The Council Transaction screen lists all of the monetary transactions for your council’s general account. This is a basic accounting area and if your council has more that one account (building fund, etc) a commercial program can be used in addition to the FSPC software.

The Council Transactions window (shown above), is where you add, remove, and view all the information for your council’s general account. The top of the window contains view options. In the top left, where ALL appears, you can select the types of transactions you want to look at. The choices are All, Receipts, Vouchers, or Adjustments. You also have the option to view only the open transactions by clicking on Open. If you know the batch you want to view, you can enter the batch number in the Batch #: box. The From: and To: areas allow you to enter a time period to view. For example From: 04/01/2000, To: 04/30/2000 will display all the transactions during the month of April, 2000.

In the green section on the window, you enter details about the transactions. Here you enter the Description, Date, Category (more categories can be added by clicking on the Setup menu and selecting Tables), Type, Amount, Check and Voucher #, Name, Address, and any notes about the transaction. The < > moves to the next or previous transactions. You can also Add, Delete, or Void transactions by clicking on the appropriate button. The Batch # is entered by the program. The Status is either OPEN or BATCHED, depending on whether the transaction has been processed (Process Batch).

In the Process Batch area, you batch the transaction. By batching you close the transaction and make it ready for a Funds Transfer report. Before you batch, make sure EVERYTHING is correct. Print the Funds Transfer Trial Balance report and the Voucher Trial Balance report to check the accuracy of the information you have. (See Funds Transfer Reports instructional help-sheet for more information) Once the information has been batched, it cannot be re-batched if there is a change.

To add a new transaction, click on Add at the bottom and then OK on the New Council Transaction window.

This adds a new transaction to the list and clears the information area below the list.

Fill in the appropriate lines in the green information area. Repeat this procedure for every transaction you are entering. Once this is finished, print a Funds Transfer Trial Balance report and a Voucher Trial Balance report to check the accuracy of the information you have in the system. If there is a mistake, delete the transaction and re-enter it correctly. If everything is correct, click on the Receipts button and the Vouchers button in the Process Batch area in the Council Transactions window.

Now you can print the Funds Transfer report and the Orders on Treasurer report to give to the Treasurer along with any funds you have received.

1/29/02