Revised: 10/2020
The Fund Activity/Program/Project Management area is used to create sub accounts in the Accounts Payable, Cash Receipts, Payroll or General Ledger areas. This is a special feature. The steps below will walk you through using this process.
Add New Activity Code
1. Select Master File and Code Entry Options
2. Select Master File Vertical Data Entry and Changes
3. Entry Options: Select Fund Activity/Program/Project Master
Note: First time using this entry view, enter data in the fields needed
a. APP Code: i.e. COVID-19
b. Activity or Program Title: i.e. Coronavirus Pandemic Cost
c. Select Save
d. To add additional APP codes, select Add a Record and repeat steps above (a, b, c)
Accounts Payable Entry with Activity Code
1. Select Accounts Payable
2. Select Accounts Payable Invoice / Disbursement entry
3. Check the box to display “Other Fields”
a. Because you now have an entry in the “Activity Program Project Master” the activity(s) in the master area become available for selections.
4. Complete normal Accounts Payable processes
Cash Receipt Entry with Activity Code
1. Select Cash Receipts
2. Select Cash Receipts
3. Activity: Use this option to select APP values from the “Activity Program Project Master” area.
4. Complete normal deposit entry
Journal Entry with Activity Code
1. Select General Ledger Processing
2. Select Ledger Transaction Entry and Changes
3. Enter Account Number, Amount, Description, Misc. Ref. and Notes
4. Activity: Use this option to select APP values from the “Activity Program Project Master area
5. Complete normal transaction entry
Payroll Processing with Activity Code
1. Select Payroll Processing
2. Select Gross Pay Entry and Adjustments
3. Select Other Fields
a. Use this option to select APP values from the “Activity Program Project Master” area.
4. Complete normal payroll data entry
Updating Prior Accounts Payable Invoices with Activity Code
1. Select Master File and Code Entry Options
2. Select Master File Horizontal Data Changes
3. Entry Options: Select Invoices Adjustments
4. Other Field: Use this to search out specific invoices to be updated
5. First Field to Edit: Select APP_Code
a. This view has the ability to add the APP code quickly to past activity.
6. Select Save
Updating Prior Cash Receipts with Activity Code
If you have not set up a Cash Receipt Adjustment entry view, see the following link:
http://help.schooloffice.com/financehelp/#!Documents/dataviewdefinition.htm
1. Select Master File and Code Entry Options
2. Select Master File Horizontal Data Changes
3. Entry Options: Select Cash Receipt Adjustments
4. Other Field: Use this to search out Deposits to be updated
5. Select Save
Updating Prior Payroll Entries with Activity Code
1. Select Human Resources or Payroll Processing
2. Select Employee Horizontal Data Changes
3. Entry Views: Select Program Project for COVID-19
4. Select Search: Use this to search out specific payroll dates to be updated
a. 1 Search fields: Select Payroll Date
b. 2 Compare Logic: Leave as “and”
c. 3 Field values: Select Payroll Date to adjust
5. Update field: APP Code
6. Select Save
Printing Expenditure Report with Activity code
1. Select Reports
2. Select Financial Reports
3. 1 Select Expenditure report
4. Select Design Options
5. Report Type: Select Summary Report
6. Report format: Select desired format
7. 2 Activity Date Setting: Select date needed
8. 3 Report Columns
a. Adjust # of columns on the report to columns needed
b. Select Columns needed on report. Example: Date Range Value column is first column, but can be in any column.
9. Check “Activate column heading change”
10. Update Column heading
11. 3D Date Range Value Column Definition(s)
a. Date Value #: Select “U”
b. Step: Select “00”
c. User Date Range Value Options: Select “Disbursements for Fiscal Year thru “Activity To:””
d. Push Column Data Selection icon
e. Select Activity, Program, Project Codes to include. Select the code you setup. Example is COVID-19
f. Push “Left Button” this will evaluate and place the formula in the Date Range Formula area for the date range you are defining.
12. Preview Report
13. Save Report
Note: The value for the Activity, Program, Project column consists of Accounts payable and Gross Pay for Account Payable items with expense dates and payroll Time Cards with payroll dates with the report range