nextgen monthly close procedures€¦ · well as check redi payments click save and this will...

NEXTGEN

MONTHLY CLOSE PROCEDURES

NEXTGEN MONTH END CLOSE REPORT LIST

All Reports should print in Landscape Format

Post Interest

Balance Bank Reconciliation and print

Verification Report

General Ledger Report

Trial Balance

Balance Sheet

Journal Entry Report

Cash Receipts Journal

Month to Date Check Register

Open Purchase Order Report

LSA Monthly Financial Statement

Activity Reports for Teachers

Period Maintenance

Recon Month Closing

Vendor Reports for Apple, Incare, Insight and Inline

Post Monthly Interest (can post 2 ways)

(1st way)

o General Ledger

o Create Journal Entry

Post Date (date of bank statement

Period (Month)

Year (current school year)

Journal Code (C/R)

Select Account Number (function code 6810)

Posting Type (Credit)

Reference (journal entry number)

Comment (month/year/interest)

Bank code (it will be automatically assigned)

Deposit (deposit date of interest)

Cash Receipt # (deposit date of interest)

o Add Item

o Click Post

A warning message will alert you that to recheck because there is no

modification after this point.

You do not have to enter the offsetting entry of the bank code because

a journal code of C/R automatically does it for you.

Post Monthly Interest (can post 2 ways)

(2nd way)

o Accounts Payable

o Bank Statement Reconciliation

o Check Reconciliation

Bank Code

Post Interest

Bank Statement Reconciliation

Accounts Payable Bank Statement Reconciliation

o Check Reconciliation

Bank code

Statement ending date

End Balance

Using bank statement, check each Ref#/Chk# for cleared checks as

well as Check Redi payments

Click Save and this will update items marked

Click Run summary Report (This will bring up the check reconciliation

screen showing if statement and book is in/out of balance. If out of

balance, clicking X will bring you back to the screen to make necessary

changes.) (Add for NSF or Outstanding deposits as a receipt)

Check Print Report and Print Journal Entries (this will print the

Monthly Bank Reconciliation report)

Print two copies (Principal signs both copies) One for MCBOE and

one for Local School records

Make copy of bank statement. School keeps original, copy goes to

MCBOE (Principal signs both copies)

Make copy of Returned Check form. School keeps original, MCBOE

gets copy. (Principal signs both copies) The Returned Check form

should match the amount of returned checks in “Other

Reconciliations” menu.

Nextgen End of Month Procedures

Local School Accounting o End of Month Procedures

Verification Report

Cost Center (school number)

Sort By (Activity)

Fiscal Year (current school year)

Period (month)

Click beside Run Report

Click on enter. (Stoplight Icon)

This will show if the school books are out of balance in any area.

You should always see CORRECT in all areas

If you get an out of balance message then look for the error and correct. You can also run the report by checking : Include Account DETAIL to help you find the error easier.

Print this report.

o General Ledger Report Select Report Type (Summary)

Account Description (Internal Description)

Application ID (All)

Transaction ID (All)

Journal Code (All)

Uncheck pagebreak

Select by GL Component

Fiscal Year (Current)

Fiscal Period (Month closing)

Component Name (Activity)

Sort Order (1)

Beginning Value (blank)

Ending Value (zzzz)

Add Item

Accept Selection Criteria (Print )

Check to be sure there are no negative balances on a line beside a gl number. Activity

Subtotals and Encumbrances can be negative. If so, a possible wrong JE was made.

Look at and correct.

STOP-STOP-STOP-STOP…………………………………………

ONCE THE BANK RECONCILIAITON IS IN BALANCE, THE VERIFICATION REPORT IS IN

BALANCE, THE GENERAL LEGER REPORT IS SHOWING NO NEGATIVE BALANCES NOTIFY

CENTRAL OFFICE BY EMAIL THAT YOU ARE IN BALANCE WITH NO EXCEPTIONS. AFTER

YOUR BOOKS ARE CHECKED BY CENTRAL OFFICE THEY WILL UPLOAD YOUR BOOKS.

