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NEXTGEN
MONTHLY CLOSE PROCEDURES
NEXTGEN MONTH END CLOSE REPORT LIST
All Reports should print in Landscape Format
Post Interest
Balance Bank Reconciliation and print
Verification Report
General Ledger Report
Trial Balance
Balance Sheet
Journal Entry Report
Cash Receipts Journal
Month to Date Check Register
Open Purchase Order Report
LSA Monthly Financial Statement
Activity Reports for Teachers
Period Maintenance
Recon Month Closing
Vendor Reports for Apple, Incare, Insight and Inline
Post Monthly Interest (can post 2 ways)
(1st way)
o General Ledger
o Create Journal Entry
Post Date (date of bank statement
Period (Month)
Year (current school year)
Journal Code (C/R)
Select Account Number (function code 6810)
Posting Type (Credit)
Reference (journal entry number)
Comment (month/year/interest)
Bank code (it will be automatically assigned)
Deposit (deposit date of interest)
Cash Receipt # (deposit date of interest)
o Add Item
o Click Post
A warning message will alert you that to recheck because there is no
modification after this point.
You do not have to enter the offsetting entry of the bank code because
a journal code of C/R automatically does it for you.
Post Monthly Interest (can post 2 ways)
(2nd way)
o Accounts Payable
o Bank Statement Reconciliation
o Check Reconciliation
Bank Code
Post Interest
Bank Statement Reconciliation
Accounts Payable Bank Statement Reconciliation
o Check Reconciliation
Bank code
Statement ending date
End Balance
Using bank statement, check each Ref#/Chk# for cleared checks as
well as Check Redi payments
Click Save and this will update items marked
Click Run summary Report (This will bring up the check reconciliation
screen showing if statement and book is in/out of balance. If out of
balance, clicking X will bring you back to the screen to make necessary
changes.) (Add for NSF or Outstanding deposits as a receipt)
Check Print Report and Print Journal Entries (this will print the
Monthly Bank Reconciliation report)
Print two copies (Principal signs both copies) One for MCBOE and
one for Local School records
Make copy of bank statement. School keeps original, copy goes to
MCBOE (Principal signs both copies)
Make copy of Returned Check form. School keeps original, MCBOE
gets copy. (Principal signs both copies) The Returned Check form
should match the amount of returned checks in “Other
Reconciliations” menu.
Nextgen End of Month Procedures
Local School Accounting o End of Month Procedures
Verification Report
Cost Center (school number)
Sort By (Activity)
Fiscal Year (current school year)
Period (month)
Click beside Run Report
Click on enter. (Stoplight Icon)
This will show if the school books are out of balance in any area.
You should always see CORRECT in all areas
If you get an out of balance message then look for the error and correct. You can also run the report by checking : Include Account DETAIL to help you find the error easier.
Print this report.
o General Ledger Report Select Report Type (Summary)
Account Description (Internal Description)
Application ID (All)
Transaction ID (All)
Journal Code (All)
Uncheck pagebreak
Select by GL Component
Fiscal Year (Current)
Fiscal Period (Month closing)
Component Name (Activity)
Sort Order (1)
Beginning Value (blank)
Ending Value (zzzz)
Add Item
Accept Selection Criteria (Print )
Check to be sure there are no negative balances on a line beside a gl number. Activity
Subtotals and Encumbrances can be negative. If so, a possible wrong JE was made.
Look at and correct.
STOP-STOP-STOP-STOP…………………………………………
ONCE THE BANK RECONCILIAITON IS IN BALANCE, THE VERIFICATION REPORT IS IN
BALANCE, THE GENERAL LEGER REPORT IS SHOWING NO NEGATIVE BALANCES NOTIFY
CENTRAL OFFICE BY EMAIL THAT YOU ARE IN BALANCE WITH NO EXCEPTIONS. AFTER
YOUR BOOKS ARE CHECKED BY CENTRAL OFFICE THEY WILL UPLOAD YOUR BOOKS.
