mvd – accounting procedures · sweep the funds into the vault. • continue sweeping all drawers...

The purpose of today’s presentation is to show how to properly perform Monthly Consolidation, EFT, Daily Balancing and NSF.

MVD – Accounting Procedures

Daily Balancing

At the end of the day counties should reconcile and close out their cash drawers. Processes, reports and spreadsheets may vary from County to County.

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• Reconcile a cash drawer with physical assets to make sure the actual amount in the drawer matches the amount that ARTS has in the cash drawer

• If the user detects an error when reconciling a cash drawer with physical assets, he/she should also reconcile with product totals

• To reconcile:• Count the actual amount of each payment type in the cash

drawer (cash, checks, etc). • On the Cash Drawer menu Click Activity Manager

• The Activity Manager window appears.

Daily Reconciliation

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• On the Cash Drawer list at the top of the window• Click the cash drawer the user wants to balance• Match the amount listed in the cash drawer to actual amount

counted in the cash drawer.

• Ensure the total amount is the same. • Match the exact amount of each payment type• Use the following resources to help the user:

• Check report under cash drawer>Reports>check report• Statement inquiry report under cash

drawer>inquiry>statement inquiry • Product transaction inquiry report under cash

drawer>inquiry>product transaction inquiry• Product inquiry report under Finance > Inquiry > Product

Inquiry

• If the cash drawer balances, go directly to sweeping the cash drawer.

Daily Reconciliation

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Sweep a cash drawer to clear funds from it.

The user should reconcile the cash drawer before sweeping it. • Sweep the cash drawer only when open

• Cash drawers can be swept to another cash/Vault drawer or to a bank account.

Sweeping a Cash Drawer

• On the activity manager under Cash Drawer select the cash drawer to be balanced

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• Click the Transfer/sweep tab• Click Load Detail.

• The cash/check/pre-paid etc. amounts will appear. • Under Sweep Options

• Click the drop down • Choose Vault


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• Count each payment type• Verify the payment types match the amount listed in the cash

drawer to the actual amount counted. • If it Balances click Save at the bottom of the screen. This will

sweep the funds into the Vault.

• Continue sweeping all drawers to the vault until all drawers are counted and swept.

• Count each payment type in the Vault. • Once verified and balanced sweep all funds to the Bank.


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Transfer/Sweep to the Bank• Ensure the cash drawer

listed at the top is the Vault.

• Click Load Detail if the payment types aren’t showing.

• Under Sweep to Account

• Select the Bank listed in thedropdown

• Click Save


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Congratulations!

ARTSMonth-End Consolidation Process

IMPORTANT:

Must be submitted to the Treasurer of the State by the 9th of each month (or the last working day before the 9th) so all moneys not retained for deposit by the counties are remitted to the Treasurer of the State by the 10th.Processes, reports and spreadsheets may vary from County to County.

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Procedure for printing the Product Transaction Report

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On your ARTS toolbar select

1. CASH DRAWER2. INQUIRY3. PRODUCT

TRANSACTION INQUIRY

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Procedure for printing the Product Transaction Report• Enter From Date• Through Date• Click Search

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Procedure for printing the Product Transaction ReportThe report will display• Click Print

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• If any hand adjustments were made to the daily product transaction report used for daily balancing, the same adjustments need to be made to the monthly product transaction report. Example-Adjusted Journal Entry or an NSF

Make Adjustments if NeededSpecial Note:

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Procedure for printing the Product Inquiry Report

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1. FINANCE2. INQUIRY3. PRODUCT INQUIRY

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Procedure for printing the Product Inquiry Report• Enter From Date• Through Date• Click Search

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Procedure for printing the Product Inquiry ReportThe report will display• Click Print

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• If any hand adjustments were made to the daily product inquiry report used for daily balancing, the same adjustments need to be made to the monthly product inquiry report. Example-Adjusted Journal Entry or an NSF

Make Adjustments if NeededSpecial Note:

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Procedure for Month End Consolidation Process

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1. FINANCE2. CONSOLIDATION3. MONTH END

CONSOLIDATION

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Procedure for Month End Consolidation Process• Assure the county’s account group shows.• Validate date range is for the month balancing/consolidating

(grayed out)

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• Notice the total for DL retention is listed under the Account Group– Adjusted journal entry automatically

done each month.

Counties that process DLSpecial Note:

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• Expand the Account Group - click on the plus sign (+)

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• Select the county primary account group by clicking it once.

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Review displays both county and state totals broken out into product (associated GL account).

