1. Year End Processing Financial Management 1Freedom Systems - Year End Processing Webinar WELCOME TO THE YEAR END PROCESSING WEBINAR WE WILL BE WITH YOU SHORTLY. TO HEAR THE AUDIO PORTION OF THE WEBINAR TOLL-FREE PLEASE DIAL 1-888-617-3400 AND ENTER PASSCODE 908952

2. Year End Processing Financial Management Overview 2Freedom Systems - Year End Processing Webinar General Ledger Accounts Payable PurchasingPayroll Accounts Receivable The General Ledger Program must be configured for the new fiscal year before data can be processed in other modules! Specifically, you must have the new fiscal calendar created as well as new fiscal year ledgers before doing any work linked to the new year!

3. Year End Processing General Ledger Overview 3Freedom Systems - Year End Processing Webinar General Ledger Program Create 2009 Fiscal Calendar General Ledger Program Create New Years Ledgers General Ledger Program Load Balance Sheets into 2009 General Ledger Program Enter and Load 2009 Budget Figures General Ledger Program Close to Fund Balance and re-load Balances Step 1 Step 2 Step 3 Step 4 Step 5

4. Year End Processing – General Ledger Step 1 – Create Fiscal Calendar Select Fiscal Calendar to begin the process. 4Freedom Systems - Year End Processing Webinar

5. Year End Processing – General Ledger Step 1 – Create Fiscal Calendar Enter 2009 and press ENTER. If nothing appears, then you need to create the 2009 calendar entries. 5Freedom Systems - Year End Processing Webinar 2009

6. Year End Processing – General Ledger Step 1 – Create Fiscal Calendar This is an example of typical calendar entries 6Freedom Systems - Year End Processing Webinar Remember to insert a fiscal period 13 for year end entries!

7. Year End Processing – General Ledger Step 2 - Create New Years Ledgers Check to make sure you have not already create 2009 ledger records! From the main General Ledger menu select Account Inquiry 7Freedom Systems - Year End Processing Webinar

8. Year End Processing – General Ledger Step 2 – Create New Years Ledgers Check to make sure you have not already create 2009 ledger records! 8Freedom Systems - Year End Processing Webinar Type 2009, tab to account number field, type the first numbers of a standard ledger account and then click FIND. 2009

9. Year End Processing – General Ledger Step 2 – Create New Years Ledgers This is the error message you will receive if there are no 2009 records! 9Freedom Systems - Year End Processing Webinar Click END to clear the error message, then click EXIT to return to the main menu. 2009

10. Year End Processing – General Ledger Step 2 – Create New Years Ledgers Remember to check first to see if you’ve already performed this function. 10Freedom Systems - Year End Processing Simply click Step 1, then click Generate. You will receive a message indicating when it is completed. 2009

11. Year End Processing – General Ledger Step 2 – Create New Years Ledgers 11Freedom Systems - Year End Processing Webinar Remember – if you create new current year ledger accounts AFTER you have generated the ‘New Accounting Year Ledgers’ then you must create a ‘One Years Ledger for the new accounts! 2009

12. Year End Processing – General Ledger Step 3 – Load Balance Sheets This function can be run multiple times to carry forward asset and liability balances. It is typically done at the start of the new year to bring preliminary balances forward and then done again after the ‘Close to Fund balance has been finalized. 12Freedom Systems - Year End Processing Webinar Simply enter the upcoming fiscal year and click Load. 2009

13. Year End Processing – General Ledger Step 4 – Load Adopted Budgets This function should only be run once. Running this process multiple times will result in the creation of duplicate budget entries and you will need to contact Freedom Systems to correct the problem. Freedom Systems - Year End Processing Webinar Simply enter the upcoming fiscal year and click Load. 2009

14. Year End Processing – General Ledger Step 4 – Load Adopted Budgets Freedom Systems - Year End Processing Webinar Remember – you must have already entered budget Figures through the General Ledger or Budget Preparation Programs BEFORE you can ‘load’ budget figures. If you use the Budget Preparation Program, be sure to ‘roll’ the budgets to the Adopted (A) level before you ‘load’ budgets. 2009

15. Year End Processing – General Ledger Step 4 – Load Adopted Budgets Freedom Systems - Year End Processing Webinar Remember – if you need to add or edit budget figures AFTER running the load process, those changes must take place via a journal voucher. 2009

16. Year End Processing – General Ledger Step 5 – Close to Fund Balance This function should be run only once. It creates a journal voucher to zero out the revenue and expense control accounts and move the monies to the fund balance accounts. 16Freedom Systems - Year End Processing Webinar Simply verify the fiscal year and click Close. Be sure to leave the fund field blank. 2008

17. Year End Processing Accounts Payable Overview 17Freedom Systems - Year End Processing Webinar Accounts Payable Program Verify your EIN number in the Program Accounts Payable Program Update Vendors by checking the 1099 box for all appropriate vendors Accounts Payable Program Run the 1099 Process Accounts Payable Program Print and store year end reports Step 1 Step 2 Step 3 Step 4

