Using the District Accounting System

Part 1: System Navigation and Reporting

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 reports

Accessing Intacct

• 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

  Comprehensive navigation  A horizontal bar with dropdown menus Open Setup expands and collapses setup tasks

Application Overview

 A central panel with buttons for key tasks and records  An application overview; not comprehensive

System Demonstration

 Log into Intacct  Edit time zone and date / time formats  Create a bookmark

Editing User Preferences

 Navigation  Company Application • My Preferences

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

primary category used for revenue and expenses (GL Account) is the  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

cost center

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 Contest  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

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

Run a Report

 Navigation  Reports Application • Financial Reports

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: [email protected]

| 949-858-8255, ext. 410