A total of eight video recordings covering the Day 1 to 5, please click on this link to get to the videos: Train the Trainor (available to SBN Finance Leads only)
Agenda
Overview – Craig
Log-in to Acumatica
Pre training checklist:
- Set-up two computers for two Zooms – have quality sound equipment for yourself
- Acumatica prefers Google Chrome for a browser
- Be sure you can log into Acumatica (log-in from Wendy in advance)
- Print or refer to CCE Acumatica Process Manuals to practice with found in Box
- Have example/practice bills to pay and invoices/cash sales to enter on hand
- Box Drive and Access (nothing confidential should be stored in Box)
- Introductions / Format
Finance – Wendy
Chart of Accounts
- add sub-accounts
- add journal transactions
- reclassify transactions
- process recurring entries
- practice
- discuss workflow/approval process
- budgets (control accounts, write back, export)
- budgeting by period
- review how data entry affects reporting
- attaching files and notes
- reporting – financial statements, trial balance, transaction listing, templates
- practice
- Go-Live notes for G/L
Accounts Payable – Craig
- add vendors
- payment methods
- enter bills
- non-stock/Inventory ID items (distribution codes)
- discuss approval process
- entering payroll
- apply payments
- pay vendors/print checks
- practice
- add debit/credit adjustments
- void checks
- process recurring entries
- practice
- W-9/1099
- Reporting – AP Balance by GL Accounts, AP Balance by Vendor, Aged Outstanding, Aged Period Sensitive, Cash Requirements
- review how data entry affects reporting
- attaching files and notes
- discuss workflow process for A/P (vouchers, scanning, attaching and documentation of process)
- discuss Purchase Orders and Expense Management
- Go-Live notes for A/P
Accounts Receivable – Craig
- add customers
- payment methods
- enter invoices
- non-stock/inventory ID items (distribution codes)
- apply receipts
- undeposited account
- print invoices
- practice
- enter cash sales
- undeposited account
- add adjustments
- process recurring entries
- practice
- reports – AR Balance by GL Account, AR Balance by Customer, AR Aging, AR Coming Due, Customer Summary, Customer History, Statements
- review how data entry affects reporting
- attaching files and notes
- Discuss workflow process for A/R (entering cash receipts, scanning, attaching and documentation of process)
- Go-Live notes for A/R
Bank – Wendy
- create bank deposits
- undeposited account
- payment methods
- void bank deposit
- practice
- reconcile bank statements
- undeposited payment report
- add transactions
- add fund transfers
- practice
- import bank statements
- reports
- Go-Live notes for Bank
Miscellaneous – Craig
- Demo Dashboards
- Month end Process
- Validation of AP/AR
- Report of open items (unreleased documents)
- Select months to close, repeat in each module
- Close General Ledger fiscal periods
- Re-open process
- Year-End Process TBD
- Create new fiscal year
- Adding Activities
Velixo – Wendy and Donna
- Box Drive
- Velixo Excel add-on
- Connection manager
- Association Financial Statements
- Misc reports
- Distribution lists
Go-Live Preparation
- Preparation checklist
- Data integrity
- A/P-A/R clean up
- monthly close (minimum two months prior)
- most recent reconciled bank statement matching G/L account
- account code changes complete (two weeks previous)
- no old outstanding checks (move to unclaimed funds)
- no open batches
- county project code review
- Importance of Communication and Contacts – BE AVAILABLE and BE RESPONSIVE
- Responsibilities
- Training local Finance staff
- Training “approvers”
- Scheduling check-ins for counties
- Completion of workbook to use for go-live
- Go-Live checklist (first day)