18. Year End Processing – Accounts Payable Step 1- Verify EIN Number Select Site Parameters to check your EIN number 18Freedom Systems - Year End Processing Webinar

19. Year End Processing – Accounts Payable Step 1 – Verify EIN Number Select the Options / Signatures tab to view the Federal ID (EIN) field and edit if necessary. 19Freedom Systems - Year End Processing Webinar 2008

20. Year End Processing – Accounts Payable Step 2 – Update Vendors In order to process 1099’s, you must first identify vendors who are subject to 1099 processing. 20Freedom Systems - Year End Processing Webinar To do so, you must update their vendor maintenance file.

21. Year End Processing – Accounts Payable Step 2 – Update Vendors Search for vendors using the Name Search or ID Search buttons. 21Freedom Systems - Year End Processing Webinar Then ‘check’ the 1099? Box for the appropriate year. While in the Vendor Maintenance screen, verify that the vendor has a valid Federal ID or other number,.

22. Year End Processing – Accounts Payable Step 2 – Update Vendors If you need to update a vendor’s Federal ID number, return to the main menu and select People-Places- Things. 22Freedom Systems - Year End Processing Webinar

23. Year End Processing – Accounts Payable Step 2 – Update Vendors Retrieve the vendor using the Name or ID Search buttons. 23Freedom Systems - Year End Processing Webinar Then insert the number in the Fed ID field. The vendor maintenance file will automatically be updated.

24. Year End Processing – Accounts Payable Step 3 – 1099 Processing Select 1099 Processing to start this function. 24Freedom Systems - Year End Processing Webinar

25. Year End Processing – Accounts Payable Step 3 – Run 1099 Processing Make sure the correct 1099 year displays – edit if necessary. The follow the steps listed on screen. Step (1) Build covers data for all vendors who have a checkmark in the 1099 box on the vendor maintenance screen. Step (2) Register prints a report of that data and notes those vendors missing a Federal ID. 25Freedom Systems - Year End Processing Webinar 2008

26. Year End Processing – Accounts Payable Step 3 – Run 1099 Processing Step (3) 1099 Maintenance lets you edit 1099 data for particular vendors. You can add or remove invoices from 1099 consideration using the ‘View Vendor Invoices’ button. 26Freedom Systems - Year End Processing Webinar 2008

27. Year End Processing – Accounts Payable Step 3 – Run 1099 Processing Note the requirement to re- run Step (1) Build if you edit the 1099 type field for any invoice! 27Freedom Systems - Year End Processing Webinar

28. Year End Processing – Accounts Payable Step 3 – Run 1099 Processing Step (4) Prints the 1099’s forms. These are designed for laser printers and forms are available from Freedom Systems at www.freedomsys.com. 28Freedom Systems - Year End Processing Webinar 2008

29. Year End Processing Payroll Overview 29Freedom Systems - Year End Processing Webinar Payroll Program Complete Last Payroll of Year and Print Quarterly Reports Payroll Program Run Year End Processing Payroll Program Update New Year Tax Tables Payroll Program Create and Print W-2’s Step 1 Step 2 Step 3 Step 4

30. Year End Processing – Payroll Step 2 – Run Year End Processing 30Freedom Systems - Year End Processing Webinar Before running the Payroll Year End Process, be sure you have completed all 2008 payrolls and printed all quarterly reports! Select ‘Year End Process’ from the main menu.

31. Year End Processing – Payroll Step 2 – Run Year End Processing 31Freedom Systems - Year End Processing Webinar The ‘History Report’ displays data from the employee file. It is not a required report. The ’Benefits Statement’ is a one page report per employee and summarizes municipal contributions to employee accounts during the year. ‘Move To History’ accomplishes just that. ‘Clear Totals’ zeroes out all MTD, QTD and YTD totals for every employee file and carries forward leave balances. This step is irreversible. 2008

32. Year End Processing – Payroll Step 3 – Update Tax Tables 32Freedom Systems - Year End Processing Webinar Federal Tax Tables and Social Security Tables need to be updated prior to processing the first payroll of the new year. To update the tables, select Tax Tables from the main menu,

33. Year End Processing – Payroll Step 3 – Update Tax Tables 33Freedom Systems - Year End Processing Webinar The FI tables are the federal FICA tables. These need to be updated based on data released by the Federal Government. Remember to update the ‘married’ and ‘single’ tables.

34. Year End Processing – Payroll Step 3 – Update Tax Tables 34Freedom Systems - Year End Processing Webinar The US tables are the federal income tax tables. These need to be updated based on data released by the Federal Government. Remember to update the ‘married’ and ‘single’ tables.

