcile to 0 00 A summary of the actuals and errors is provided at the foot of each CFR category for reference Please contact your Finance Support Officer for assistance if the total is not 0 00 Please Note Line D CFR Miscodings from Other CFR Groups is the total actuals for the current CFR group that are within other CFR groups i e an E04 that is listed against E06 etc For further guidance on what this report shows and instructions for correcting issues found within it please refer to the Frequently Asked Question How do I correct data issues in th
385. rst time the new user logs into Star they will be prompted to change their password Periodic Review of Users lt is the headteachers responsibility to periodically review Users to ensure that the list represents only current staff members and that any who have left have been removed from the system Only the person designated as the Primary User has access to change System Users If the Primary User is no longer at the school you will need to contact Accounting Software Support for assistance Non Generic User IDs Any user that requires access to Star Accounts must be given their own unique User ID and password The use of generic passwords such as Office Admin or School is not permitted within Star Accounts Section 2 Getting Started Page 5 of 11 Schools Finance STAR ACCOUNTS User Guide Section 2 Getting Started From the Main Menu screen select the Records tab and click on School Details School Mame Location Code Address 1 Address 2 Address 3 Address 4 Post Code Prone Number Fax Humber Email Financial ear Financial Month Cheque Printing BudgetProtiling Inputs Path Outputs Path school Loga Path Debtors Option Monthly Monitoring Staff Monitoring Parent Pay BACs Asset Register ESPO Online Enter School Details Records Tab Transactions Records process _ Department Codes Capital Codes Suppliers School Details Within this screen you will f
386. rtin ESPO User Name This field will contain the user name of the person who raised the order on the ESPO website This field cannot be amended Delivery Point DPN This is the DPN entered within the ESPO supplier record Alternative DPN If you wish to override the main ESPO DPN select the alternative delivery m address from the drop Alternative DPN Lil LOWER 124571013 lf the required alternative delivery address does not appear double click the list to create a new address Please ensure a valid DPN is entered down list Section 7 Purchase Orders Page 15 of 29 Schools Finance STAR ACCOUNTS User Guide Section 7 Purchase Orders Special Requests If the Instructions field on the ESPO website was used the text that was entered will be shown here This can be amended by overtyping as necessary Order Lines VAT Catalogue ID Description No Price Net Rate VAT Gross Subj Capital Department 2mm x 33m Tape Small Core 12 Pack of Asset CJ Extended Instructions Catalogue ID and Description These relate to the item ordered from the ESPO catalogue These cannot be changed No This is the number of items ordered This can be amended by overtyping the quantity shown to order more or less of the goods shown VAT Rate Select the appropriate VAT Rate applicable to 4A A Standard 20 the item from the drop down list E Exempt 0 H Heating 5w T Outside the Scope o Z Zero O
387. rwich Road Any Town Norfolk NR1 2DL Tel 01603 222550 Fax 01603 222505 Email office norfolkschool norfolk sch uk BACS Remittance Advice Slip for Batch BACSO1 Date 02 July 2013 BACS Reference Norfolk High Schoo Amount 1 500 00 To the credit of Invoice Details Access to Music Ltd Invoice no Order no Amount 26 Hulme Street ATMO123456 1 500 00 Manchester M1 SBVY Please Note The BACS Reference show on the remittance is the reference that will appear on the suppliers bank statement when the payment is received If an account number exists fro the selected supplier this will be used otherwise the reference will be the first 15 characters of your schools name Print Selected Highlight each supplier you wish to produce a l remittance for by clicking them within the list and then click M ctes Print Selected Please Note The Print Selected process ignores any BACS Email address entered for the selected suppliers and just prints the remittances to be posted Section 10 Cheque Printing BACS Payments Page 14 of 19 Schools Finance STAR ACCOUNTS User Guide Section 10 Cheque Printing BACS Payments Reprint Remittance To reprint a previously printed BACS Reprint B4cs remittance click the Reprint BACS Remittance button Remittance Reprint BACS Remittance Enter BACS Details ils Select BACS Ref Reprint Remittance Select BACS Ret Select
388. s is Reduce Screen Size The system will then attempt to download the relevant financial years subjective code list from the Schools Finance Website into Star Accounts Prior to completing the subjective code update a backup of the accounts will be taken SQL users will be required to confirm that the backup can be taken as shown Non SQL Star Accounts will perform a backup without any prompting The system will perform a backup first This may take several minutes Do vou wish bo continue Yes Click Yes Backup Complete Subjective Codes Updated lick OK Click OK ae Section 15 Period and Year End Page 18 of 22 Schools Finance STAR ACCOUNTS User Guide Section 15 Period and Year End lf the subjective code update is not successful for any reason the following error message will appear Click OK to this message and contact Accounting Software Support for assistance Error linking The subjective code update was not successful Please contact Accounting Software Support For further guidance To print a copy of the subjective codes held within Star Accounts select the Records tab and click View Subjective Codes Manual Subjective Code Update lf for any reason the automatic update procedure above does not work you will need to call Accounting Software Support for a copy of the Subjective Code list to manually import Once this file has b
389. s Archive folder for future reference The posting process will also attempt to email the file to efs ca norfolk gov uk If the system appears to freeze during posting it may be that an email prompt is hidden behind Star Accounts Section 11 Entering Journals Page 25 of 29 Schools Finance STAR ACCOUNTS User Guide Section 11 Entering Journals lf you do not see the prompt on screen as below please click on the Microsoft Outlook tab within the start bar to view it Start BG p gt O Inbox Microsoft Microsoft Office Outlook 4 program is trying to automatically send e mail on your behalf Do vou want bo allow this IF this is unexpected it may be a virus and you should j choose Mo Cl ick Yes to send the email If you click No to this message the process will continue unaffected lt is the debiting schools responsibility to ensure that this file is forwarded via AnyComms Plus or email for the recharge to take place Journal Commitment When the NCC Internal Recharge is successfully processed and order coded to the Journal supplier will be entered into Star Accounts for the total amount being debited from your schools Location Code To view these commitments from the Transactions tab click the Orders button supplier Sh a O S 4368 Journal 2610712014 150 00 4367 Journal 25072014 1 156 28 4366 Journal 250072014 375 22 3 Microso ft E
390. s The Subj Description will automatically appear once a subjective code has been selected If the subjective code chosen is a Download Only code an asterisk will appear next to the Subj This is to provide assistance when amending errors see below Location Enter the Location Code of either your school or Location the school you wish to transfer funds to Double click this field to automatically enter your schools Location Code Ebs42y Format Error ES Location Codes must entered as 2 Aplha and 4 Numeric characters e g EB9999 Please re enter the Location Code Section 11 Entering Journals Page 22 of 29 Schools Finance STAR ACCOUNTS User Guide Section 11 Entering Journals Location Codes must be entered as 6 digit alohanumeric codes containing 2 letters and 4 numbers e g EB9999 Please contact the school you are crediting if you are unsure of their Location Code Please Note This is not the 926 XXXX DfE number Amount Enter the amount of funds to be transferred between schools Amount N l i 7 n P 150 00 Please Note Only debits positive amounts can be entere RET against your schools Location Code and only credits negative a amounts can be entered against other schools Location Codes Description Enter a short meaningful description for the current line of the recharge If this is not entered system the description shown at the top of the screen will be added to each line when
391. s When a transaction or order is entered into Star Accounts it can be flagged as an Asset see Section 7 Page 3 and Section 8 Page 2 of the Star Accounts User Guide for details The details held within these transactions can be imported into Import Asset the Asset Register by clicking the Import Asset Transactions Transactions within the Assets tab Please Note To be imported an asset needs to have either been paid for or is awaiting payment on the Cheque Run screen to be picked up by this process Committed assets i e Outstanding Orders that have not been receipted for payment will not be imported until received paid lf Star Accounts cannot find any transactions to be transferred into the Asset Register the following message will appear There are no transactions to be converted to assets Click OK The following screen will open if transactions are found that have yet to be transferred to the Asset Register Transaction to Asset Conversion Transactions to be converted to Assets ile Order Voucher Dated Supplier Name Invoice Number Purchase Price Number Details DISHWASHER ZDF 511 w Quantity hoo Please enter additional information Mandatory fields shown in green Department MAINTENANCE Serial Number Po Depreciable Lite Replacement Date Pan 5 Multiple tem Divide Remove Asset Flag poet tee Seu eo alaree inte Individual Assets from Transaction 4 Record 2 of 5 F
392. s button Please Note This screen can only be accessed by the Primary User H Inactivate Delete Department Codes x Department Codes not linked to a Transaction or outstanding Commitments T oaa AN Por oe have not been used ee Select All within a transaction or CLASS commitment for the Select pants current financial year Delete Selected CLUSTER 1 CLUSTER 2 CLUSTER 3 Y Y Y Y Y Y Y Y Y Inactivate a Code To inactive a department code within this screen simply double click the required department code Departmental Double click an Ek LBI f inactive department to CLASSI Y vate it CLASS y reactivate It Deleting a Code To delete any of the Department Codes shown highlight the required code codes by clicking them once and then click Delete Selected 4re you sure vou wish bo delete all of the selected Department Codes Please Mote IF you click Yes to delete the codes 1 Any Budgets assigned to them will be removed 2 They will be removed From any Supplier record where they have been set as the default Cl ick Yes to delete 3 They will be removed Fram any Staff record where they have been set as the default 4 They will be removed From any Assets which are assigned to them the department codes or No to cancel Select Click Select Inactive to highlight all inactive department codes Inactive for deletion 5 Click Select All
