Frequently Asked Questions
From the Main View ribbon, select Chart of Accounts, click on the Budget tab. Then select the type (Exp or Rev), select the year you need to enter. If you would like to filter for a specific funds and/or dept to enter – use the Account Filter located on the top center of this screen.
Once the accounts show, you can begin entering you budget figures.
If you are on a calendar year – enter the budget in the Budget January (year) column.
If you are Fiscal year – enter the budget in your first month column.
From the Main View ribbon, select Chart of Accounts. Click on 'options' (located on the top of screen). Select Add Accounts, then click on the type needed (GL, Rev, Exp).
Fill in the Fund and any other needed level (ex: dept, program, function). Once entered, the available codes will appear. Click on all items to add. Once all needed are selected – click Add Account on the bottom of screen. If more codes for different fund and/or dept – change on the top and repeat. When completely done building the codes – 'X' out of the screen.
**If the new codes do not appear when you try to use them. Go to the Tools Ribbon, select Rebuild
Accounts (you must be the only one in the Fund Accounting program). Once completed, the codes will be
available for use.
**Note – If fund, department, source of revenue or object of expense dimension is not showing in the
drop down to select then you will need to add. Click on View Descriptions under the Options, select the
appropriate dimension area to add. Enter the Code, Description and Abbrev. Once this is added, go back
to Add Account to continue to build the account code.
Recommended to create a new backup before the process. From the Main View ribbon, select Check History. Under Check Filter, enter the check number you need to void. Once the check appears in the right screen, left click on the number and select option to Void.
**Note – if you are currently in a different period then the original check was created – the system will have two entries, the original check stays in created month and the reverse (void) creates in the current month.
Recommended to create a new backup before this process. From the Main View ribbon, select Check History. Under Check Filter, enter the check number you need to reissue. Once the check appears in the right screen, left click on the number and select option to Reissue. You will be prompted to print the new check. Once printed successfully you will post the new check number. This process will ‘zero out’ the original check and move all transactions to the new check number.
**Do not attempt to Void the original check number.
Once the Vendor entry is completed in the Payment Batch. Enter the check number and check date and at the bottom of the screen click on Print Check. Once this batch is posted the check is also posted to the Check History. If there are other entries in this batch without printing the check – the ones without check numbers will be available in the Check Writer for the printing of the checks.
Once the Vendor entry is completed in the Payment Batch. Hover over Check #, this will change to ‘E check’, when you click on it, you will be prompted with the next available EFT #. This payment/check will be posted once the batch is posted in the Check History. If there are other entries in this batch without check numbers assigned, they will be available in the Check Writer.
All batches from all other Banyon programs sent over to Fund Accounting will be placed in the External Batch area.
These batches can be found from Main View ribbon when selecting Import.
*While in this section in Fund Accounting the batches are not attached to any accounting period.
Make sure you are in the correct accounting period you want your batch to be posted to, then select the batch from the Transferred Batches area and click on Import on the bottom right of screen. Name the batch and it will be loaded into the appropriate batch format (receipts, payments or journal entries).
Next go to the batch and post it.
On Main View ribbon – select Customer Vendor. Enter the name in the Search. Select Transactions tab. The list of transactions will appear in the Simple format, you can select Extended for more detail or Extended if you need to see further history. Transactions for Customer or Vendor can also be found while entering a batch. Once the Customer/Vendor is entered in the batch, click on Locate and this will bring you to the Customer/Vendor and view the transactions on the Transaction tab.
**You can print a history report by selecting Print from the Transaction screen.
Main View ribbon – select Setup. Click on the Checks tab. Select the bank and on the right side there is options for the check type, what you want to print on the check stub and printing location. If you select Check Alignment you are able to alter the location of the white boxes (address location, date and check amount). You can also custom the format of date and how the amount prints.
If you needed a transaction to be electronic or a manual check, and you posted the Payment Batch without selecting the E-check or entering a manual check #:
On the Main View ribbon select Batch History and type of batch. Next, the screen will show you the batches in your current period, you can change on the left filtering if the batch is in another month. Find the account code you need to change and left click on it. Take the option to Change Account. On the next screen you will be able to enter your correcting account code(s). In Version 12 you are now able to split the amount to more than one account code, as long as it equals the same amount as the original. Once filled out click on Confirm bottom right.
