1. The ABC’s of Accounting Beginning Accounting St Louis / April 2007 Presenter: Kathleen Graw

2. Why do you care what I have to say? I’ve worked in a Johnstone operation for 9 years, 11 months, 27 days… I’ve been a Database user for 9 years, 11 months, 13 days… I’ve been teaching DST classes for over 4 years… I’ve been a DST consultant for accounting related jobs & issues for over 3 years…. I have a Bachelor’s & a Master’s Degree from Texas Tech & California State Universities… I think I am smart and I like to hear myself talk…

3. Class Objectives: To expose you to as many facets of the DST accounting package as possible. To demonstrate as many of those features as possible. To facilitate an exchange of ideas between users.

4. Ground Rules: PLEASE ask questions – I don’t mind being interrupted. NO question is stupid. Please keep questions relevant to the group as a whole. “Can it be done” versus “Should it be done”? MY way isn’t the ONLY way.

5. Class Structure: -We have A LOT of ground to cover and FOUR hours just SEEMS like a long time. -Tried to give you as many screenshots as I could to cut down on your note taking. -One break at halfway point (15 minutes)

6. Accounting Basics 1 Accounts Payable 2 Accounts Receivable 3 Warranty 4 End of Month Reporting 5

7. Laying the Groundwork for the next FOUR hours….

8. Debits and Credits: Account TypeDebitCredit Normal Account Balance Assets Liabilities Owner's Equity Revenue Expense Increase Decrease Decrease Decrease Increase Decrease Increase Increase Increase Decrease Debit Balance Credit Balance Credit Balance Credit Balance Debit Balance

9. System Modules YOUR System Accounts Payable – Close is dependant on the user. Can post to future periods. General Ledger – Close is dependant on the user. Multiple GL periods can be open at the same time; however, can only run statements for current period. Accounts Receivable - Close happens on the last day of the month. Only one AR period can be open at a time. How it all ties together...

10. Menu 12 Menu Path Focus

11. Menu 12.2.2

12. Demonstration Required, Default, Stops

13. Menu 12.2.2.2

15. Menu 12.2.2.3

16. Menu 12.2.2.4

17. Menu 12.2.2.5

18. Menu 12.2.2.6

19. Menu 12.2.2.7 & 12.2.2.9

20. Nash ville, April 2006 Menu 12.2.2.8

21. Menu 12.2

22. 12.2.15 NSF Maintenance Bank Calls Notify Customer System Alert First Notification of a Bad Check is usually because your Banker calls… You then need to notify your customer and determine method of restitution… Staff Alert Accounting Adjustment Live Demo – 12.2.15

23. Demonstration

24. Menu 12.2.15

25. Most Common NSF Adjustments Re - open Original Invoice (s)Invoice in Order Entry AR Adjustments Off System Handling Combination R/C

26. Demonstration

27. Menu 12.4

28. Menu 12.4.1

29. Menu 12.4.1.2

30. Menu 12.7 - Demonstration

31. Menu 35 Menu Path Focus

32. Menu 35.7

33. Menu 35.8

34. Questions?

35. For some reason vendors expect to get paid….

36. Menu 13 Menu Path Focus

37. Menu 13

38. Menu 13.20

39. AP Flowchart

40. Steps to Voucher Expenses Batch created in 13.20.1 Sequential Voucher Register 13.20.5 Hand check Register (if applicable) In 13.20.6 Expenses Vouchered

41. Demonstration

42. Menu 13.20.1

44. Steps to Voucher Merchandise Batch created in 13.20.2 Sequential Voucher Register 13.20.5 Hand check Register (if applicable) In 13.20.6 Merchandise Vouchered

45. Demonstration

46. Menu 13.20.2

48. Steps to Voucher Corp (DC invoices) Batch created in 13.20.3 (Match receivers to invoices 13.20.14) Sequential Voucher Register 13.20.5 Hand check Register (if applicable) In 13.20.6 Merchandise Vouchered

49. Demonstration

50. Matching Corp Invoices 13.20.14 13.20.15 – view or print Menu 13.20

51. Menu 13.20.3

52. Maintain – 13.20.1 (open or closed batch) Delete – 13.20.18 (closed batch) Vouchering

53. Reports 4. Open Batch Listing – Screen or Report 5. Sequential Voucher Register – Verification and Finalization 6. Daily Hand check Register – Hand checks only 7. PO Receiving not yet vouchered – EOM Journal Entry 27. Clear Open Receivers – Remove receivers from report. Menu 13.20

54. Menu 13.2

55. 13.2.1A. A/P Summary Payment Schedule – Summary of 13.2.1 13.2.2 Scheduled Cash Disbursements End date specific Same output as 13.2.3 Disbursements Reports

56. 13.2.2 & 13.2.3

57. Check Run Process 1.13.2.3 or 13.2.4 2.Review printout, approve items for printing 3.13.2.6 or 13.2.6a 4.13.2.7 (Rolls from 13.2.6/6a)

58. 1.13.2.11 2.13.2.7 3.13.20.6 (if applicable) 4.Must also delete voucher if you don’t want it paid on future check runs (13.20.18) unless it is a hand check. Check Reversal