393. s Page 13 of 29 Schools Finance STAR ACCOUNTS User Guide Section 7 Purchase Orders Any order entered on the ESPO website is not considered Live i e the goods ordered will not be dispatched Only orders that have been imported into Star Accounts coded and authorised and then exported back to ESPO become live orders Once an order is completed online ESPO will email the order to the email address entered during the registration process Importing ESPO Orders Once an order has been emailed from the ESPO website it should be saved to the Inputs Path shown within the School Details screen Inputs Path C Documents and Settings Vil UsersiDesktop inbox finance Subject ESPO Your Content Order is attached Within the emailed requisition right click on the attachment and click Save As P onten Saada N TET Open Attachments S ai Print Note This is an autor Remove Dinaca find atarchad Isaveattachment Save in E Finance ca E el a C i E Tools My Recent Documents cer Browse in the Inputs Path ds location and click Save My Computer File name esPOContentOrder 201 30607 109700 xml My Network Places Save as type fal Files Cancel i When the emailed file has been saved click Orders within the Transactions tab l ESPO Online With the ESPO Online option activated see Section 2 the additional options show
394. s Page 42 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Please Note Activity reminders can only be produced for standard invoices assigned to the activity department code These invoices must also have been printed Any non standard and unprinted invoices will be ignored during this process Print Reminders Gre you sure you wish to print reminders For the activity SKI TRIP 2014 7 Click Yes to print Please Note Reminders can only be produced For Standard Invoices that have been printed reminders Or No to continue Outstanding Payment for School Activity Date 14 November 2013 To the Parents Carers of Mr Adams According to our records an outstanding balance for the following activity exists in respect of the pupil listed above Please could you arrange for any outstanding balances to be paid prior to the activity date shawn below Please feel free to contact us if you need to discuss this further Activity Details SKI 2014 Ski Trip 2014 Date of Activity 23 June 2014 Invoice Number 310 Total Cost of Activity 250 00 Amount Paid To Date 200 00 Amount Outstanding 50 00 Subsidy Details Click Subsidy Details to view a report detailing the lettings included on a specific subsidy claim Subsidy Details Enter the subsidy claim Enter a Subsidy Claim No or leave blank to display all number if known and Cancel click OK Leave blank to view all subs
395. s ltem Humber joooz ltem Description m CASS DYMO YL BLK PES as requ red Blige SAE Delete iten E xit without Save and WOK FACKET Saving Exit Click Delete Item to remove the current item from the Catalogue Click Exit without Saving to cancel the amendments or Save and Exit to return to the Catalogue screen Section 4 Suppliers Page 12 of 14 Schools Finance STAR ACCOUNTS User Guide Section 4 Suppliers Create Catalogues from Orders Catalogues can be created from orders entered into Star Create Catalogues Accounts by clicking the Create Catalogues from Orders From Orders button This function will add all unique entries entered within purchase orders see section 7 that do not have the default Catalogue ID of 0 This message will appear if there are no new x unique purchase order lines to be imported There are no new catalogue items to be imported Click OK Create Catalogue Ore yau sure vou Wish bo create catalogues based on the orders you have input into Star Accounts Yes ho Click Yes to continue or No to cancel If Yes is clicked please wait for the confirmation as below before continuing soul E Click OK The list of suppliers in the View drop down Catalogues created list will then be updated to show all those that a catalogue has been created for Adding Catalogue Items New items can be manually added to a
396. s Finance STAR ACCOUNTS User Guide Section 10 Cheque Printing BACS Payments Remove Zero Payments Star Accounts cannot produce a BACS payment for a supplier if the net amount is less than or equal to zero To remove self cancelling entries for a supplier highlight the required invoices and click Remove Zero Payments before completing the cheque run Jude 4 Younger 465930 126 086 09 Dec 0939 Banham Zoo Ltd Be12456 126 75 O4 Dec 09 Norfolk County Council NCC12456979 12 349 48 23 Nov 09 156545 100 00 1 Dec 09 11 Dec 0939 Processing BACS Payments Select the transactions that you wish to process in the next BACS run ay highlighting them with a single click in the transaction list If you wish to process all of the transactions listed click the tick button to the right of the list As invoices are selected for payment run a running total will BACS Run Total appear on screen 1 650 00 Once you are satisfied that all transactions you wish to process have been selected click Process BACS Process BACS Click Yes if the BACS reference The next BACS Reference is B4C501 Is this correct is correct or No to cancel the process and enter a different reference BACS Reference The BACS Reference will default to the next reference that can be used within the accounts BACS References must be in the format BACSXX where XX is a unique numerical reference e g
397. s Finance STAR ACCOUNTS User Guide Section 7 Purchase Orders Enter the number of items rear received The Units received to date shown when this box Cancel opens is the maximum number that can be marked as received p Nn lf 10 items were originally ordered and 3 of those have already been paid the maximum that can be entered as received will be 7 taking the items received back to the 10 ordered TIP If a large order is received where only one or two items have not been received click Receive all Lines then highlight the lines not received and click Receive Line All or Part to amend the number of items received joe To mark all items within an order line as not received highlight the required order line and click Unreceive Line This will reset the number of items received back to either O or the number of items that have already been paid for part paid order lines Edit Delete Add Order Lines When receiving order lines care must be taken to ensure that the total amount paid matches the invoice received even if this differs from the original order lines entered Order lines can be edited within the Ses Order Receipt screen by double 2 e clicking the required order line ia Unit of Measure EACH Amend any details as required and P Add hem to Catalogue then click Return to Main Order a Vat 1 98 Total 11 90 Coding Details
398. s necessary These should be authorised following the normal processes Direct debits must only be entered into Star Accounts on receipt of the bank statement on which they appear Enter the amount of the direct debit as a normal expenditure transaction as per the above instructions ensuring that the Direct Debit box is selected lf you are not using the cheque printing facility the Cheque number and Cheque date will automatically be entered as shown below after clicking the Direct Debit box This cannot be changed from the default value entered Cheque Mumber DO o7z Direct Debit Cheque Date OF 4ug 12 lf you are using the cheque printing facility these fields will still be populated automatically and the details can be viewed from the transaction menu as shown below Details of Transactions ww Date Gross Order Number Invoice Number Detals Cheque No jid227 Of 4ug 12 1 000 00 DOOY 08 12 Water Jun 4ug DO oF fosi2 Please Note Your Governing Body must be aware of all direct debits that are being used Section 8 Entering Transactions Page 18 of 32 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions Future Year Payments Future year place in the exam fees payments are payments paid in advance for events due to take next financial year The most common example of this would be Customer Supplier EDEXCEL ka Invoice Date 30 Dec 1353 more eplass 2585 Complet
399. s sitting in the Cheque Run screen see Section 10 the invoice date will be used to determine if the transaction requires investigating If an item without a cheque number is denoted by an asterisk and is bold this means that the item has been sitting on the Cheque Run screen for 6 months or more from the invoice date The Headteacher is required to authorise this report to verify that these transactions are to be investigated and corrected Failure to clear out of date cheques could mean that the accounts are not correctly stated Section 17 Reports Page 34 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Error Report From the Reports tab click Error Report This report will list any transactions that have been coded to invalid subjective Please ensure that these transactions are corrected via journal Voucher Pd Inv No Capita Dept Subj Nett Details Customer 8934 1 PC 2321 NRSRY1 0001 10 75 Books for Nursery D Holland 8933 1 PC 2320 NRSRY1 0001 10 21 Outside resources D Holland Total 20 96 codes i e those that have been coded to 00010 The report will only open if there are transactions which require correcting within Star Accounts Assets from Orders To view a report showing any items marked as assets within Orders and Transactions click Assets from the Reports tab Select Asset Period From Period ay e To Period Select the Periods you would like
400. s the default 3 It will be removed From any Staff record where it has been set as the default 4 It will be removed From any Assets which are assigned to it Click Yes to delete the code or No to cancel Section 3 Creating Codes Page 4 of 17 Schools Finance STAR ACCOUNTS User Guide Section 3 Creating Codes Inactivating a Department Code lf a department code cannot be deleted as it has been used during the current financial year it can be marked as Inactive to ensure that no other transactions or commitments are coded against it Inactive codes will exist within the system for reporting purposes however only active department codes can be selected when coding transactions invoices or orders To make a department Inactive select the required department from the Code drop down list and place a tick in the Inactive field Inactive Only the Primary User can activate or inactivate department codes Inactive Department codes are highlighted in red within the Departmental BCR and on any Departmental BCR exported into Microsoft Excel Section 3 Creating Codes Page 5 of 17 Schools Finance STAR ACCOUNTS User Guide Section 3 Creating Codes Manage Departments To assist in the deletion or inactivation of department codes a list of department codes that can be inactivated or deleted can be accessed by clicking the Manage Departments Manage Department
401. sale was made This field will default to today s date when the form is opened however this can be overtyped if required Sold To Select the supplier customer that the asset is being sold to from the drop down list Sold to Please Note If the Debtors Eross 1st Gorleston Scout Group module is activated within Star Tst4sport Accounts this list will contain cial a your Customers if not the list Net 2nd Gorleston Cub Scouts 2nd Gorleston Sea Scout Group will be your Suppliers Section 20 Asset Register Page 31 of 49 Schools Finance v5 84 STAR Accounts Asset Register Gross Enter the gross selling price of the asset i e including VAT This should be entered as a positive amount A price of 0 00 can be entered for assets being gifted to another person group see below VAT Rate As per Section 6 4 5 of the Finance Procedures Manual where the school originally claim back VAT when making the purchase they should also account for VAT when making the sale Therefore care must be taken to ensure an appropriate VAT Rate is selected from the drop down list VAT Rate E Exempt 0 00 H Heating 5 00 T Outside the Scope 0 00 Z Zero O 00 VAT Star Accounts will calculate the amount of VAT to assign to the sale based on the Gross selling price and Vat Rate selected This cannot be manually amended Net Star Accounts will calculate the net value of the sale by subtracting the VAT calculated from the Gross