**This will create a reversing entry for the original transaction and apply to the correcting account code.
On the Main View ribbon click on Period Closing. Select the oldest year and click on 'close all months'.
*All periods must be closed prior to you final the oldest year. If this process finds any unposted batches or checks, it will not allow you to close that month – follow the steps below to correct these unposted items.
Once all months are closed, click on the Final XXXX (year) at the bottom left. You will receive a message that year is final.
**DO A BACKUP! Label this backup 'Final (year you are to final). This will be the backup if ever needed to review this finaled year for reports. Now, select Add XXXX (year). You will receive a message that New Year is complete, and you will be placed in the first month of your new year.
If batch is unposted: Leave the batch unposted – change your desktop period to the month/year that you need this batch to be posted to. Once you are in the correct month, select the batch. You will then get an option to post to the original month or the month you are now in, select the month needed to post to. If the batch is posted: you have two options
For those customers or vendors who have the same transactions each time you select them, set them up as recur entries to save time.
On Main View ribbon, select Customer Vendor. Once you select the name you would like to setup recurs for. Click the Recur tab, select the Recur Group (payments or receipts).
Then enter the account code(s) that are used, a description (if wanted to have it placed in the comment area of the batch entry), and if the dollar amount(s) are the same put those in also. If the dollar amount(s) are always different, it’s best to leave at zero and change them when the recur entry is brought into the batch. You will notice there are check boxes for Receipt or Payment Batch. If you want the recur entries to automatically fill in when you select in the batch then check the appropriate box. If this is not selected here, you can still copy the recur in, through the batch by clicking on “copy Recur” at the bottom of the entry screen.
The other check boxes above the entry amount are loaded as “Fixed Amount” or “Percent of Allocation” The Percent of Allocation is used if you want to allocate percentages to the account codes. So I 50 is entered in the amount column and this box is checked then it means 50% of the invoice total would be allocated to that account code. You would then have another account code selected for the remaining 50%. Total must equal 100%. When this option is selected you will get a pop-up box at batch entry asking you for the invoice total. Once entered the amount will break based on the allocation you entered.
From the Main View ribbon select Audit. This area can be run for multiple accounting periods. Choose the period(s), choose the account type, report format and transaction type (if you want only a specific type). The Data Selection area allows you to be able to reduce your filter (ex: specific Fund or Dept).
Frequently Asked Questions
Click on View, Employee Record, and Personnel Info. Make sure the City, State and Zip code for the employee’s address are all separated in the three correct boxes. If they are all listed in one, the City field, the names will not print on checks or stubs.
You may need to locate your Fund Accounting database by clicking on view and then Fund Accounting. Click the locate hyperlink next to the “Path To Accounting” field to locate your bdsfundd.mdb file. This file is usually in the bdswin folder on your c: or network drive.
You may need to resend your Labor Distribution to Fund Accounting if you are not seeing it listed under the Unposted Journal Entries (JE) tab or External Batches in Fund Accounting. In Payroll, go to Tools, Labor Distribution, and select either Past 10 Payrolls or All Past Payrolls. Highlight the payroll you wish to distribute and then click “Send Distribution To BDS Accounting.”
If you need to resend your posted Payroll checks to Fund Accounting, click View, and Check Recon. In the drop down menu, select the payroll you wish to transfer to Fund Accounting and click “Transfer” to send. A dialog box will state transfer was complete and the checks can now be found in Fund Accounting.
Click View, Check Recon, and enter check number in bottom left box
Click View, Check Recon, and enter check number in bottom left box
Make sure that all Pay Controls are scheduled for this payroll. Choose view, payroll cycle, and select review Pay Controls. Make sure that any pay controls you are using on the timecards have a check mark by them. If not, select any unchecked Pay Controls and recalculate your payroll.
Click on view, special reports, and “Severance Liability.” This shows what the total liability is for each leave type and then if a leave type is selected, each employee total is shown. Reports can be previewed/printed for the summary totals and employee totals.