Do not proceed any further or make any changes until you are notified by Central Office

that you may proceed.

o Trial Balance Account Description

Internal Description

Suppress Zero (check)

Function Summary Selection

Do Not Print

Report Destination (To Report Viewer)


Beginning Fiscal Year (current school year)

Beginning Fiscal Period (Beginning Balance)

Ending Fiscal Year (current school year)

Ending Fiscal Period (month closing )

Component Name (SFund)

Sort Order (1)

Beginning Value (blank

Ending Value (zzzz)

Add Item

Accept Selection Criteria

Print this report for local school records only

o Balance Sheet Report Account Description (Internal Description)

Check Suppress All Zero Lines

Function Summary Selection (Print Only Summary)

Select By GL Component

Fiscal Year (Current year)



Sort Order (1)


Ending Value (zzzz)

Add item.

Accept Selection Citeria

Print one for local school records.

o Journal Entry Detail Report Account Description (Internal Description)

Journal Code (All)

Status (All)

Select by Posting Date (First day of month to Last day of month)



Fiscal Period (Month Closing)


Sort Order (1)


Ending Value (zzzz)

Add Item



You will also need to run this report for Fixed Assets.



Fiscal Period (Month Closing)


Sort Order (1)


Ending Value (zzzz)

Add Item

Component Name (Object)

Sort Order (2)

Beginning Value (491) Ending Value (599)

Beginning Value (701) Ending Value (704)

Add Item


Print this report for Central Office and local school records

NOTE: If there are no Fixed Assets to report then NO REPORT will

Print. If reports print then you need to fill out a fixed asset card

and send in with your financials.

Make a Note and include with your monthly reports that no report

printed.

Cash Receipts Journal

Account Description (Internal Description)

Search By (Year/Period)

Fiscal Year (Current year)


Bank code

Cash Receipts # (Blank)

Deposit # (Blank)

CCTR (School Cost Center) to (School Cost Center)


Month To date check Register

Bank code

Batch Type (All)

Check Number (0)

To (9999999)

Check Date (First date of Month Closing)

To (Last date of Month Closing)


Open Purchase Orders Report

Local School Accounting

Purchase Order

PO Reports

Open PO Report by CCTR

Select by PO Number

Accept Selection Citeria (Activity 1 to ZZZ)

Print two copies, one for MCBOE and one for the local school

records

Principal’s Report



CCTR (School Cost Center) to (School Cost Center)

Print for local school records

LSA Monthly Financial Statement


Period (Month closing)

Summary Statements

Add item


One copy is for MCBOE and one for the local school records

(Principal signs both copies)

Print activity Reports

(Teacher/Sponsors/Boosters Clubs)

Local School Accounting LSA Reports Activity Report (Detail)

Account Number

Cost Center (School Cost Center) Thru (School Cost Center)

Activity (Enter starting Activity Number ) Thru (Ending

Activity Number)


From Period (Month Closing) Thru (Month Closing)

Print Open Purchase Order Information

Page Break After Activity

Exclude Activities with Zero Dollars

Print Activity report for each activity and give to each

Sponsor/Teacher/Booster Club

Period Maintenance

End of Month Procedures Period Maintenance


o Actual Dollars Close Previous Month

o Open New Month

o SAVE

Encumbrance Dollars

o Close Previous Month

o Open New Month

o SAVE

Recon Month Closing

Accounts Payable Bank Statement Reconciliation Check Reconciliation

Reconcile this month by clicking on the green recon button at top.

This will remove current month items and prepare the books for next

month’s check reconciliation.

This will prompt you did you print this report. Click yes

If Recon is grayed out ENTER (traffic light) Run Summary report and print it.

Vendor Reports for Sherrie Warren (Apple, Incare, Insight and Inline)

Accounts Payable Invoice Processing and Reports Invoice Reports Invoice by Vendor Choose check dates-dates for month you are closing

nextgen monthly close procedures€¦ · well as check redi payments click save and this will...

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