1. Budget Builder's Companion
Pocket Ledger
Budget Builder's Companion

2. Agenda What is Pocket Ledger? Pocket Ledger Preferences
Accessing Pocket Ledger
Pocket Ledger Screen
Cost Center Codes
Instructor Pay
Mass Distributing Pocket Ledger Records
Pocket Ledger Reports

3. What is Pocket Ledger? Track course expenses and income
Generate profit/loss reports
Record, track, and plan the finances of each course offered
Track different types of expenses
Record income other than registrations (e.g. grants, gifts, etc.)
Identify expenses as actual or projected

4. What’s the Big Deal? Gives you REAL (close) P/L picture of programs
Can help w/ Vendor Questions/Service
But… you probably will be doing some “Double Dealing”
(have to enter some data twice)

5. Pocket Ledger Preferences
Enable/disable various fields on the Pocket Ledger screen. To access the preferences, select Edit > Preferences, then select the Pocket Ledger tab.

6. Accessing Pocket Ledger
Open a Course record.
Click the Pocket Ledger button.

7. Accessing Pocket Ledger
You can also access Pocket Ledger from the Module > Pocket Ledger menu:
Ledger Entries - Single Cost Center: look up the course to see Pocket Ledger entries for the selected course.
Ledger Entries - All Ledger Entries: allows you to view all Pocket Ledger records.

8. Pocket Ledger Screen

9. What is a Cost Center?
A "Cost Center" is where you record expenses and additional income for a course. A cost center is automatically created when you add a course record.
You can also create custom cost centers, e.g. create a cost center to record overhead costs for a term.  
Create a new Cost Center from Module > Pocket Ledger > Cost Center Codes.

10. Pocket Ledger Screen
Mark records as Actual or Projected, and Expense or Income.
Note: registration income is not entered into Pocket Ledger. It is recorded through the registration/ payment system. Only record additional income such as grant monies.

11. Pocket Ledger Screen
The Date Posted and Date (of expense) are set to the current date by default. Edit the dates, if desired.

12. Pocket Ledger Screen
Categorize expenses into major and sub categories (Expense Classification)
Note: Major Expense Categories are set on the Expense Classification record. Both are edited from Module > Codes (LEDGER: Expense Classification Codes and LEDGER: Major Expense Categories)

13. Mark records as received/paid.
Pocket Ledger Screen
Vendor information is stored as a Firm record, marked as a Vendor.
View other records for this Cost Center with the List CC Entries button.
Mark records as received/paid.
(Optional.. As desired)

14. Instructor Pay
Create a Pocket Ledger record for Instructor Pay from the course Instructor tab, with the Post to Ledger button.
Note: you cannot edit the Pocket Ledger record with the Post to Ledger button. If you post the record then need to edit the details (e.g. change the amount), you must go to the record in Pocket Ledger to edit it.

15. Mass Distributing Pocket Ledger Records
MENU: Module/Pocket Ledger/Leger Entries-Mass Entry
Distribute an expense to a group of courses.

16. Mass Distributing Pocket Ledger Records
After entering the details and clicking the Distribute Expense button, you will set your distribution criteria.

17. Mass Distributing Pocket Ledger Records
When you click OK, the system will ask you to confirm the expense distribution and inform you of the amount applied per course.

18. Mass Distributing Pocket Ledger Records
When you click Yes, the system distributes the amount.

19. Pocket Ledger Reports
The Print Requisition button allows you to print a report for the specific Pocket Ledger record.
Some of our standard Pocket Ledger reports:
A Requisition Order
A Cost Center Summary that lists all records for the specific Cost Center.

20. Pocket Ledger Reports
Run reports for a series of cost centers from the Reports > Pocket Ledger menu.
Expense Listings - details by Cost Centers, Expense Classes, Account Numbers, or Vendors.
Income/Expense Balances:
Details - expenses and income for cost center
Summary - summary per cost center with income and expenses
Snapshot - income and expenses for a time period.  

21. Sample Expense Listing by Expense Class

22. Sample Income/Expense Detail

23. Sample Income/Expense Balance Summary

24. Sample Snapshot

25. Enhanced Statistical Reports (will show NET income)

26. Why Pocket Ledger?
Your Name Here
Hero!

27. Questions

28. Managing Certificate Programs November 30, 2017
What's Next
Software Updates
November 8, 2017
Managing Certificate Programs
November 30, 2017