If you need to run a Supplemental Payroll, first make sure to post your regular payroll. From the Payroll Cycle screen, put a check mark in the Supplemental box. If you need to use a Supplemental Tax Rate, click the Supplemental Tax Rate hyperlink and enter in the appropriate State and Federal %.
You may need to click Add/Remove Employees if you do not see the needed employees listed. Pay attention to the Review Deductions step to make sure you are withholding the appropriate deductions and benefits. From this step forward, process as a normal payroll.
Choose view, employee record, and select Pay Control. From the pay control screen click on “Change Salary For Multiple Employees.” Use the department column to filter for a specific department (Optional, Right click on a department and choose filter by selection.) Next, select the amount or percent radio button and enter in a value. Next, choose the employees and the software will then show what the changes will be in the “Updated To” column. Run the report to verify and once verified, click commit changes to update the pay controls and timecard.
A retro pay totals can be figured out if the increase is approved for past pay periods.
First, adjust the hourly rate/salary amount for the employee under View, Employee Record, Pay Control. Next, click on the timecard for the employee and click the Retro Pay Worksheet hyperlink. Next, select from the drop down the “Starting From Payroll” to determine how far back to apply the retro pay. The new/adjusted pay amount will be listed in red on the 2nd line of the worksheet. The far right column will display the amount difference calculated between the old and new rate for each payroll selected. At the very bottom of the timecard, click the “Append to Timecard This Pay Difference” to add the amount to the timecard.
The retro worksheet can also be manually adjusted by the user to adjust hours if needed.
A pay control, leave code, or deduction/benefit can be added to multiple employees from view, codes and descriptions. Next, click an option like pay control and then click on “attach to employee” on the top right. The next screen will then display who currently has that pay control. To attach to multiple employees, click the attach/detach option in the right corner. This will then allow you to check employees that need that pay control.
This is also a very quick way to view what pay control, leave type, or deduction benefit is attached to each employee.
Workers comp codes can be setup under view, codes and descriptions, and click on “Workers Comp.” Next, fill out the class code, description, and amount per $100. Next, on the left menu select “Account Reference” and then fill in the workers comp code for each account code. Next, look up an employee and go to the “Employment Data” option on the left. Next, fill in a workers comp code for this employee. Do this for all other employees. The workers comp report can be generated under view, special reports, and “Workers Compensation.”
To remove a deduction/benefit from a single pay period or multiple pay periods, click on tools, and “Deduction Reversal.” Next, highlight the code(s) and click next. Next, select the periods to be reversed and click next. Next, select the employees to reverse and enter in a corrected amount if needed. Furthermore, follow the options to create exception on next payroll or create a reimbursement check right away if needed.
If the direct deposit module has been purchased, the authorization form is available to print. Click direct deposit from the left menu for an employee. Next, click the blue help on the right and on the next screen, below the routing id and account number, click print ach sign up form.
A built in employee guide is available to help with the entry of a new employee into payroll. Click on “add new employee” (just above the first employee listed on the left side.) Fill in the name and address information. At this time there is an option to load another employees default information like pay control, leave, deductions/benefits. Click the load default button to bring up a list of employees and select the employee to copy from and the information is copied. The information can be changed and verified as you proceed. Continue with the setup guide by choosing next to verify, add, or change the information.
A reimbursement option is available on the timecard screen. This can be used to reimburse employees for travel, meals, or other expenses that need to be reimbursed. This is automatically sheltered from any taxes. Simply choose the reimbursement option from the timecard screen, enter in an amount, choose a reference code, and click “Append to Timecard.”
If checks are not aligned properly and adjusting the margins does not help, use the “Check Design” feature. From the top menu choose view and select checks printing. General setup should be defaulted on the left, then click the green check image on the right, and select custom layout. The boxes can be rearranged by clicking on the box (hold the click) and dragging the box to a new position.