402. sements to be included within the reimbursement amount received more than one periods reimbursement may need to be selected to achieve the amount received The Transaction Required amount shown on this screen will update when each reimbursement is marked as received Once this amount matches the amount received on the bank statement click Create Transaction This will create the reimbursement transaction and close the Reimbursement screen Section 13 Bank Reconciliations Page 6 of 11 Schools Finance STAR ACCOUNTS User Guide Section 13 Bank Reconciliations All reimbursements will have the cheque number Reimb and Supplier Name Norfolk County Council 997 Norfolk County Council 2 49 995 Norfolk County Council 1 39 999 Norfolk County Council 3 00 a Reimb Norfolk County Council 9360 00 h Reconcile this transaction as normal Creating a Cheque for Negative Reimbursements If income collected exceeds expenditure during any period the amount to be reimbursed will be a negative figure To clear this negative figure you may be required send a cheque after completing the Period End process Please Note Cheques for negative reimbursements are only required if the cumulative total exceeds 10 of the schools Imprest Level or 5 000 However if your school Children s Centre regularly has negative reimbursements a cheque should be raised each month Place a tick in the Transaction Re
403. so able to process more than one download in any given month provided it has not been previously imported Receiving the Monthly Download The monthly download file is released via AnyComms Plus on a monthly basis in line with the Schedule of Dates for Monthly Downloads Please download the file either directly from the AnyComms Plus website or via the AnyComms Plus client Please refer to the Frequently Asked Question How do use AnyComms Plus for Finance Files for further instructions on downloading the monthly loadfile Collect Download If you experience any issues receiving the loadfile via AnyComms Plus or are required to import the loadfile into multiple datafiles Main Cluster etc the download can also be received Collect Download by clicking the Collect Download button to download it from the internet Financial fear Ed Please enter a valid Financial year ie 2015 for 2014 15 Cancel 205 Enter the Financial Year that the download relates to and then click OK Please enter a valid Period i e 05 for August _Cancel_ Enter the Financial Period that the download relates to and Jog then click OK Downloading 5 1 j Attempting to download the File From the internet Click OK to continue then please wait Click OK Section 14 Download Page 1 of 10 Schools Finance STAR ACCOUNTS User Guide Section 14 Download Download Complete Lil k y 1
404. spection been assigned to an asset Fire Equipment Inspection within the register Location If required a Location can be selected to further filter the list of assets Location O01 HALL Safety Check Detail 007 f STORE Date of Check O03 CORRIDOR Section 20 Asset Register Page 25 of 49 Schools Finance v5 84 STAR Accounts Asset Register Safety Check Details The details of the maintenance safety check performed must be entered These details will be added to the asset record of each selected asset see below Safety Check Details Date of Check 15 06 2015 Cost Per Check 0 00 performed ty SS Next Scheduled 16 06 2014 Check Date of Check Enter the date the maintenance safety check was carried out This field will default to today s date when the screen is first opened or Reset is clicked Cost Per Check Enter the cost of the maintenance This should be the cost attributable to each of the selected assets If an invoice was received for multiple assets to be maintained checked this should be apportioned on a per asset basis Performed By Enter the name of either the company or staff member who carried out the maintenance safety check Description Enter a brief but meaningful description of the work carried out on the asset for example Electrical Testing Next Schedule Maintenance If the current maintenance safety check being logged is part of a schedule
405. ss Tarca and click OK ANCE lf you leave this field blank and click OK the email will still open pom fo An email should then appear with the requested report as an els EFS CA norfalk gov uk attachment The subject line will aon lt be entered automatically and the Subject Norfolk Primary School Accounts oo email address will appear in the To field if one was entered Attach ERTE Transactions List rtf 6 KB Please Note Any report emailed from within Star Accounts will be sent in a Rich Text Format rtf This means that the reports will not email exactly as they appear on screen Any formatting such as highlighting in bold any lines or any pictures will not be shown on the exported file Alternatively If your school has Microsoft Office Document Image Writer or any similar programme that saves electronic copies of your printing e g PDF Creator you can simply select to print the order using this software via the printers button on the Main Menu see Section 1 Page 6 and then attach the file that is created to an email Emailing PDF Reports If you wish to print a report to PDF and then email it press Ctrl and K on the keyboard If the currently viewed report has an associated filter form Such as the BCR or the Print Options form as below the following message may appear Report Selection Ea Is Summary Subjective BCR the report vou wish to
406. ssets status back to Active and Click the Cancel button at any point to stop the loan registering close the Loan Details screen Click the Exit button to confirm the loan details and update the assets detailed record If any of the required details have not hls been entered error messages will appear once this button is clicked Please correct any issues stated and click the button again lf all of the required details have been entered correctly two copies of a Loan Receipt will be printed before the Loan Details screen closes Mortolk High School Morvich Road ArT oun Norfolk MRT 2DL Tel 01603 222550 Fax 01603 222505 Email office nortolkschool norfolk sch uk Make TECHNICS Model SX PX73M EK l l Serial Number Y 3243482 This receipt details the asset AE E loaned and the loan details entered on screen dates etc Loanee Lenne Pooley Date of Loan 197062013 Return Date 24072013 Motes Small scratch to left hand side These receipts must be signed by a representative of both the school and the loanee and a copy retained by both parties signed Sc hool Signed Loanee Date 19 06 2013 Date 19 06 2013 Section 20 Asset Register Page 29 of 49 Schools Finance v5 84 STAR Accounts Asset Register After the loan details have been processed an additional Loan tab will be appear within the detailed record of the asset containing the details entered p
407. ssword is entered the adjustment field will revert back to 0 00 and the procedure will need to be restarted Name of FSO Enter the name of the F50 that has agreed this adjustment Cancel Enter the name of the person that gave the password and click OK Section 13 Bank Reconciliations Page 10 of 11 Schools Finance STAR ACCOUNTS User Guide Section 13 Bank Reconciliations Inform Accounting Software Support Ea e Accounting Software Support must be advised of this adjustment or the correction will not be implemented Click OK to the above message The adjustment MUST be notified to Accounting Software Support for any action to be taken with it Once this process has completed a transaction for the adjustment amount will be entered into the reimbursement table to be reconciled once it appears on a bank statement The adjustment will be added to subtracted from any subsequent reimbursement files received at County Hall Rec d Year Pd Month Amount Paid ae Joo Section 13 Bank Reconciliations Page 11 of 11 Schools Finance STAR ACCOUNTS User Guide Section 14 Download Import the Download Process Tab It is the schools responsibility to ensure that a download is processed within the month to which it applies to enable up to date monitoring and reporting to take place Star Accounts will allow the period end to be processed without completing the download You are al
408. stem and user generated backups that are over 2 weeks old and any Month End File that is over two months old The Year End File backups and Final backups will not be deleted as part of this process Manual Temporary Backups can also be deleted manually via the Backup Review screen Double click 9995 Main 1 602201 1 114012 Stuart mdb 160212011 11 40 12 9998 htain OF 02201 1 154756 Stuart ndb OF 22011 15 47 56 the backup to OF e011 1546 27 be deleted Delete Record E Are you sure you wish to delete this backup 9998 Main 07022011 154621 Stuark mdb Ves Alo Click Yes to delete the selected backup or No to cancel the process section 16 Back Up Routine Page 6 of 13 Schools Finance STAR ACCOUNTS User guide Section 16 Back up Routine Please Note You cannot delete any files with Month End File Year End File or Final in the filename by double clicking them These files should not be deleted from the backup folder Backup Monitoring As mentioned above each time a user logs out of Star Accounts a backup file should be created within the Backup folder with Exit and their User Name at the end of the file name The temporary backups should be reviewed at regular intervals to ensure that all users are creating backups when leaving the system If a user is not creating backups it is likely they do not have the correct access rights to create files in the Star ba
409. stomer makes a payment via cash and cheques two separate lines will need to be entered e f you register a cheque payment enter the Cheque Number of the cheque received to aid the reconciliation process e fa Debtors Invoice has been selected Star Accounts will ensure that the amount of income entered does not exceed the total outstanding for the selected invoice Maximum Income Exceeded E3 X Entering this income will exceed the outstanding commitment of this invoice 71 40 Please re enter the amount or delete the line Gross Total This is calculated by Star Accounts and cannot be amended VAT Rate Select the appropriate VAT Rate ad applicable to the income from the drop down list Standard 20 Exempt O Heating 5 Outside the Scope i fero lf a Debtors Invoice has been selected the VAT Rate will not be updateable lf the selected invoice has any outstanding VAT applicable to it the Standard VAT Rate A will be selected VAT Total This field is calculated by Star Accounts once the VAT Rate has been chosen and is not updateable lf a Debtors Invoice has been selected any payment entered will firstly be used to cover the VATable element of the invoice if applicable If the total income registered exceeds the amount needed to clear the outstanding VAT the amount shown will be the maximum VAT applicable to that invoice and a split VAT transaction will be entered when the income
410. summary of the balances if the current journal is processed Subj Department Capital staff Code Amount i a a CT E a a a eS ac es a 0 TS EC es i a eS MC DC a a ST PE eS a a a ee eS aS a eC PI i a eT eT H Post Journal Balances Journal Subj Capital Dept Current Balance Amount 7 547 30 This screen provides a summary per Subjective Code Department Code and Capital combination affected by the details entered on screen Please Note This screen only shows lines where the balance is affected by the journal entered e g if the journal balance for a Subjective Code is 0 00 such as 17450 in the above example this will not be shown as the overall balance for the Subjective Code is not going to be changed by the current journal Deleting a Line from a Journal To delete a line from a journal click the delete button next to the row you wish to delete Delete Are vou sure you wish to delete this line From the journal Click Yes to delete the line a Click No to cancel the process Please Note Any lines entered with amount of 0 00 will automatically be deleted when Process Journal is clicked Section 11 Entering Journals Page 3 of 29 Schools Finance STAR ACCOUNTS User Guide Section 11 Entering Journals Viewing Journals Entered Report To view a report containing all journals entered into Star Accounts during the current financial year click Transaction Reporting button
