Transcript Slide 1

Using the District Accounting
System
A District Governor’s View
Objectives
At the end of this training you will:
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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:
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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
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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 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
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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:
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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
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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:
[email protected] | 949-858-8255, ext. 410