35. Year End Processing – Payroll Step 4 – Create and Print W-2’s 35Freedom Systems - Year End Processing Webinar The W- 2 Processing Steps can be accessed by clicking ‘W-2 Forms’ from the main menu.

36. Year End Processing – Payroll Step 4 – Create and Print W-2’s 36Freedom Systems - Year End Processing Webinar The W-2 process is run from this screen. Verify the data in the top half of the window including the tax year, FICA totals, form and locality name. The buttons located in the bottom half of the window will complete the process. 2008

37. Year End Processing Purchasing Overview 37Freedom Systems - Year End Processing Webinar Purchasing Program Print Year End Reports Purchasing Program Close Purchase Orders Purchasing Program Setup New Year Contracts Step 1 Step 2 Step 3

38. Year End Processing – Purchasing Step 1 – Print Year End Reports 38Freedom Systems - Year End Processing Webinar Various reports are available for printing in addition to the Close Reports. Select the desired report from the main menu.

39. Year End Processing – Purchasing Step 2 – Close Purchase Orders Closing Purchase Orders can be done manually or through the Year End Process. 39Freedom Systems - Year End Processing Webinar To manually close a Purchase Order, select Purchase Order List to review all open purchase orders.

40. Year End Processing – Purchasing Step 2 – Close Purchase Orders Locate any non- closed Purchase Orders and select them by clicking ‘More’. 40Freedom Systems - Year End Processing Webinar

41. Year End Processing – Purchasing Step 2 – Close Purchase Orders Click the ‘Close’ button and then ‘OK’ to complete the process. 41Freedom Systems - Year End Processing Webinar

42. Year End Processing – Purchasing Step 2 – Close Purchase Orders To automate the Close Process, select ‘Year End Processing’ from the main menu. 42Freedom Systems - Year End Processing Webinar

43. Year End Processing – Purchasing Step 2 – Close Purchase Orders Verify that the correct Fiscal Year is displayed – edit if necessary. 43Freedom Systems - Year End Processing Webinar Select the desired Close Method and Close Date. Print and review the report of purchase orders to be closed, run the close process and then exit. 2008

44. Year End Processing – Purchasing Step 2 – Close Purchase Orders 44Freedom Systems - Year End Processing Webinar All three Close Methods result in a voucher being created that must be reviewed and processed in the General Ledger Program. C – Carry Forward This process closes purchase orders and releases the encumbrances for the current fiscal year and creates new encumbrances for the same ledger accounts in the new fiscal year. 2008

45. Year End Processing – Purchasing Step 2 – Close Purchase Orders 45Freedom Systems - Year End Processing Webinar All three Close Methods result in a voucher being created that must be reviewed and processed in the General Ledger Program. F – Final Close This process closes the purchase orders and releases the encumbrances for the current fiscal year. 2008

46. Year End Processing – Purchasing Step 2 – Close Purchase Orders 46Freedom Systems - Year End Processing Webinar All three Close Methods result in a voucher being created that must be reviewed and processed in the General Ledger Program. L – Prior Year Liability This process closes the purchase orders and releases the encumbrances for the current fiscal year. The encumbrance total is carried forward into the new year and charged against a prior year liability control balance sheet account. 2008

47. Year End Processing – Purchasing Step 3 – Setup New Contracts 47Freedom Systems - Year End Processing Webinar The Purchasing Program allows you to manage and maintain purchase contracts. These contracts can be established at any time throughout the year.

48. Year End Processing – Purchasing Step 3 – Setup New Contracts 48Freedom Systems - Year End Processing Webinar To create a new contract, simply click the ‘New’ button, find the vendor and insert the contract details. This data can be accessed when creating purchase requisition and purchase orders.

49. Year End Processing Accounts Receivable Overview 49Freedom Systems - Year End Processing Webinar Accounts Receivable Program Print Year End Reports Accounts Receivable Program Change Fiscal Year Setting Step 1 Step 2

50. Year End Processing – Accounts Receivable Step 1 – Print Year End Reports 50Freedom Systems - Year End Processing Webinar To print end of year reports, select Accounts Receivable Reports from the main menu.

51. Year End Processing – Accounts Receivable Step 1 – Print Year End Reports 51Freedom Systems - Year End Processing Webinar Select the desired Accounts Receivable Reports for printing. Be sure to leave the ‘For Year’ field blank to retrieve all AR accounts.

52. Year End Processing – Accounts Receivable Step 2 – Change Fiscal Year 52Freedom Systems - Year End Processing Webinar To change the fiscal year setting, select ‘Site Parameters’ from the main menu.

53. Year End Processing – Accounts Receivable Step 2 – Change Fiscal Year 53Freedom Systems - Year End Processing Webinar Find the Current Year field and change to the next Fiscal Year. 2009

54. Year End Processing Financial Management 54Freedom Systems - Year End Processing Webinar THANK YOU FOR ATTENDING THE YEAR END PROCESSING WEBINAR!