411. t School Logo Path Bank Details Contact Details Alternative Delivery Address Section 3 Creating Codes Department Codes Creating Deleting and Inactivating Grouping Department Codes Departmental Reports Emailing Department Reports Creating Activity Accounts Creating Capital Codes Capital Code Reports Section 4 Suppliers Creating Suppliers Default Coding BACS Details SQL Only Delete Inactivate Edit Supplier Details Supplier Search View Supplier Transactions Export to Excel Importing the ESPO Catalogue View Delete Create Edit Catalogues Section 5 Staff Details Creating Deleting Amending Staff Details Export Staff List to Microsoft Excel Individual Employee Report Monthly Staffing Profile Staff Monitoring Report Section 6 Budget Transactions Entering Budgets and Budget Revisions Budget History Importing Budgets Budget Profiling Contents Page 1 of 4 Schools Finance STAR ACCOUNTS User Guide Contents Section 7 Purchase Orders Entering an Order Delete a Line Order Edit Add a Line to an Order Printing Emailing Orders ESPO Online Ordering o Importing ESPO Orders o Confirming and Authorising Orders o Export Orders to ESPO Order Payment o Receiving Lines o Removing Outstanding Commitment Cleared By Download Order Reporting o Outstanding Orders Report Aged Creditor Report o Orders Cleared By Download o Deleted Orders Section 8 Entering Tr
412. t by Direct Debit Debit Are vou sure you wish to remove this payment as a direct debit Cl ick Yes to remove the payment o Click No to cancel The selected payment will be flagged as a direct debit and appear on the bank reconciliation screen with a cheque number reference of DD and the date this process was carried out e g DD 01 06 XX Section 10 Cheque Printing BACS Payments Page 1 of 19 Schools Finance STAR ACCOUNTS User Guide Section 10 Cheque Printing BACS Payments Process Cheque Run select the transactions you wish to process by highlighting them within the list of transactions If you wish to process all transactions shown clicking the vl button will automatically highlight or deselect all the transactions Please Note You must ensure that the next cheque number is correct before proceeding with the cheque run i e it is the next cheque in your cheque book pre printed cheque stationery Mext Cheque Number ey hls Bank Account da Run excludes BACS transactions Exclude BACS C Bacs only all Invoice Date A Print Cheque with Remittance Advice Edexcel 235097 27 65 30 05 2013 Please Note The Bank Account option is currently in the SQL version of star Accounts only Please select the required bank account from the drop down list if required As invoices are selected for the Cheque Run a running total Tedue Run Total will appear on the screen
413. t is recommended that a budget is not entered as the net position of the activity Profit Loss will not be accurately reflected in the Departmental BCR Departmental Transactions A summary of transactions relating to the current department code will be shown on screen Transactions Supplier VAN Invoice Date Invoice No Nett Details Subj Order No Order Dat O Mr Adams 10195 11 Nov 13 1100565 50 00 Income for Invoice 310 95470 310 07 11 201 H Mr Adams 10196 11 Nov 13 1100236 50 00 Income for Invoice 310 95470 310 07 11 201 fai Mr Adams 10197 11 Nov 13 1101564 50 00 Income for Invoice 310 95470 310 07 11 201 bai Mr Adams 10198 11 Nov 13 1100563 50 00 Income for Invoice 310 95470 310 07 11 201 Double click the Voucher Number V N of any transaction to view its full details Section 3 Creating Codes Page 2 of 17 Schools Finance STAR ACCOUNTS User Guide Section 3 Creating Codes Departmental Commitments A summary of the commitments held within Star Accounts for the current department code Orders and Invoices will also be shown on within this screen Commitments Supplier Name OrderNo Catalogueld Description Subj Total Capital G Helen Massy S08 standard Invoice 954770 250 00 m Marie Andrews 309 standard Invoice 95470 250 00 Mir Adams S10 standard Invoice 95470 50 00 Double click the Order Number Order No of any commitment to view the origi
414. t only have limited information relating to it please use the Find facility This can be accessed via either the Records or Reports tabs Bank Reconciliation and Cheque Reversal screen or by pressing Ctrl amp F Find Transaction Gross Invoice Number Voucher Number at i a Nett Supplier Name Cheque No Details Subjective olf v Order _Dept 60339 TE 100 100 cancellation fee nyg course hrd and in c 0702 2011 17450 60340 c1425 763 75 650 di credit note cancellation of nvq course invoic 0311 2010 17450 ae 60409 10529 34 8 34 8 CILT nyg for ocr registration starting 31 141 andr 10 02 2011 17450 SDT 64360 115827 112 18 112 18 Classroom Resources Lt credit for resources rtnd 14 07 2011 40850 LAN On opening the find screen all transactions will be listed To filter this list to the transaction you are searching for enter any known details into one of the search criteria fields and press the Enter key This will filter the transactions list to those that match your specified criteria For example if you type 100 into either the Gross or Nett fields and press Enter all invoices similar to this amount will be shown within 5 of the amount entered Double click any of the lines shown to view the full transaction details Click the printer button to print a report containing the filtered search results Click the Excel butt
415. t select the Star Accounts dropdown then click Print Print viewed page viewed page Printing to PDF If you wish to print a report to PDF press Ctrl and P on the keyboard If the currently viewed report has an associated filter form such as the BCR or the Print Options form as below the following message may appear Report Selection Ea Is Summary Subjective BCR the report you wish bo print as a POF document Click Yes if the stated report is the one required or No if it is incorrect Browse For Folder Ea EW PE ne ee Browse in the location that the report is to be saved to then click OK Desktop 4 My Documents B Mr Computer After the report has been printed and E o saved the folder containing the Archive report will open on screen 3 Inbox 5 ExcelExports Outbox pheme s S 3 Printing Summary Subjective BCR as at 19 01 2012 pdF 3 SOL Please Note The reports will be saved with the Report Name and as at today s date Make New Folder Cancel tii Section 17 Reports Page 2 of 39 Schools Finance STAR ACCOUNTS User Guide Section 17 Reports Print Options several reports within Star Accounts will open with a Print Options form Print Options Select Print Option Click Display on Screen to view the report R Display on Screen Click Send to Printer to print the report a S Click Export to Excel to ex
416. t session is 0 00 Mo of Hours Hourly Rate Net Pr Rooms Charged Er FTICE 3 00 0 00 0 00 The Extra Details field should be used to detail why this session is being provided free of charge Option 2 Issue Refund Cheque From the outstanding invoice list highlight the relevant invoice and click Issue Refund Cheque If the original invoice was fully paid click the Show All button to show the original invoice H Issue Refund ISSUE REFUND FOR Cubs Invoice Number 139 Total Paid to Date 30 00 Enter a Cheque Number Cheque Date the amount of the refund Gross and the Please ensure vou assign the same YAT Code that was used the original invoice For which the refund is being made hence nine _tasas6 VAT rate used within the Original INVOICE Cheque Date 10 Jul 13 aross 10 00 Please Note If cheque printing Mett 8 33 is switched on the cheque lt q f VAT Rate ja am number and cheque date will not AAT Say appear Issue Cheque Cancel Section 18 Debtors Page 36 of 47 Schools Finance STAR Accounts User Guide Section 18 Debtors Click Cancel to exit without creating the refund transaction Click Issue Cheque to process the refund Are all the details correct An income transaction will be created on exit Click Yes to com plete the refu nd or No to cancel lf the cheque printing function
417. t team for assistance Error linking Ea The subjective code update was not successful Please contact Accounting Software Support For further guidance To print a copy of the subjective codes held within Star Accounts select the Records tab and click View Subjective Codes Subjective Code Error Report During the subjective code update process any transactions or commitments found within Star Accounts that have been coded to a subjective which has been made inactive will be automatically transferred to a new relevant subjective code Any transactions or commitments that cannot be transferred to a new code will be assigned to subjective code 00010 Miscodings must be cleared These transactions must be journalled manually to a relevant active subjective code An error report showing these transactions can be printed at any time via the Reports tab click Error Report Please ensure that these transactions are removed via journal Voucher InvNo Capital Dept Subj Nett Details 50635 BACS 00010 1 500 00 Testing Subjective Update Inactive Coda 9250 Sub Total 1 500 00 Grand Total 1 500 00 This report shows the original transaction coding details with the inactive code added to the Details Any item appearing on this report must be rectified via a journal if no correcting transaction already exists i e the grand total is not zero see Section 11 Section 15 Period and Year End Page
418. t where no printer button appears on screen select the Star Accounts dropdown then click Print viewed page Pri nt Star Accounts E cose To print only the page currently being viewed on screen A print select the Star Accounts dropdown then click Print e viewed page Printing to PDF If you wish to print a report to PDF press Ctrl and P on the keyboard If the currently viewed report has an associated filter form such as the BCR or the Print Options form as below the following message may appear Report Selection x Is Summary Subjective BCR the report you wish bo print as a POF document Click Yes if the stated report is the one required or No if it is incorrect Browse For Folder H E P E Browse in the location that the report is to be saved to then click OK Desktop 4 My Documents B Mr Computer After the report has been printed and A a saved the folder containing the Archive report will open on screen 3 Inbox 5 ExcelExports 9 Outbox Name e 3 Printing Summary Subjective BCR as at 19 01 2012 pdF 3 SOL Please Note The reports will be saved with the Report Name and as at today s date Make New Folder Cancel tii Section 20 Asset Register Page 38 of 49 Schools Finance v5 84 STAR Accounts Asset Register Viewing Multi Page Reports When viewing reports in Star Accounts only one page of the report is shown on screen To scro