There are options on how direct deposit employees are printed so check forms are not used. From the top menu choose view, checks printing, and then select direct deposit on the left. Specify to print on a separate batch and select a different paper tray or the software will prompt when it’s done printing regular checks and insert blank paper to print direct deposit employees. Direct deposit pay stubs can also be emailed (requires e-stub notification purchase from Banyon)
Frequently Asked Questions
On the Account ribbon at the top of your screen, select Set-Up and then Bill Groups. Click on “R” or “G” and type in account code (including the dash) or select from the drop down menu. Repeat for each bill group that you have.
Look up the account and click on Bill History from the Account ribbon at the top of the screen. To select multiple periods, hold the Ctrl key down and click on the periods wanted. Next, click on the Reports drop down arrow and select “Account History”.
Select Set up from the Account ribbon at the top of your screen, then click on Set up Options. Click on the FA Xfer tab and make sure the path name to Fund Accounting is typed in at the bottom, where it says “Location of Fund Accounting” Click on the binoculars to locate the bdsfundd.mdb file in the BDSWIN folder where the data is stored.
Check to make sure the service was scheduled. Select Setup from the Account ribbon at the top of the screen and then click on Schedules. Make sure there is an “X” in the period(s) that you want the service billed. Also, there might be more than one schedule, so be sure to check each schedule from the menu on the left side of the screen.
Look up the account and click on the Service tab, click on the service that you want to adjust. Next, click on the “Adjust” button at the top of the screen. You can adjust either the service balance or the penalty balance. To adjust a Surcharge, you will need to click on the Surcharge tab on the Account Screen. Entering -$5.00 will credit the account $5.00.
Click on the Names tab, then click on the “Add New Name” button and fill in their customer information. A pop up message will appear asking if you would like to activate the account, choose Yes or No. Remember, active accounts WILL get bills.
Look up the account and right click, choose Tools and then select Remove Penalty.
Look up the account, right click and choose Tools, then Unpost Receipt. Choose yes (if it is correct entry to unpost) and then on the next screen, enter your reason for unposting and click Unpost. If you use, Banyon Fund Accounting, you will need to transfer the unposted entry; in FA Transfer select Unposted Retransfer on the right side of the screen, choose which entry you want to send and click transfer.
Look up any account in the bill group you want the register for, then right click and select Bill History. Highlight the period that you want and click on the drop down Reports and select bill register or bill register summary. If you want a different bill group, look up an account in that bill group and follow the same steps.
Click on the transient service and then click the Adjust button. In the “Adjust What” column, click on Trans Amount and enter a positive amount to increase the charge.
Look up the account and then click on the service tab. Click on the service you do not want to bill and in the Rate drop down field put in the No Charge rate. This is usually ‘99’, unless your city has changed it.
No, the system will put the service back to ‘Not Used’ once it has a zero balance.
We suggest that you keep final bills for at least one year (or until your auditor is finished with that year), some reports require account info to work correctly.
On the Account ribbon, click on Other UB Tools and select Account Move. Enter a new account number.
UR stands for Undistributed Receipts; these are over payments/credits on the account(s).
The fee will continue to show up until the full balance on the account is paid.
The adjustment will not print until you calculate again. You can also do an amended bill; on the Account ribbon, click on Current Bill and click the Print button.
You can unpost the receipt. To do this, look up the account and click on UB Tools on the Account ribbon and select Unpost Receipt. Verify the correct amount to unpost, type in your reason for unposting and click Unpost.
If you do not want your final bills to get penalties; on the Account ribbon click on Setup and choose Penalty Collections. Click on the Setup Penalties button; on the Groups Tab click on your final group and use the left arrow button to move them to Groups NOT selected from penalty. If you want to still charge penalties to your final group as a whole and only want to exempt one customer, select the final account, click on the Misc. Tab and check Exempt from Penalty.
On the account screen, click on the Report down arrow and select Bill Forms. Click on the Bill Messages Tab and type your message into the Direct Pay Message field.
Many laser printers recognize jams and will reprint the page that was jammed after you fix the jam. This will only work if you have not turned your printer off. The easiest way to start over and reprint forms is to display the entire run of bills on the screen, click on the printer icon, then click on the Pages Tab and select the pages which you would like to start and end with.