• Click Review

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Procedure for Month End Consolidation ProcessTo review the revenue:• click on the plus sign (+) to expand each group or click print

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Review – Page 1 (Sample of primary account group review)

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Use totals from these reports to post to county’s spreadsheet to reconcile/balance to the month end in ARTS

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Procedure for Month End Consolidation ProcessPreview displays both county and state totals broken out into each GL account (Parent Account)

• Click Preview button.

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Preview – Page 1(Sample of primary account group Preview)

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Preview – Page 2 (Sample of primary account group Preview)


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Once the Primary Account Group has been balanced• Go back to the main Month End Consolidation screen• Assure Primary Account Group is highlighted• Click on Consolidate

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• Verify the total is still the same• Click Consolidate

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Procedure for Month End Consolidation Process• Click “Yes” to confirm – This will move your totals your to your account group

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Procedure for Month End Consolidation ProcessOn the main Month End Consolidation screen Primary Account Group line should be $0.00• Totals should now be up at the Account Group Level

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• Review– Displays both county and state totals

broken out into each GL account (Parent Account).

• Preview

Open and Print Totals for Account Group:

Special Note:

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Procedure for Month End Consolidation ProcessPrint the Review level:• Ensure the Account Group line is highlighted • Click Review

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Review – Page 1(Sample of account group review)

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Review – Page 2 (Sample of account group review)


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• Review• Preview

– Displays only the totals that will be sent to the state, broken out into each GL account (Parent Account).

• This total amount will be what the EFT request is.

Preview and Print Totals for Account Group:

Special Note:

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Procedure for Consolidation ProcessTo print the Preview level • Click Preview

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Procedure for Consolidation ProcessTo review the revenue:• click on the plus sign (+) to expand each group or click print

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Preview – Page 1(Sample of account group Preview)

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Preview – Page 2(Sample of account group preview)


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If the user’s county remits the 5% back to the Organ Donor Fund• Do an Adjusted Journal Entry

• Go to Finance>Adjusted Journal Entry:

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• Under Location– verify that county primary location is

selected• Under Reason

– select Organ Donation Adjustment• Under As of Date

– select last day of month of consolidation

Adjustment to remit 5% to Organ Donor Fund (optional):

Special Note:

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• Under Transaction Account Postingselect the following:

– On Row 1• Financial Unit – the County Account Group.• GL Account – from the drop down

– choose 999999 – 600 – 012 (County-Organ Donation).

– Under the Debit column• amount remitting back to the fund.

Adjustment to remit 5% (Continued)

Special Note:

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– On Row 2• Financial Unit – the County Account Group.• GL Account – from the drop down

– choose 874900 – 994 – 552 (Organ and Tissue Donation)

– Under the Credit column• amount remitting back to the fund.

– Comment – optional but suggested to note what the adjustment is for.

Adjustment to remit 5% (Continued)

Special Note:

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• Check the box to Generate Receipt on Save– print a copy to put with documents.

• Click Save

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Procedure for Month End Consolidation Process• Verify the Save by clicking “Yes”

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• Print a copy of the adjusted journal entry to put with documents

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Go back to the Month End Consolidation


1. FINANCE2. CONSOLIDATION3. MONTH END CONSOLIDATION

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• Ensure county account group is highlighted• If an AJE is done for Organ Donor, print the Review/Preview

again to reflect the adjustments • Click Consolidate

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Procedure for Month End Consolidation Process• Verify total is what should be sent to the state • Click Request EFT

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• Leave the default EFT Request window as the 10th of the month • Verify the total is correct • Click Request

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Procedure for Month End Consolidation Process• Confirm by clicking “Yes”

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Procedure for Month End Consolidation Process• Click “Ok”

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The user will be taken back to the Consolidation Confirmation screen• Click Consolidation

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• Click “Yes” to confirm

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The user will be returned to the main Month End Consolidation screen• Account Group line should be $0.00• Money has now been sent to the state• Date of consolidation also displays

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Congratulations!

NSFWhen registration fees are paid with a check and the check is not honored by the payer’s financial institution an NSF can be created in the ARTS system.

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NSF Procedure

Click on Finance/NSF/Create New NSF

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NSF Procedure

• Change the location to blank• Fill in the Check Number and amount of the check• Click Search

John Doemanager manager

The create NSF Record window will open.

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NSF Procedure

Results appear• Verify the customer is correct• Double click to select the customer

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NSF Procedure

All owners, Security Interest Holders and payers will be displayed.• Highlight the Security Interest holder• Click the remove row at the bottom of the screen.