419. tar Accounts whilst performing the year end rollover From the Process tab click the Year End button All data validation as listed above for a period end will also take place Year End before a year end rollover can take place Continue This will perform the Yearend Rollover Are you sure you wish to continue The Following downloads have not been loaded March lf any downloads other then March are listed as missing please click No to this message and contact your Finance Support Officer for further assistance lf only March is listed as missing click Yes to this message as the March download is not available until April of the following financial year The system will then print all of the usual period end paperwork and create the two upload files as per a normal period end Archiving Datafile Cli ck OK You must wait for this following message before continuing This process may take several minutes to complete Year end Complete Year end complete You are now in the new Financial Year Click OK Section 15 Period and Year End Page 15 of 22 Schools Finance STAR ACCOUNTS User Guide Section 15 Period and Year End Period 12 and 13 Downloads The Period 12 and 13 downloads will be made available during Period 1 of the new financial year The process for importing the Period 12 and 13 downloads is the same as the normal download process
420. te Replacement Date Asset Category Select the most appropriate Asset category category that the asset falls under from the Location Art Equipment a Audio Visual Aids Department drop down ist die me Caretaking Equipment Please Note Each asset category has a pre defined Depreciable Life associated with it therefore when the category is selected the Depreciable Life and Replacement Date will be amended Location Select a Location from the drop Location down list Department 001 HALL Staff Name O02 f STORE E 003 CORRIDOR 00G r ENTRANCE Section 20 Asset Register Page 19 of 49 Schools Finance v5 84 STAR Accounts Asset Register Department If you wish to show the asset against a specific department for example printers against an ICT department select it from the drop down list Department Serial Number Staff Mame ADMIN Admin supplies ADVERT Advertising AGENCY SUPPLY Agency Supply Staff Name If an asset is to be the Savers responsibility of a specific member of Acteson Heid Staff or was purchased solely for the Adame Matthew use of one member of staff select their Alexander Claire name from the drop down list Allison Michela Make Enter the name of the manufacturer of the asset Model If the asset has a model number enter it here Serial Number If the asset has a unique Serial Number enter it here This will enable the asset to be accurately traced b
421. te If the cheque printing option is not activated within Star Accounts see Section 2 a cheque number and Cheque Date The Cheque Date will default to today s date Cheque Mumber Cheque Date 05 Aug 14 If the cheque printing is activated and you wish to manually assign a cheque number to the transaction place a tick in the Enter Cheque Cheque No Date field by clicking it to view the required jja Date E fields Transaction Coding Enter Coding Details Multiple Coding I Future Year Fayment Subjective 40850 g Education Equipment amp Materials Capital ha Department ARTEDL Ort Resources Bank Account LMS O Asset Register Default Coding If the supplier selected for the current transaction has a default subjective code or department code these will automatically be entered after the supplier is selected If the default subjective code is an income subjective code this will not be entered Subjective Code If you are unsure of the most appropriate subjective code to use double click the Subjective list Search criteria equip Enter a brief search criteria and press the SUB Details enter key janoo0 Office Equipment 40820 Operational Equipment Maintenance All valid non download expenditure subjective codes containing the search criteria within its 40830 Cluster Operational Equipment amp EXPE details will be shown Double click the 40850 Education Equipment amp Materials Subjective
422. ted as above However after selecting the VAT rate manually overtype the VAT amount to match your invoice Example Invoice 10 x Books 5 99 59 90 0 VAT 1 x DVD 18 99 20 VAT 1x CD 10 99 20 VAT Total of invoice 94 87 VAT Amount 4 99 Enter the gross amount of the invoice Gross seats and the VAT Rate from the invoice of be 79 06 the VATable items The VAT oeae A 20 00 calculated by Star Accounts will not ve t match the invoiced amount Overtype the calculated VAT amount vat Rate as 20 00 with the invoiced amount and tab out yat P 4 99 of the VAT field Yat Error Ea Tolerance exceeded Would you like to create a split Yat coded transaction Click Yes to enter a split VAT transaction If you click No the system calculated VAT amount will be reinstated within the transaction screen If you click Yes to enter a split VAT transaction a summary of the transactions to be processed will appear Split Yat Transaction e nooo The Following voucher will submit two lines of coding JJ 29 94 including 4 99 VAT 64 93 excluding VAT Invoice Total is 94 87 The figures for the individual lines may not agree however as long as the VAT and Invoice Total agree to the invoice this is acceptable Ensure that the VAT amount and Gross amounts agree to the invoice before clicking OK Section 8 Entering Transactions Page 15 of 32 Schools Finance STAR ACCOUN
423. ted by Details Total or Subjective by double clicking the label at the top of the required column Supplier Department Total Subjective Test Pur_Card r f 200 00 45170 Section 14 Download Page 5 of 10 Schools Finance STAR ACCOUNTS User Guide Section 14 Download Process the Recharge A supplier must be selected against each line shown as a minimum before the recharge process can be completed Department codes are optional unless the current datafile is a Children s Centre or Cluster An error message will appear when Process is clicked if any lines are missing this data Incomplete Data You must select a Supplier For all transactions shown or delete the lines with missing data From the current update Click OK Re check all lines and ensure that the required details have been entered If you wish to exclude a line from the current update click the ial delete button on the line you wish to remove Gre vou sure vou wish bo remove this line From the current update The transaction will re appear when this screen is opened again Click Yes to delete the t_ 7 i J tes f line or No to cancel Any line removed from this screen is only removed from the current update Once this screen is opened again the deleted transaction will re appear When all details have been entered and the recharge is ready to take place click Process Click Exit without Saving to
424. tes but only one ESPO DPN this field can be left blank Department Codes If individual department Group PREMISES codes have been assigned a unique DPN by DPN hasy ESPO this can be entered in the department code screen see Section 3 Print Sele The DPN assigned to an ESPO online order is determined in the following way 1 The DPN from the first department used within the order which has been assigned a DPN will be used 2 The DPN from any alternative delivery address assigned 3 The DPN from the ESPO Supplier record For example if an order is raised in which no department or alternative delivery address is assigned the DPN from the ESPO supplier record will be assigned ESPO Online Order Additional Fields When entering an order online there is an additional field Extended Instructions within every line of the order Anything entered in this field will be printed on the delivery note against that line of the order This field will also be available in Star Accounts for ESPO orders only Unit of Measure PACKET Evtended lachuchan ere Price F400 ai l Add tern to Catalogue Hide options Quantity The Instructions field will be Please note instructions will only be read if the urgent order box is checked m p O rte d n to t h e S p e c j a l IMPORTANT Do NOT enter Card Purchase Credit Card information into this box Requests field within Star Accounts Section 7 Purchase Order
425. the Following File SHiCompActg STAR MySQL Working Environment SOLibackupiSOL Setupimysgl connector odbc 3 51 25 winde msi You Will not be able to access Star Accounts until this has been completed Click OK The folder containing the file to be installed will open on screen and star Accounts will close Your ICT technician will then need to log on as the Administrator and run the specified file Double click the file and click Next to all prompts until Finish appears The default options within the installation file do not need to be changed during this process The user should then be able to log into Star Accounts If the user cannot log into the system contact Accounting Software Support 01603 222550 for further assistance Section 19 SQL Users Page 3 of 7 Schools Finance STAR ACCOUNTS User Guide Section 19 SQL Users Sending Backups to County Hall The process to send a backup of your datafile to County Hall is completed within the Backup Review screen Options tab a Backup Review Path ta Backup Directory ht Wiecvmmysdgi01 Star BackupBackupsi The list below only displays backups created For the current year and Periodi Yearend backups To view ALL backups double click on the path above FileName C C Ci CSC dC te FileSize Backup Datatile 2525main_2525 EDF SB 2305201 4 Exit County_edish sql 2505 2014 09 54 10 3 446 kb 2525main_ 2525 EDF SB
426. the above message an encrypted BACS Payment text file will be created This file will be called BACSPayment and Location Code and Current Month Year and the BACS Reference for example BACSPayment9999 May2014 BACS01 txt This file be copied to both the location specified in the Output Path School Details screen and the Star Backup Archive BACS folder on the server This file is required at County Hall to process the payment along with the BACS Authorisation File see below During this process Star Accounts will attempt to send the files via email and AVCO Via Email The BACS payment file will be sent as an automatic email to efs ca norfolk gov uk The Following File will be sent by email B4CSPayment9999 May2014 B4C501 txt Click OK Section 10 Cheque Printing BACS Payments Page 8 of 19 Schools Finance STAR ACCOUNTS User Guide Section 10 Cheque Printing BACS Payments lf the system appears to freeze at this point it may be that an email prompt is hidden behind the Star Accounts Main Menu If you do not see the prompt on screen as below please click on the Microsoft Outlook tab within the start bar to view it start E Microsoft Office Outlook 3 Ej Pi Inbox Microsoft AN A program is trying to automatically send e mail on your behalf Do vou want to allow this IF this is unexpected it may be a virus and you should choose Mo
427. the department code currently being viewed on screen Print All This will open a print preview of the department code report for all active department codes held in Star Accounts Print Selected This will open a print preview of the report for all department code where the Print Select box has been ticked see above This will include active and inactive departments Print Activities This will open a print preview of the report for all department code where the Activity box has been ticked see above This will include active and inactive departments Emailing Department Reports Electronic copies of the departmental reports can be emailed to their assigned contact using the following options Please Note The email functions will only work with Microsoft Outlook Email Current Contact Selecting this option will enable users to email the contact currently shown on screen The report that is emailed will contain all of the department codes which the contact is assigned to Ore vou sure vou wish bo email department code summaries to Baldry Stuart Click Yes to continue or No to cancel lf the staff record of the current contact see Section 5 has been entered with an email address this will be entered into the email that opens on screen If the current contact does not have an existing email address enter it into the on screen prompt Section 3 Creating Codes Page 9 of 17