Do not proceed any further or make any changes until you are notified by Central Office
that you may proceed.
o Trial Balance Account Description
Internal Description
Suppress Zero (check)
Function Summary Selection
Do Not Print
Report Destination (To Report Viewer)
Select by GL Component
Beginning Fiscal Year (current school year)
Beginning Fiscal Period (Beginning Balance)
Ending Fiscal Year (current school year)
Ending Fiscal Period (month closing )
Component Name (SFund)
Sort Order (1)
Beginning Value (blank
Ending Value (zzzz)
Add Item
Accept Selection Criteria
Print this report for local school records only
o Balance Sheet Report Account Description (Internal Description)
Check Suppress All Zero Lines
Function Summary Selection (Print Only Summary)
Select By GL Component
Fiscal Year (Current year)
Fiscal Period (Month closing)
Component Name (Activity)
Sort Order (1)
Beginning Value (blank)
Ending Value (zzzz)
Add item.
Accept Selection Citeria
Print one for local school records.
o Journal Entry Detail Report Account Description (Internal Description)
Journal Code (All)
Status (All)
Select by Posting Date (First day of month to Last day of month)
Select by GL Component
Fiscal Year (Current)
Fiscal Period (Month Closing)
Component Name (Activity)
Sort Order (1)
Beginning Value (blank)
Ending Value (zzzz)
Add Item
Accept Selection Criteria
Print this report for local school records only
You will also need to run this report for Fixed Assets.
Select by GL Component
Fiscal Year (Current)
Fiscal Period (Month Closing)
Component Name (Activity)
Sort Order (1)
Beginning Value (blank)
Ending Value (zzzz)
Add Item
Component Name (Object)
Sort Order (2)
Beginning Value (491) Ending Value (599)
Beginning Value (701) Ending Value (704)
Add Item
Accept Selection Criteria
Print this report for Central Office and local school records
NOTE: If there are no Fixed Assets to report then NO REPORT will
Print. If reports print then you need to fill out a fixed asset card
and send in with your financials.
Make a Note and include with your monthly reports that no report
printed.
Cash Receipts Journal
Account Description (Internal Description)
Search By (Year/Period)
Fiscal Year (Current year)
Fiscal Period (Month closing)
Bank code
Cash Receipts # (Blank)
Deposit # (Blank)
CCTR (School Cost Center) to (School Cost Center)
Print this report for local school records only
Month To date check Register
Bank code
Batch Type (All)
Check Number (0)
To (9999999)
Check Date (First date of Month Closing)
To (Last date of Month Closing)
Print this report for local school records only
Open Purchase Orders Report
Local School Accounting
Purchase Order
PO Reports
Open PO Report by CCTR
Select by PO Number
Accept Selection Citeria (Activity 1 to ZZZ)
Print two copies, one for MCBOE and one for the local school
records
Principal’s Report
Fiscal Year (Current)
Fiscal Period (Month closing)
CCTR (School Cost Center) to (School Cost Center)
Print for local school records
LSA Monthly Financial Statement
Fiscal Year (Current)
Period (Month closing)
Summary Statements
Add item
Accept Selection Criteria
One copy is for MCBOE and one for the local school records
(Principal signs both copies)
Print activity Reports
(Teacher/Sponsors/Boosters Clubs)
Local School Accounting LSA Reports Activity Report (Detail)
Account Number
Cost Center (School Cost Center) Thru (School Cost Center)
Activity (Enter starting Activity Number ) Thru (Ending
Activity Number)
Fiscal Year (Current)
From Period (Month Closing) Thru (Month Closing)
Print Open Purchase Order Information
Page Break After Activity
Exclude Activities with Zero Dollars
Print Activity report for each activity and give to each
Sponsor/Teacher/Booster Club
Period Maintenance
End of Month Procedures Period Maintenance
Fiscal Year (Current)
o Actual Dollars Close Previous Month
o Open New Month
o SAVE
Encumbrance Dollars
o Close Previous Month
o Open New Month
o SAVE
Recon Month Closing
Accounts Payable Bank Statement Reconciliation Check Reconciliation
Reconcile this month by clicking on the green recon button at top.
This will remove current month items and prepare the books for next
month’s check reconciliation.
This will prompt you did you print this report. Click yes
If Recon is grayed out ENTER (traffic light) Run Summary report and print it.
Vendor Reports for Sherrie Warren (Apple, Incare, Insight and Inline)
Accounts Payable Invoice Processing and Reports Invoice Reports Invoice by Vendor Choose check dates-dates for month you are closing