Diocese of La Crosse ParishSOFT Accounting Transition Guide



Diocese of La Crosse ParishSOFT Accounting Transition GuideLedger & PayablesPreparation (work to be done in your parish’s existing accounting software)Help and SupportDashboardIdentify accounting method as Cash or Accrual in ParishSOFT AccountingAccountsReview accounts and archive those that are not it use VendorsReview vendors clean up old vendorsReview 1099 vendors4/1 and 7/1 Go Live groups onlyBillsIf your parish uses the Accrual method eliminate or pay as many unpaid bills as possibleProcessesBank reconciliationClear as many outstanding transactions as possibleAny outstanding uncashed checks and unrecorded bank deposits will need to be re-entered in the new site.ReportsNonprofits are required to keep financial statements indefinitely, so it is important to extract a report for as many years as you have records of in your current accounting software. Export the following reports as a PDF file for each year of historical accounting recorded.Detailed General Ledger Reports for each and all years.??PSA L&P - Reports: General Ledger detailed transactions of Financial Position (Balance Sheet) for each and all years.??PSA L&P - Reports: How to get a Balance Sheet and Loss Statements (Statement of Activities) for each and all years.?PSA L&P - Statement of Activities (Video) Balance for each and all years.?Reports – Transactions – Trial Balance ReportUse Custom Date Range for fiscal yearUse Detail Report FormatPrint Shortcuts in Report OptionsDetailed Accounts Payable Ledger for last four years.??PSA L&P - Reports: How to find the transactions that make up the balance of your A/P account Receivable Customer Invoices - Transactions (Only if you have the Accounts Receivable Module)??Reports – Customers – Customer Invoices – Transactions ReportFilter on Invoice DateCustom Date Range for each fiscal yearChoose preferred sort optionExecution (work to be done in your new accounting software)New accounting site is Use same login and password as the old siteMake new password instructionsAccounts – the full set of parish chart of accounts is pre-loaded into ParishSOFT Accounting. Most parish can be operated with 100-150 accounts. Only use the accounts which are appropriate to your parish.Select accounts appropriate to your parish from the new chart of accounts VendorsImport vendors or add vendors in new siteAdd 1099 vendors with summary 1099 balances (add Articles)4/1 and 7/1 go live groups onlyBills, Checks, DepositsAdd outstanding unpaid bills – Accrual Only Add uncleared checks from last bank reconciliation Add uncleared deposits from last bank reconciliation Check LayoutSetup check layout for new bank accountsProcessEnter beginning balances for Asset, Liability and Net Asset accounts. Important considerations are:Use previous period end balance sum total for all accounts mapping to the new account. Make sure the previous period was closed and balanced. Enter budgetJournal EntriesEnter Monthly Summary Journal Entries for Income and Expense activity. The number of months to enter will vary depending on when your parish has elected to transition. Enter an appropriate debit (Expense accounts) or credit (Income accounts) amount for each Current Month Change. Select appropriate old accounts to map to the new chart of accounts. Make sure to total mapped accounts as needed to get an accurate mapping into the new accounts. For parishes choosing 1/1/2021 Go Live – enter previous 6 months’ data (back to June, 2020).For parishes choosing 4/1/2021 Go live – 9 month’s data (back to June, 2020).Optional: Parishes wishing to access additional historical data for budgeting and reporting purposes can enter data PSA Getting Started - Transactions: Entering monthly activity (work to be done in both your new and old accounting software)ProcessRun first bank reconciliation in new siteReportsRun statements in new site and compare account type totals with statements from the old siteStatement of Financial Position, old vs. newStatement of Activities, old vs. newPayrollPreparation (work to be done in your new accounting software)ReportsExport the following reports in PDF file format for all available years of historical data. Payroll Summary (All Payrolls)Reports –> Paycycle – > Payroll SummarySelect all payrolls for the calendar yearDeductions/Benefits AccumulationsReports –> End of Period –> Deductions/Benefits AccumulationsFilter for the calendar yearAccount Distribution LinksHelpful for entering distributions in the new systemReports –> Finance –> Account Distribution LinksExecution (work to be done in your new accounting software)SetupPay ItemsReview pay items and add any default gross pay accounts needed DistributionsPopulate account distributions with new accounts for all gross pay expense accounts Check LayoutSetup payroll check layouts for new bank accounts each employee, review pay data and populate new accounts for any pay descriptions that are missing Payroll ProcessRun first payroll in new siteReviewReportsReview payroll summary report for first payroll run in the new system ................
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