428. the required BACS Reference from the drop down list D207 013 BACs Reprint Select Supplier Nan Select the payment you wish to reprint the remittance for Access to Music Ltd E U0 oo from the drop down list Reprint Click the Reprint Remittance button Remittance Email This supplier has an email address Do you wish to email the remittance eT Click Yes to email the remittance or No to print a copy to be posted BACS Payment Rejections lf the bank account details within a BACS batch are incorrect the payment will be rejected This will not become apparent until BACS transfer comes to be reconciled at which point you will need to log onto the BACS website using the details provided when registering for BACS to investigate the payments that have been rejected Once the BACS payment that has been rejected has been identified there are 2 options Cancel or Reissue the payment Both of these options are completed via the Reversals screen which can be opened via the Cheque Run or Transactions screens Section 10 Cheque Printing BACS Payments Page 15 of 19 Schools Finance STAR ACCOUNTS User Guide Section 10 Cheque Printing BACS Payments Cancel Reissue an Entire Batch When opened the Cheque Transaction Reversal screen will default to the LMS Bank Account From the drop down box select the BACS Batch file required from the drop down list Cheque
429. the required group One of the following messages will then appear depending on whether the request group has been assigned to any departments Delete E EXAMS has been assigned to departments within your accounts Ore you sure you wish to delete the Languages group Are you sure you wish to delete this group ae Les Click Yes to delete the group or No to cancel Deleting Department Codes To delete a Department Code which is no longer required select the required department from the Code drop down list and click Delete Code Department codes can only be deleted if no transactions or commitments have been coded against it during the current financial year This includes orders debtors transactions and unreconciled transactions carried forward from a previous year An error message will appear if a department cannot be deleted Cancelled Ea i ADMIN has been used within Orders during the current year therefore it cannot be deleted TF you wish bo stop any Further transactions commitments being assigned to it please mark it as Inactive lf no transactions or commitments exist for the department code selected the following message will appear Ore vou sure you wish bo delete the department HISTORY Please Mote IF vou click Yes to delete this code 1 ny Budgets assigned to it will be removed 2 It will be removed From any Supplier record where it has been set a
430. thin each row the coding details are to be applied to The coding will only be copied to those lines where the VAT Rate Subjective Code Capital Code and Department have not been altered If any of these details exist the line will not be amended Section 7 Purchase Orders Page 17 of 29 Schools Finance STAR ACCOUNTS User Guide Section 7 Purchase Orders Creating Multiple Orders The details within the selected requisition can be assigned to more than one confirmed order within Star Accounts if required for example to split the order for different departments or different members of staff Order Requisitioned By To split the details shown on screen place a tick in the Assign gt box to be assigned to the current order 4 Assign lf at least one Assign box has been ticked only those lines that have been assigned will be exported to be uploaded to the ESPO website when the Confirm and Print button is clicked If there are no ticks in any of the Assign boxes all of the order lines on screen will be added to the order To remove the ticks from all assigned lines double click the word Assign at the top of the screen F Confirm and Print Order Current Order Total Before confirming the order ensure that the Net 175 00 Current Order Total details match expectations VAT 30 62 Groza nee Click Confirm and Print Confirm and Print Any errors wit
431. tion 17 20 Save Cancel Transaction Cancel Mew Transaction Save and Return bo Menu Click Cancel to return to the transaction summary without saving the details entered This will cancel only the transaction you are currently entering and not any previous entries To submit the current transaction and enter further invoices click New Transaction To submit the current transaction and return to the transaction summary screen click Save and Return to Menu After New Transaction or Save and Return to Menu are clicked Star Accounts will validate the data entered on screen and report any issues that must be rectified before the transaction is accepted Section 8 Entering Transactions Page 3 of 32 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions Entering Income Transactions Transactions Records From the Main Menu select the Transactions tab and click Transaction Transact ion Click Add New Transaction Select Period le Month November 4dd New Transaction Reverse Transaction hl Gross MorFolk County Council 3 623 32 For any income received click Income and complete the transaction details as required C Expenditur Income Select a supplier from the drop ee a down list If the supplier does not Transaction Date 21 Jul 09 i e a ca appear in the list double click here Pald In Date 21h to c
432. ton Process Sale with Receipt After all of the required details as When using the Receipt function creating an income transaction within Star Accounts is not optional i e an income transaction will be created regardless of whether it has previously been entered Income Transaction Please Mote This process will create an income transaction as part of the receipt creation IF you do not wish bo create the income transaction please click Wo and use the Exit button to mark the asset as sold Ves Mo Click Yes or No as required Section 20 Asset Register Page 33 of 49 Schools Finance STAR Accounts Asset Register lf Yes is clicked a receipt will be printed and the assets status amended to Sold The receipt details the asset that has been sold along winked with the sale amount and AnyTown M Reynolds Norfolk purchaser details 123 Main Street NR1 2DL AnyTown Norfolk Tel 01603 222550 i a E Fax 01603222505 This must be signed by an Email office norfolkschool norfolk sch uk g authorised officer at the school Paying In Slip Number 500123 Receipt Value 15 00 Received for the purchase of Asset Number 381 Make SONY j Model CFD S300L al gri ed Serial Number 1000622 2 Description CD RADIO CASSETTE RECORDER Date JOG AL 2 Transaction Date O oebe Customer Supplier emily Howard s s S s Paid In Date O O2 Dec 13 Paying In Mo O Gross
433. tors Please Note This process can only be completed once your accounts are in Period 12 You must enter Creditors Debtors for any goods services that will be received prior to the 31 March but won t be paid by that date Further guidance regarding what transactions to enter as Creditors Debtors is detailed in the Year End User Guide Appendix Creditors can be generated automatically within Star Accounts as follows ET ene ee ete From the Order Menu click Generate Yearend Creditors This will generate a list of all outstanding order commitments currently held within Star Accounts Highlight any transactions to be included in the Creditors list by clicking it Select Highlight the Commitments to be included in the Creditors List E 1160 Norfolk County Council 0 Excellence Leads to Change ENWH4 4 46730 TRAINING vi 1z14 Nec Norfolk Counky 0 EPRES E EYFS profile statutory training Charlott 17450 TRAINING 1298 ESPO A792525 BOOKCASE BEECH EFFECT 40930 ae 1303 ESP 157660 Ex BOOK 44 GREEN x 50 40850 Commitments 1303 ESPO 5931P BK E98 7MM YELL PK100 40550 16 40 to Creditors 1303 ESP 157979 Ex BOOK 44 RED x 50 40650 1303 ESPO 187933 EX BOOK SMM MAR OLI YEx50 15 05 1303 ESPO 167965 EX BOOK BMMIMAR A4 ORG x50 4050 15 05 1303 ESPO 30751 BOOK MOTE 6 5 4 RED PK25 40550 3 90 1303 ESPO 172039 Es BOOK 846 5 8MM BLUEx1 40850 11 20 Click here to highlight all outstanding commitments within the list
434. tt Cash E Fra WN Date Supplier Name Cheque No Gross 8991 ff Ub 2011 Norfolk County Council Imprest 100 00 Statement Mo agge 27 06 2011 Joumal 999999 ee Bd After reconciling these transactions the Balance at Bank and Unreconciled pajmce spank T8000 Transactions totals should be 0 00 Unreconciled Total i LMS Account Within the LMS bank pe dikes 249 3 account the Petty Cash top up entered in i7 Anton Bookstore Seon Step 3 if applicable and the transaction rent o art created when amending the Imprest with A51 pmp a 1456789 Mr Stanford 30 00 the Cheque Number Impres can be i M anor a 1456709 Mrs Knights 40 00 reconciled immediately 1456789 a TE 18 67 1456709 Sporty World 90 00 i 1456709 Test 91 18 The closing income transaction created iN Jimprest Morfolk County Council 100 00 step 2 should be reconciled once it appears on a bank statement Step 5 Delete the Account The petty cash account cannot be deleted in the financial year in which it was closed off as it has been used during that year In the following financial year from the Records tab click School Details then View Accounts Hame Mo Bank Address Address Address3 Poshcode Balance ys Click the delete button next to the petty cash account that you wish to delete Section 12 Petty Cash Page 7 of 8 Schools Finance STAR ACCOUNTS User Guide Secti
435. ture is activated Department Specific Department Monthly Profile BCR Monthly Profile Dept Prior Months BCR Monthly Profile Catering Catering BCR Monthly Profile as a June 2012 13 Subjective Code April May Jun 93240 Pupil Meals 462355 1 586 95 890 50 meee sasara a This report will show the cumulative total 93270 Adult Meds VATable 23 38 67 84 29 47 of transactions entered for each month a e es Summarised by type Pupil Meals Adult Adult Meals aa a a Meals and Snacks and cateri ng 93290 Snack Monies 0 00 0 00 0 00 subjective code 42850 Snacks 0 00 0 00 0 00 Snacks 0 00 0 00 0 00 Total 14 646 93 268 66 2 183 43 Select Print Option A Display on Screen S send to Printer Click Display on Screen to view the report Click Send to Printer to print the report Click Export to Excel to export the report into Microsoft Excel Click Exit to close the Print Options form and report Section 8 Entering Transactions Page 31 of 32 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions Please Note If your school enters or leaves the NCS catering contract you must ensure the catering flag is either activated or deactivated which is maintained via the School Details screen Cheque Printing Cheque Format 2 Print Sample Click the Catering field BudgetProfilng TypeA Catering lt _ to activate deactivate
436. ty Cash F Other Templates Place a tick in the Description Pe Cash Bank Transfer Petty Cash box Running Total Subj Department Capital sti al E5550 Bank Transfer select the subjective code E5550 Bank Transfer To transfer cash from the LMS bank account to the Petty Cash Account enter the journal as below Once you are satisfied that the journal details are correct click Process Journal Subj Department Capital staff Code Amount Bank A C wjessso f Use the dropdown box to select the Petty Cash account O Salles Enter the number of the Please enter the Petty Cash Cheque Number cheque drawn to top up Cancel petty cash Click OK Section 11 Entering Journals Page 6 of 29 Schools Finance STAR ACCOUNTS User Guide Section 11 Entering Journals Please Note The cheque number that automatically appears in this box will be the next sequential cheque number that has not been used within your accounts This will appear regardless of whether you have cheque printing activated i e if the last cheque number in the accounts is 502050 the number that appears here will be 502051 If this is not the number of the cheque you are using overtype the number shown with the correct cheque number Journal Details Voucher Numbers 10228 to 10231 Do you wish to print the journal details Click Yes to print a report showing the journal processed or No to exit the screen
