District Accounting System Essentials
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A District Governor’s View
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At the end of this training you will:
Understand the system terminology
Select your general user preferences
Identify the different reporting dimensions
Recognize available dashboards, graphs,
and reports
Be able to email reports
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Three data elements
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Company ID
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User ID
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Password
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Eight characters minimum
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Combination of alphabetic,
numeric, and special
characters
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Examples of applications/modules:
Accounts Receivable
Accounts Payable
Cash Management
General Ledger
Company
Reports
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Two ways to navigate an application
Application Menu
Application Overview
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A horizontal bar
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Comprehensive
navigation
Open Setup
expands and
collapses setup
tasks
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A central panel with buttons for key tasks and
records
An application overview; not comprehensive
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Navigation
Company Application
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My Preferences
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Log into the system
Edit time zone and date / time formats
Create a bookmark
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Available Dimensions
Account labels
Reporting codes
Cost centers
Event periods
Items
District order flag
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Different lists for AP (expenses) and AR
(revenue)
Examples of AP Account Labels:
advertising expense
educational materials
Examples of AR Account Labels:
donation revenue
registration and ticket revenue
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Different lists for AP (expenses) and AR
(revenue)
Examples of AP Account Labels:
advertising expense
educational materials
Examples of AR Account Labels:
donation revenue
registration and ticket revenue
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Used for all transactions
Examples of reporting codes
Conferences
Marketing
Travel
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Used for all transactions
Can be overridden to other organization levels
within a district
Examples of cost centers
District (default)
Area
Division
International Convention
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Used only in conjunction with the following
reporting codes:
Conferences
Fundraising
TLI
Speech Contests
Examples of Event Periods
November 2011
December 2011
January 2012
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It is an optional dimension
Examples of items
registration–member
registration–spouse/guest
donation–individual
donation–corporate
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Used for all expenses
Only two options (Yes / No)
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Account Label
Reporting Code
Cost Center
Event Period*
District Order Flag**
*If related to an event
**Unique to AP
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Account Label
Reporting Code
Cost Center
Event Period*
Item**
*If related to an event
**Unique to AR
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Navigation
Reports Application
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Financial Reports
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Hover on a specific report to view output
options
Suggested for browser viewing–HTML
Suggested for printing–PDF
Tip: Use
the star to mark favorites
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Filters
As of date
Dimensions
Converts report to PDF format
Opens dialog for report distribution
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report outputs
report controls
actual vs. budget reports
summary
sub-dimension detail
dashboard
general ledger report
trial balance report
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On this site you will find the following:
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The district accounting system user guide
http://www.toastmasters.org/userguide
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The recordings of the district accounting software training webinars
http://www.toastmasters.org/accountingsoftwarewebinars
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The Annual Budget Template
http://www.toastmasters.org/AnnualBudgetTemplate
Or email / call your questions to:
districtfinancialreports@toastmasters.org
|
949-858-8255, ext. 410
Dive into the essential components of the district accounting system, covering terminology, system access, applications, navigation techniques, user preferences editing, system demonstration, and various dimensions used for data organization in Intacct.
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Presentation Transcript
Using the District Accounting System A District Governor s View
Objectives At the end of this training you will: Understand the system terminology Select your general user preferences Identify the different reporting dimensions Recognize available dashboards, graphs, and reports Be able to email reports
System Access Three data elements required: Company ID User ID Password Eight characters minimum Combination of alphabetic, numeric, and special characters
Terminology: Applications An Intacct application or module is a collection of features grouped as a unit Examples of applications/modules: Accounts Receivable Accounts Payable Cash Management General Ledger Company Reports
Application Navigation Two ways to navigate an application Application Menu Application Overview
Application Menu A horizontal bar with dropdown menus Comprehensive navigation Open Setup expands and collapses setup tasks
Application Overview A central panel with buttons for key tasks and records An application overview; not comprehensive
Editing User Preferences Navigation Company Application My Preferences
System Demonstration Log into the system Edit time zone and date / time formats Create a bookmark
Terminology: Dimensions A dimension is a tag that is used to organize and categorize data in Intacct Available Dimensions Account labels Reporting codes Cost centers Event periods Items District order flag
Account Labels The account label (GL Account) is the primary category used for revenue and expenses Different lists for AP (expenses) and AR (revenue) Examples of AP Account Labels: advertising expense educational materials Examples of AR Account Labels: donation revenue registration and ticket revenue
Account Labels The account label (GL Account) is the primary category used for revenue and expenses Different lists for AP (expenses) and AR (revenue) Examples of AP Account Labels: advertising expense educational materials Examples of AR Account Labels: donation revenue registration and ticket revenue
Reporting Code The reporting code groups GL accounts into Toastmasters reporting categories Used for all transactions Examples of reporting codes Conferences Marketing Travel
Cost Center The costcenter associates data to a specific Toastmasters district Used for all transactions Can be overridden to other organization levels within a district Examples of cost centers District (default) Area Division International Convention
Event Period For revenue and expenses associated to events, event period is used to capture the month of the event Used only in conjunction with the following reporting codes: Conferences Fundraising TLI Speech Contests Examples of Event Periods November 2011 December 2011 January 2012
Items The item dimension can be used to provide more detail regarding the kind of revenue coming in It is an optional dimension Examples of items registration member registration spouse/guest donation individual donation corporate
District Order Flag The district order flag indicates whether or not an expense is a district order Used for all expenses Only two options (Yes / No)
AP Dimensions Account Label Reporting Code Cost Center Event Period* District Order Flag** *If related to an event **Unique to AP
AR Dimensions Account Label Reporting Code Cost Center Event Period* Item** *If related to an event **Unique to AR
Run a Report Navigation Reports Application Financial Reports
Report Output Options Hover on a specific report to view output options Suggested for browser viewing HTML Suggested for printing PDF Tip: Use the star to mark favorites
Report Controls Filters As of date Dimensions Print Converts report to PDF format Email Opens dialog for report distribution
System Demonstration report outputs report controls actual vs. budget reports summary sub-dimension detail dashboard general ledger report trial balance report
Resources District Finance Corner website: http://www.toastmasters.org/financecorner On this site you will find the following: The district accounting system user guide http://www.toastmasters.org/userguide The recordings of the district accounting software training webinars http://www.toastmasters.org/accountingsoftwarewebinars The Annual Budget Template http://www.toastmasters.org/AnnualBudgetTemplate Or email / call your questions to: districtfinancialreports@toastmasters.org | 949-858-8255, ext. 410