Look up the account, click on the Meter Tab. Click on the metered service that you want to swap out and then click on the Replacement Tab. In the “Old Meter Final Reading” field, enter the meter reading taken from the meter when it was pulled out. Next, enter the Final Read Date in the field provided.
Typically at this point you would see a very large number in the “Current Reading” field, this is to trick the computer into thinking the meter would need to use the usage from the old meter to roll over to zero. Now, when you put the first reading from the new meter into the “New Reading” field, the service will use the combined usage amounts from the old meter and the new meter and bill the correct amount.
If the new meter does not have a new reading of “0”, please enter the initial read into the New Meter Initial Read field. Your customer will not be charged for any initial usage.
First, you must have the Enable Account Budget/UR Adjustments turned on. To do this, click on Setup, located on the Account ribbon at the top of your screen, then select Setup Options. Next, choose the Options Tab and check the box that reads “Enable Account Budget/UR Adjustments”, you will now be able to adjust credit amounts off of accounts.
To make the adjustment, click for more options on the account screen and select Budget/UR Adjustments. In the Adjust What menu, make sure that Undistributed Receipts is selected and enter in the amount you want to adjust. A NEGATIVE AMOUNT REDUCES THE CREDIT; A POSTIVE AMOUNT INCREASES THE CREDIT. Do not forget to give an adjustment comment for reference.
You should always run an Account Balances report at the end of the year. You may also run one at the end of every month or when requested. You can also run this report by service balance, if you’d like.
There is no right or wrong number of backups to keep on hand, our rule of thumb is to backup your data any time you’ve done more work than you want to re-do. You should have a standard policy for backing up data for all of your Banyon Data applications. Five backups that you rotate by date or day are recommended. If you backup to a tape or CD from a server and your data is located on the server you are safer. If you backup to your computer’s hard drive, you should consider a CD backup or USB backup every week or so.
We also strongly recommend a backup be done for end of year and stored as the end of the year backup. (Example: WINUB2013EOY)
Look up the account and click on the Names tab, click on the person’s name that should be receiving a bill. Look to see if the checkbox marked “Send UB Bill” is checked. Click on Edit Current Bill on the Account ribbon, do they have a bill? Click on the Reports drop down arrow and select Bill Forms. On the Ranges tab, does the account have a balance more than the minimum to print?
Look up the account and click on the Names tab, click on the person’s name that should be receiving the late notice. Look to see if the checkbox marked “Send Pen Bill” is checked.
Click on the Reports drop down arrow and choose Penalty Forms. On the Ranges tab, does the account have a balance and delinquency level higher than the minimum to print?
On the Account ribbon, click on Other UB Tools and select Meter Transfer Status.
The new meter reading was probably less than the old meter reading resulting in a rollover. Figure out what is wrong with the meter reading and fix it by clicking on Edit Current Bill on the Account ribbon. You can also restore your backup, fix the meter reading and recalculate.
Another reason could be the Usage Multiplier was changed, lookup the account and click on the Meter tab. Click on the service and check the Usage Multiplier on the Info tab. Normally, the usage multiplier is 1.
The “Amount Due After” on the bill is the same as the amount due or is an incorrect dollar amount. The account may be exempt from penalties, the penalties have not been set up, or they are set up incorrectly. Only the first penalty collection is used when determining pay after amounts.
BILLS DID NOT CALCULATE CORRECTLY – Ask yourself the following questions, these are the most common reasons a bill would not calculate correctly and these will be the first questions asked when you call support.
Are the correct rates attached to the services? Are the rates set up correctly? Are the services scheduled? Was the bill pro-rated? Does the “Units” field show a number other than a 1? Does the “Service Units” field show a number other than 1? Is there a usage multiplier on the meter screen? Was the bill edited? Do any of the services use a complex calculation?
On the Account ribbon, click on Setup and select Penalty Collections; check that the information is correct. Next, click on the Setup Penalties button. Check the tabs to make sure the Billing Groups, Services and Surcharges are in the proper columns. Click on the Charge Details tab and make sure the information for each charge is set up correctly.
There are two different methods that people use to calculate final bills.