437. u wish to use the cheque printing function place a tick in the box by clicking it Cheque Printing Cheque Format Print Sample Parameters Print Cheque Summary There are several cheque formats pre loaded into Star Accounts Printable examples of the currently loaded cheque formats can be found on the Schools Finance website at http Awww eficts norfolk gov uk Finance StarAccounts FAQ A sample remittance can also be printed from this screen by selecting a Cheque Format and clicking Print Sample lf none of the pre loaded cheque formats are appropriate for your schools pre printed cheque stationery please contact Accounting Software Support If your school wishes to use the cheque printing function to enable remittances to be printed but does not have pre printed stationery it is recommended that Cheque Z is used lf any fields need adjustments to fit pre printed cheque stationery click on the Parameters button If you need to alter any parameters please contact Accounting Software Support on 01603 223834 or 01603 222550 Section 2 Getting Started Page 7 of 11 Schools Finance STAR ACCOUNTS User Guide Section 2 Getting Started Budget Profiling This option is only recommended for schools that BudgetProtiling fully understand the effect of profiling on the school budget To activate budget profiling simply place a tick in the BudgetProfiling box See section 6 for more details regarding budget prof
438. uide Section 5 Staff Details Transaction Errors The following transactions are coded to a subjective code within the above staffing CFR category without a Staff Cock Voucher Supplier CFR Sub Subjective Descnption Amount DL B0392 Mortolk County Council EUS 09650 Welfare Resource Assistants 1 067 00 M Creditor for E 3 MF L Assistants daim forma March 13 eee 80393 Norfolk County Council EOS 10060 Education Support Staff O T 635 00 M Creditor tor E st TA additional hours March 13 1 702 00 F This section shows all transactions held within Star Accounts under the current CFR category that do not have a staff code assigned to them for example year end creditors These contribute to the overall actual for the CFR group but do not appear under individual records Supply Staff Costs The following staff members are listed as supply staff however the amounts shown contnbute towards the Actual fromB CR figure above B Staff Code Staff Name Subj _ Subjective Description Amount 023625 0 Pedley Lynden 06200 Peripatetic Contracted Teachers 294 26 413740 stanford Jam es 06200 Peripatetic Contracted Teachers 305 55 063202 0 Fryer Rodney 06200 Peripatetic Contracted Teachers 1 754 15 2 354 28 amp Staff members with the Supply type see above are excluded from this report as they are not budgeted for on an individual basis within the Budget Planner Software These costs are usually assigned to CFR G
439. umber Date the C Asset Maintenance was due or the assets Location by clicking the C Due required sort option Location When all the required assets to be updated have Spon AE E been selected click Update Safety Checks At this point the system will ensure that all required details have been entered Correct any issues stated then click Update Safety Checks again If there are no issues with the details entered the following message will appear mii Click Yes to update the 4re you sure you wish to update the highlighted assets safety check records reco rds of the selected assets Yes No or No to cancel Please Note Safety Checks cannot be added to assets where the date of the check is less than the purchase date If this is the case a message box will appear stating the asset numbers that were not updated Date Error Please Note The Following assets cannot be updated as the Date of Check is prior bo their purchase date Asset Purchase Date 2039 27 11 2013 Section 20 Asset Register Page 27 of 49 Schools Finance v5 84 STAR Accounts Asset Register Loaning an Asset lf an asset purchased by the school is to be loaned to a specific person group such as musical instruments to pupils the asset record should be amended accordingly to reflect this loan Transactions Records Process Reports Options Debtors Assets D Description cation i O ae LAPTOP
440. uppliers shown either via email or a printed copy through the post are shown within this list Sorting Options Options The list of BACS payments waiting for a remittance to be produced will default to show all payments This list Cc All can be filtered by clicking one of the options shown E Print Only C Email Only All Select this option to view all payments as per the default Print Only If a suppliers record does not contain a BACS Email address see Section 4 Page 4 the remittance produced can only be printed to be posted to the supplier Click this option to view only those requiring a printed remittance Email Only If a suppliers record contains a BACS Email address see section 4 Page 4 the remittance produced will default to being emailed to the supplier Click this option to view only those requiring an electronic remittance Section 10 Cheque Printing BACS Payments Page 13 of 19 Schools Finance STAR ACCOUNTS User Guide Section 10 Cheque Printing BACS Payments Print Email Selected Highlight each supplier you wish to produce a remittance for by clicking them within the list and pine then click Print Email Selected lf a highlighted supplier had a BACS Email address entered into its supplier record the remittance will be emailed as a PDF document if not it will be printed to be sent via the post Example Remittance Norfolk High School No
441. ur schools account Please correct the stated issue and click Post again Section 11 Entering Journals Page 17 of 29 Schools Finance STAR ACCOUNTS User Guide Section 11 Entering Journals Subjective Code Balance Validation The subjective codes available within the NCC Internal Journal are categorised as either Recharge codes or Non Recharge codes Recharge codes are generally those within Star Accounts that are flagged as Download Only although this is not always the case such as Sickness Insurance Income codes Non Recharge codes refer to all other subjective codes Non Recharge Codes Within the NCC Internal Journal each Non Recharge subjective code must individually balance to 0 00 to be posted For example if funds are to be transferred for shared electricity costs then Subjective code 24340 must have at least two entries one debiting your school and one crediting another school When Post is clicked the Internal Journal will report any issues with these subjective codes For example Erron 24340 There are non download subjective codes within the journal that do not balance to zera Please check the data and try again Please Note The number shown in brackets is the subjective code that does not balance Recharge Codes Within the NCC Internal Journal all Recharge subjective codes must cumulatively balance to 0 00 to be posted It is the responsibility of the d
442. ure that the BCR accurately reflects your current position From the Order Summary screen highlight the required Order and then click the Pay Receive Orders button Order Number i791 El Cleared by Remove Outstanding his Supplier Norfolk County Council Selilose Se Catalogue Id CE CEE Cc A CS CE SF Audit T oo Click Cleared by Download Clear Commitment re you sure vou wish bo remove the entire commitment From this order as Cleared By Download All outstanding items will be marked as received and then cleared Yes Mo Click Yes to clear the entire commitment from the order or No to cancel Enter the period number of the Enter the Download Period download the payment was received Cancel in and then click OK This is the financial period not the calendar ep month i e April 1 May 2 etc lf you wish to ensure that the total to be cleared matches the amount received within a download prior to clearing the commitment click the Receive All Lines button and check that the total to pay figure matches the downloaded amount Remember Downloaded costs are usually Net of VAT i e excluding VAT Section 7 Purchase Orders Page 24 of 29 Schools Finance STAR ACCOUNTS User Guide Section 7 Purchase Orders Process Payment Once all items that have been received are receipted the Total to Pay figure must Total to Pay match the Gross Total of th
443. utomatically entered and Cheque Total c26 12 Cannot be overwritten lf the VAT amount shown varies due to rounding double click on any of the lines in the list and amend the VAT amount If the VAT difference is over the 2p tolerance level you will need to adjust more than one line to ensure the VAT agrees with the invoiced amount Please Note If the cheque printing facility Is Cheque Number not activated within Star Accounts see cheque Date as Sections 2 and 10 a Cheque Number and Cheque Date field will also appear on this screen which must be completed before a payment can be processed The Cheque Date will default to today s date but can be overwritten if required Section 7 Purchase Orders Page 25 of 29 Schools Finance STAR ACCOUNTS User Guide Section 7 Purchase Orders If the cheque printing facility has been activated within Star Accounts but you wish to enter the cheque details manually place a tick in the Sst Enter Cheque Details field by clicking it to view the Cheque aE Number and Cheque Date fields as above petak L Please Note If these details are completed the current payment will bypass the Cheque Printing process see Section 10 Alternative Payee If the current supplier was created with an alternative payee see Section 4 the alternative payee drop down box will automatically be shown on screen with a warning message If the supplier record was created with Cheque
444. v5 84 STAR Accounts Asset Register Depreciation to Date This is an amount calculated by the system and cannot be manually overwritten This is the amount of depreciation accrued by the asset from the purchase date to today s date Net Value This is an amount calculated by the system and cannot be manually overwritten It is calculated by deduction the Depreciation to Date from the Purchase Price of the Asset Maintenance Safety Checks Any maintenance safety checks performed on an asset should be entered into the asset record via the Maintenance tab Depreciation Maintenance Comments Total Maintenance 0 00 Mext Scheduled Maintenance 205 201 4 Date Description Cost Performed by Passed x o When creating a new asset a Next Scheduled Maintenance date should be entered for reporting monitoring purposes If the asset has already had maintenance safety checks carried out on it these can be entered at this point see below Additional Comments Any additional comments that are required which are not covered by any of the other data entered asset can be typed into the Comments tab Depreciation Waintenance Comments For example you may wish to make general comments about the condition or appearance of the asset which you do not want to add to the assets description Section 20 Asset Register Page 17 of 49 Schools Finance v5 84 STAR Accounts Asset Register Import Assets from Transaction
