Transcript Slide 1
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 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 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:
[email protected] | 949-858-8255, ext. 410