How Do I?

How do I set up the AFS Chart of Accounts Report in the Report Generator?

An AFS Chart of Accounts base report has been included in the Report Generator area to enable the General Ledger codes to be mapped to the appropriate AFS codes. This mapping is then used by SAS2000 for the Salary Reconciliation, the School Fees Reconciliation, the Tuition Fees Reconciliation, the Fee Analysis, and the Account reports to determine which entries are to be included. Once you have set up the AFS Chart of Accounts report, the report can be printed out which will help with completing the information on the AFS forms.

The Reports listed above will work correctly for SAS2000 databases running on a CASH basis.

Under REPORTS>GENERAL LEDGER>REPORT GENERATOR is a report that has been laid out in the AFS reporting order with a few additional codes that are required to give the break down for the above reports. To use the report the appropriate General Ledger codes that relate to each line of the AFS need to be mapped on to the report.

To map the General Ledger codes to the AFS Chart of Accounts Report:

	Go to REPORTS > GENERAL LEDGER > REPORT GENERATOR
	Highlight the AFS CHART OF ACCOUNTS REPORT
	Click on EDIT

This will bring up the AFS Chart of Accounts report layout.

	In the top left corner are the DESCRIPTION and the HEADING for the Report. The DESCRIPTION must stay as AFS CHART OF ACCOUNTS REPORT. This is the report's name in SAS2000 and it is used by SAS2000 to link information on how the General Ledger relates to the AFS Chart of Accounts for use with the Salary Reconciliation, the School Fees Reconciliation, the Tuition Fees Reconciliation, the Fee Analysis, and the Account reports The HEADING is the title that prints at the top of the report when it is printed. This can be changed to suit your school's requirements.
	On the top right corner is a white box called CHART OF ACCOUNTS that lists all the General Ledger Codes in the Chart of Accounts
	In the middle of the screen is an Accounts area that contains the AFS LAYOUT INFORMATION
	On the bottom left corner of the screen is the ACCOUNTS area. This is where the GENERAL LEDGER codes that are to be used to create the totals for each line of the AFS need to be specified

To tell the report which General Ledger codes are to be added together to make up a line of the AFS:

	Highlight the AFS line in the middle of the screen
	In the box on the top right of the form find the GENERAL LEDGER code that is to be used with this AFS line and left click on it. Keeping the mouse button held down, drag this account down to the box on the bottom left corner of the form. This General Ledger code will now be listed in the bottom left box.
	If only one General Ledger code is to be allocated to a particular AFS line.Highlight the next AFS line and repeat this process

Or, if several General Ledger codes combined give the information for the AFS line:

	In the +/- column in the bottom left box select either the plus or the minus sign to indicate if the code is to be added or subtracted. This needs to be set for each General Ledger code line that is entered into this area.
	Go back to the box on the top right of the screen and find the next General Ledger code then drag it across to the bottom left of the form
	Repeat this process until all the necessary General Ledger codes have been added for the AFS line
	Highlight the next AFS line and repeat the process from the start

Example
At Trinity School in the General Ledger they split school fees up into School Fees Current, School Fees Arrears and School Fees Prepaid. These amounts need to be added together to give the amount for School Fees on the AFS.

Description				Chart of Accounts
AFS Chart of Accounts				1.0110.1 School Fees Current 1.0110.2 School Fees Arrears 1.0111 School Fees Prepaid 1.0120 Compulsory Tuition Charges
Heading
Trinity AFS Chart of Accounts
Accounts
Code	Description	Indent	Type	Sign	New Page	Bold	Underline
0110	School Fees
0111
0115
0200
etc
Account: 0110, School Fees
Add From	Description	Amount	+/-
1.0110.1	School Fees Current	Actual	+
1.0110.2	School Fees Arrears	Actual	+
1.0111	School Fees Prepaid	Actual	+

Click on SAVE at any stage to save the information you have set up for the report.

If you would like to check which General Ledger codes have been added to the lines of the AFS Chart of Accounts report, a report listing this information can be printed by clicking on the print button in the Edit Report form. To get to the Edit Report form for the AFS Chart of Accounts Report:

	Go to REPORTS>GENERAL LEDGER>REPORT GENERATOR
	Highlight the AFS CHART OF ACCOUNTS REPORT
	Click on EDIT

Once all the Chart Of Account codes have been linked to the appropriate AFS lines in the report SAVE and EXIT the Edit Report form.

Now that the report has been set up you can print it out as follows:

	Go to REPORTS>GENERAL LEDGER>REPORT GENERATOR
	Highlight the AFS CHART OF ACCOUNTS report
	Select the date range for the report at the bottom of the form
	Click on the PRINT button

For more information about using the Report Generator refer to the Tips and Tricks document 'Report Generator'.

Note: When you add additional General Ledger codes to your Chart of Accounts you will need to edit the AFS Chart of Accounts Report to add the new General Ledger codes to the appropriate AFS line(s).

  Website of the Week

Looking for a map of Australia? Need to find accurate latitude and longitude? Want to find the location of every nuclear explosion since 1945?

The Geoscience Australia website has all this and more. It is run by a government agency whose task is geosciences research and to provide geospatial (mapping) information. While much of the data available from the site is meant for those who need data for GIS (Geographic Information System) software, there are many other resources that are easily accessible to the general public.

One such resource is the Project Maps of Australia, which has several different representations of Australia each providing a unique view of the continent. Also available from this page are a Satellite Image Mosaic of Australia and Make Your Own Map where you can zoom down to a point of your own choosing and print off that particular map.

One of the more educational areas on the site includes the section called Fabulous Facts about Australia, which is a compilation of interesting information gained from the map data. Another interesting page is As The Cocky Flies, which allows you to find the distance by air between two major landmarks in Australia.

There is much more fascinating information contained on this site so I won't spoil the fun of finding it yourself. A highly valuable resource and somewhere you can look around for hours if you so desire.

  Quote of the Week

"All my life I've wanted to be somebody. But I see now I should have been more specific."
Jane Wagner, Writer and Director

For more information, please contact:

Heather McKay
Human Edge Software
Phone: 1300 301 931
Fax: +61 3 9690 2802
Email: sas2000@humanedge.biz

Human Edge adheres to a policy of not sending unsolicited (SPAM) e-mail. You are receiving this e-mail because you are listed as a contact for a product or service that our organisation provides or have requested that this service be activated for you. If you are receiving this message in error or wish to have our records changed please advise us via return e-mail or call us on +61 3 9690 5044