445. vate budget profiling select the Records tab BudgetProtiling from the Main Menu then click on School Details and place a tick in the Budget Profiling box When this has been activated an additional button will appear on the Transactions tab Transactions Records Process Rey Click Budget Profiling errr rer Serre Cee Subjective z his select the subjective code to 04800 Teach E01 04850 ny E E TE Ed be profiled from the drop 05250 Instructors Swimming Et down list Subjective 40850 id Education Equipment amp Materials Select how you would like the E19 budget to be profiled Monthly Budget 75 000 00 Quarterly or Annually The percentage for each month can also be manually overwritten with a figure if a different profile is Quarterly required April May June D aano July 5 33 Annually Please Note The total profile percentage must ay A equal 100 before the profile can be saved EA OOH lt is important that budget profiles are reviewed and adjusted in the light of actual expenditure lf profiles indicate an under spend you should not assume that money has suddenly become available to soend elsewhere Profiles do not reliably predict a year end overspend or underspend They are simply a measure of progress at a specific date section 6 Budget Transactions Page 3 of 3 Schools Finance STAR ACCOUNTS User Guide Section 7 Purchase Orders
446. ve the suppliers list and place a tick in the Inactive field Please Note Only the Primary User can activate or inactivate suppliers Manage Suppliers To assist in the deletion or inactivation of suppliers a list of suppliers that can be inactivated or deleted can be accessed by clicking the Manage Suppliers button within the Suppliers screen Please Note This screen can only be accessed by the Primary User H Inactivate Delete Suppliers ES This list shows all suppliers that have Suppliers not linked to a Transaction or le Outstanding Commitment not been used Supplier M j i A within a transaction oo Contractors a or commitment ies Taxis aise Allens Music Centre Ga within the current Amy Paul i i financial year 4nglia Locksmiths and Safe Engineers Anglian water Articles of Faith Avery Weigh Tronix Band Warehouse ns Delete Selected Delete a Supplier To delete any of the suppliers shown highlight the required supplier suppliers within the list by clicking them once and then click Delete Selected re you sure vou wish to delete all selected Suppliers Customers Click Yes to delete the suppliers or No to cancel Section 4 Suppliers Page 8 of 14 Schools Finance STAR ACCOUNTS User Guide Section 4 Suppliers Please Note As per the details given above if a supplier selected for deletion has been assigned
447. voice Deleting Capital Codes To delete a Capital Code which is no longer required select the required code from the Capital Code drop down list and click Delete Code Capital codes can only be deleted if no transactions or commitments have been coded against it during the current financial year This includes orders transactions and unreconciled transactions carried forward from a previous year An error message will appear if a capital code cannot be deleted Delete Cancelled Ea b w 1 This Capital Code has been used within commitments in the current year therefore it cannot be deleted Click OK lf no transactions or commitments have been coded to the current capital code the following message will appear Gre vou sure vou wish to delete this Capital Code Yes Mo Click Yes to delete the code or No to cancel Section 3 Creating Codes Page 16 of 17 Schools Finance STAR ACCOUNTS User Guide Section 3 Creating Codes Capital Code Reports To view a printable report showing all transactions and commitments coded to Capital Codes select one of the following options 4dd Record Delete Code Print Current Print 4ll Capital BLA ul Print Current This will open a print preview of the capital code report for the capital code currently being viewed on screen Print All This will open a print preview of the capital code report for all Capital Codes
448. within FileMaker Sold Assets If an asset is imported with the Status Sold the following amendments will be made where no data exists within FileMaker Date This will be set to the import date sold To This will be set as Sold Prior to Conversion Value The sale price of the asset will be set to 0 00 Disposed Assets If an asset is imported with the Status Disposed the following amendments will be made where no data exists within FileMaker Date This will be set to the import date Sold To This will be set as Disposed Prior to Conversion Value The disposal price of the asset will be set to 0 00 Loaned Assets Loaned Assets cannot be imported into the Star Accounts Asset Register as the loanee details are not held within the FileMaker export When imported all loaned assets will be changed back to Active status and a report detailing the assets amended will be printed for the school to use to re input the current loanee details Section 20 Asset Register Page 7 of 49 Schools Finance STAR Accounts Asset Register Importing Excel Template A Microsoft Excel asset template can be created from the Asset tab in which asset details can be entered to be imported into Star Accounts This may prove to be useful if you did not previously use the FileMaker Asset Register or have an excel output that is not in the required format to be imported into Star Accounts Create a Template
449. word for logging onto the ESPO system Please ensure you check the content ordering only option Name of 5 Establishment i Content Ordering Only w When you click Next you will be requested to enter the email address where the order should be sent Please enter the schools email address office or finance Content Order Email PO 4 Address 5 Once you have been assigned a user name and password you will be able to shop on the website and create a requisition to be imported into Star Accounts Delivery Point Number DPN Each school is assigned a unique DPN by ESPO which can be found on any ESPO invoice or delivery note received at the school Please ensure the correct DPN is entered against the ESPO supplier to ensure your orders are correctly processed Delivery Point Numbers can be entered in the following within Star Accounts Suppliers The DPN must De Fasnumber 0116 2944390 added to the ESPO supplier record contact Mame before any online ordering can take place see Section 4 Section 7 Purchase Orders Page 12 of 29 Schools Finance STAR ACCOUNTS User Guide Section 7 Purchase Orders Alternative Delivery Address If the Nok ooo S school has multiple sites each with a pe unique DPN an alternative delivery PPN Yet address should be created for additional each site and the DPN added to the Alternative Delivery Address see Section 2 Please Note If your school has multiple si
450. xcel 2427 NCC_Jrnl 2015_5 csy Read Only Any order shown against the Journal supplier 4 8 428 7 9 0 82 Arial 12 cannot be amended i e lines cannot be Added Bie s se met rema ma pis wniw ne A1 M amp C Documents and Settings ed and the amount cannot be changed Double clicking the order will open a read only copy of CADocumd Necvmmy Litcham S EB 2 NCC INTERNAL CHARGE REQUEST 3 Authorised System Total i l Position System 0 the recharge In Microsoft Excel Location Subj School Nar Descriptior Value 6 EB2427 74520 NA Course Fer 150 EB1234 99000 NA Course Fer 150 Section 11 Entering Journals Page 26 of 29 Schools Finance STAR ACCOUNTS User Guide Section 11 Entering Journals Receiving the Recharge Electronic recharges will be received via the download in the same way that the manual recharges are currently received The description that is downloaded for the processing school your school will be shown as the Journal Reference as shown on the printed request and the description The receiving schools will be downloaded the item with your location code and then the description to help identify where the funds have been received from Download Transaction Download Transaction Voucher Sumber 10605 voucher Humber 106057 Transaction Date OS Feb 13 Transaction Date i O8 Feb 13 Customer Supplier Norfolk County Council Customer Supplier Norfolk County
451. xpenditure is reconciled Last Record and Group Totals Clicking the Last Record and Group Totals button will open a small form showing the details of the last transaction entered into the system If the current transaction being entered has a matching Invoice Paying In Slip number to any prior transaction the cumulative total of all items with that number will be shown For Example Voucher 2991 Ale Voucher Number 2991 was used to register income of 250 00 paid into the bank on Paying In Slip number 500995 Customer PTA Invoice sO099S ross 250 00 Subjective 9546 Voucher Number 2992 is being Capital used to enter income of 37 98 epartment i esicectie also on Paying In Slip number Mett Vat Gross 500995 Previous 250 00 0 00 250 00 Current 37 98 0 00 37 908 Total 207 90 0 00 207 98 T The Previous line of this form will be a cumulative total of all transactions coded to a matching Paying In Slip Invoice number The Current and Total line of the form will only appear if a transaction is still being entered on screen with a matching Paying In Slip Invoice number Section 8 Entering Transactions Page 14 of 32 Schools Finance STAR ACCOUNTS User Guide Section 8 Entering Transactions Split VAT Transactions If you receive a split VAT invoice i e an invoice that has items at different VAT rates an expenditure transaction should be crea
452. y Enter the number of assets the record relates to Multiple items of the same asset can be entered as one record if required Please be aware however that this may lead to issues when selling or disposing of an asset that was listed against a multiple record Section 20 Asset Register Page 9 of 49 Schools Finance v5 84 STAR Accounts Asset Register Location Select a location from the drop down list This list is exported into the template at matHs from Star Accounts when the template is csjsctence created O3A SCIENCE PREP OS SCIENCE OS4 SCIEMCE OFFICE Only locations shown can be entered O6 SCIENCE OF GEOGRAPHY Asset Category Select an asset category from the drop down list This list is exported into Foume the template from Star Accounts when the _ aretaking Equipment Catering Equipment template IS created Central Resource Cleaning Equipment Computer Equipment Only asset categories shown can be entered D amp T Equipment Safety Checks optional Select the type of safety check maintenance that the asset will aticrttscinerinspecton Drama Equipment Inspection be required to undertake from the drop down _ tctiss sefety Inspection list This list is exported into the template from Gas Apacs Inspection Kiln Inspection Star Accounts when the template is created Only safety checks shown can be entered lf an asset will be required to have more than one safet
453. y check performed upon it the category chosen should be the most appropriate important safety check For example electrical items will be required to have PAT testing performed annually but may also fall under the Fire Equipment Inspection category in which case the Fire Equipment check should be selected Department optional Select a department from the drop down list if the asset relates to a specific department This list is exported into the template from Star Accounts when the template is created Only departments shown can be entered Staff Name optional Select a staff members name from the drop down list if Adams Matthew the asset is responsibility of a specific Set ra member of staff or was purchased solely knights Linda for the use of one member of staff This list tart ald is exported into the template from Star Accounts when the template is created Only staff members shown can be entered Section 20 Asset Register Page 10 of 49 Schools Finance v5 84 STAR Accounts Asset Register Validate Assets When the asset details have been entered the data entered must be validated before it is imported into Star Accounts Star Accounts will reject any template that has not passed the validation process Click Validate Once this has been clicked the spreadsheet will ensure that each of the mandatory details required above have been entered within each asset entered If any data is

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