59. Demonstration

60. Menu 13.2.11

62. 8. Activity Report – Summary of Deposits, Disbursements, Adjustments and Journal Entries 9. Reconciliation Entry – Input of Checks cleared on last bank statement. Enter as a range or individually. 10. Reconciliation Listing – Itemization of checks entered in 13.20.9 as well as outstanding checks and outstanding checks greater than 90 days. Bank Reconciliation

63. Demonstration

64. Menu 13.2.8

65. Menu 13.2.9

66. Menu 13.3

67. Menu 13.5

68. Demonstration

69. Questions?

70. Collecting the money customers owe you…

71. Menu 4 Menu Path Focus

72. Menu 4

73. Menu 4.1

74. Demonstration

75. Menu 4.1.1

77. 1.4.1.1 – Post Cash 2.4.2.8 – Batch Listing 3.4.2.1 – Cash Listing Cash Posting Process:

78. 4.1.2 – AR Adjustments 4.2.2 – Adjustment Listing AR Adjustments:

79. Demonstration

80. AR Records Split 30/60/90 Menu 4.1

81. Menu 4.1.2a

82. Menu 4.1

83. Menu 4.1.9

84. Demonstration

85. Menu 4.1.9

86. Menu 4.1

87. Reopen AR items 4.1.12 *need AR adjustment before EOD* Menu 4.1

88. Search Features Checks & AB Menu 4.1

89. Demonstration

90. Menu 4.2

91. Menu 4.3

92. Menu 4.4

93. To generate Dunning Letters the flag must be set in the Customer Master Maintenance, Menu 12.2.2.2, screen 2, field 8, to “Y”. The aging parameters, set in Company Ageing Maintenance, Menu 12.1.9, will not affect the Dunning letter codes that are generated in Menu 4.4.1. Dunning Letters:

94. 1. Dunning Letter Updt to Cust.Det File - Updates all customers with a past due balance to the next letter. This update is not due date or period sensitive. The letter code will change every time the report is run. 2. Dunning Letter Edit Report – A report of current account receivables, the Dunning Letter to print is indicated in the left column, LTR, letter 1, 2, 3. A single asterisk “*”, indicates all three letters have been sent. Two asterisks “**” indicate the Dunning Record flag is not set on the Customer Master Maintenance Screen, Menu 12.2.2.2 screen 2, field 8. Dunning Process:

95. 3. Dunning Letter Customer Maintenance – To manually adjust the Dunning Letter a customer is to receive, Line 1 may be changed to 1,2,3,4 or 5. 4. Dunning Letter Form Print – Print current Dunning Letters assign to Customers. 5. Dunning Letter File Text Maintenance – Edit text on any Dunning Letter. 4. Dunning Letter Form Print – Print current Dunning Letters assign to Customers. 5. Dunning Letter File Text Maintenance – Edit text on any Dunning Letter. Dunning Process:

96. Demonstration

97. Collecting A/R at Counter Receive payment, enter invoice with message line and record payment received. Allow counter staff to receive and enter payment for prior days’ invoices Really helpful in remote stores so they can collect and make the deposit AND get the money on the account. EOD report: EOD Unapplied Cash Listing

98. Collecting A/R $ at Counter

100. Questions?

101. Collecting the money vendors owe you…

102. Menu 15 Menu Path Focus

103. Part enters warranty through a Credit Memo @ counter Reason Code is Warranty (#006) & Assign Warranty Tag Report 15.1 will show all these parts – returned & not claimed Menu 15

104. Unclaimed Warranty Report

105. To create a claim from parts in Warranty System – use 15.3 Can also use 15.3 to view claims, reprint, unfinalize Menu 15.3

106. Demonstration

107. 15.7 & 15.8 are reports to track warranty before and after they are turned into claims. Menu 15

108. Warranty Aging Report

109. 15.9 – Should mostly be used as a research tool Menu 15

110. Demonstration

111. Menu 15.9

113. Demonstration

114. Warranty Claims Part Rtn’d Review Warranty items Create Claims Customer brings Part back to the store. Credit Memo is issued in m1.2 Use “Warranty” reason code to issue credit Assign a Sequence # Warranty Items need to be consolidated and turned into a claim. Run m15.1 to review items by vendor Review vendors’ warranty policies Determine viable warranty claims Issue Claim/Paperwork to Vendor. Use m15.3 to create the claims by vendor &/or by company Send paperwork and parts (if applicable) to vendor Process to Create a Warranty Claim is simple… Monitor Aging Monitor the pending warranty credits. Use the Warranty Aging Report in m15.8 to make calls to vendors to get credit issued

115. Warranty Credits Receive Part – close claim with 15.10 Receive Credit – close claim with 15.11

116. Demonstration

117. Questions?

118. Tying it all together.

119. AR Close (Last day of the month): Paperless (menu 16.5) Email reports directly to accountant AP Close (First day of the month): Not paperless…yet AR & AP Closing

120. AR Key Reports AR adjustment list AR write-offs Customer Aging* Unclaimed Warranties Report* Open Warranty AR Report* Inventory by Value Prefix* Tax & Non Tax Jurisdiction Reports *Key Figure

121. Expense Distribution Register AP Activity List – Open Balance* *Key Figure AP Key Reports

122. Questions?

123. Session Evaluations