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NSF Procedure

After removing any Security Interest holders • Click Add Action

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NSF Procedure

On the Action drop down • Select Create Customer Exception

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NSF Procedure

• Click Add Action again • Select Create Fines

This is the County assessed fees for a bad check.

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• Select County Assessed for Fine Type

NSF Procedure

• Enter amount of the county fee for bad checks

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NSF Procedure• Click Add Action again• Choose Create Customer Characteristic in the drop down

• Puts “cash only” flag on customer record • The clear on pay box will automatically be checked• Once the NSF is collected the customer characteristic and

exception will end date • Click Save

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NSF Procedure

Send a letter of non-payment to the customer. The user can use the template which resides in ARTS or a County approved letter.

Click 1. Tools2. Correspondence3. Send correspondence

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NSF Procedure

• Select Notice of NSF in the drop down• Complete General and Details tab• Click preview at the bottom of the screen• Print and mail the letter.

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NSF Procedure

Sample Letter

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NSF Procedure

If the owner comes in within the 20 days to pay the dishonored check. • Click

• Finance• NSF• Collect NSF

Collecting an NSF that has NOT been revoked

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NSF Procedure

• Change location • blank fill

• Enter Check Number• Enter amount of check• Use the date the

payment was recorded in ARTS (statement date)

• Click Search

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NSF Procedure

Title

• Verify the customer and amount of check• Double click on the customer• Collect NSF window opens

• Click “pay now”

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NSF Procedure

DOLOR SITAMET

The payment manager window opens.• Click on the fines button. This will add the county assessed fines. • Click “pay now” CONSECTETUR ELIT FUSCE PHARETRA

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NSF ProcedureThe payment manager window opens with both payments showing the amount of check and fine. • Hold the shift key on the key board while clicking on the

payments. • Click merge • Statement Merge

• Confirm by clicking“Yes”

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NSF Procedure

Slide

• Click on one of the statements

The statement list window opens.

• Click on “Statement Payment” tab. Enter the payment type and click pay at the bottom of the screen. This will pay out the customer. This will remove the customer stop and the cash only exception.

• Clicking “OK” will merge statements.

Cash only flag

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NSF Procedure

If payment is not received within 21 days the user needs to revoke the registration. In ARTS, select• Finance• NSF• NSF Management

Creating a revocation

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NSF Procedure

The NSF management window opens. • Enter check on the payment

type drop down• Enter the check number • Click search

• Double click on the customer in the search results

Creating a revocation

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NSF Procedure

• Click on the Add Action button• Select Create Financial Offset in the drop down menu• Click Save

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NSF Procedure

Go to the ARTS tool bar select • VRT• Title and Reg• Terminate Registration

On the Terminate Registration Pre-Qualifier• Enter one of the search fields • Click continue.

Tip: locate the statement to help identify the vehicle.

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NSF Procedure

Title

• Double click on the vehicle paid with the bad check.• The rev/Sus/Term Reg opens. • On the Reason drop down

• Select “Revoked” • On the Plate Disposition

• Select “removed”. • Click commit.

Transaction Complete. • Click OK.

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NSF ProcedurePAYMENT – REINSTATEMENT OF REVOKED REGISTRATION

1. On the ARTS tool bar open• VRT• Title and Reg• Reinstate Reg2. Search for the customer in the

pre-qualifier window3. Double click on the vehicle that

has been revoked.

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NSF Procedure

The reinstate registration window opens. • Click on the red stop

sign under customer . The customer maintenance window opens. • Click on the red X next

to the customers name.

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NSF Procedure

Exception Case maintenance window opens• Click the End Date drop down and enter todays date• Click Save• Click save on the customer maintenance and return to the

Reinstate Registration.

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NSF Procedure

• Click Pay Now• An error will open alerting

this is a cash only customer.

• Auto approve or click continue

The payment manager window opens• Click the fines button to add

the fines. Notice not all the fees are included.

• Go to cash drawer• Miscellaneous Transaction.

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NSF Procedure

• Enter the customer • Click Add PaymentThe Miscellaneous Transaction window opens• Select the product(s) from

the drop down• Enter amount • Click pay The payment manager window opens• Merge all the payments

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Click on Statement Payment

Enter the payment type.

Click pay at the bottom of the screen.

NSF Procedure

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Congratulations!

MOTOR VEHICLE DIVISION-ACCOUNTING515-237-3183

[email protected]

THANK YOU FOR YOUR TIME AND ATTENTION

mvd – accounting procedures · sweep the funds into the vault. • continue sweeping all drawers...

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