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BK Chapter 10.pdf

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BK Chapter 10.pdf

  1. 1. Indiana Secretary of State Bookkeeper Manual X. Reporting AnalysisX. Reporting Analysis As the Bookkeeper, it is easy to get ‘lost’ in a numerical World. The keyelement to remember is – What is the real World application to these values?The Bookkeeper must constantly strive to analyze the scope of the IndianaSecretary of State operations.Questions the Bookkeeper should ask themselves:What are the different filing types our Office receives?Is there a constant trend among those filings?Are these filings time sensitive?What could be improved to increase filings?How can I store data to evaluate these filings? If the Bookkeeper feels there is a ‘better way’ to store and analyzehistorical data, it is the responsibility of such to suggest these improvements tothe Director of Operations. All opinions and suggestions are valued across theboard from the Executive Staff and welcome every opportunity to improveprocesses for our customers. All Bookkeeper data is stored on the shared drive ‘sos all users’.Generally, it is the Z: drive. All data that the Bookkeeper will enter can be foundin the Accounts Receivable and Revenue Flow folder. X-1
  2. 2. Indiana Secretary of State Bookkeeper Manual X. Reporting Analysis The Accounts Receivable and Revenue flow folder can be found in theOperations folder in the shared drive. All fiscal activity will occur within thesefolders.Activities within the Shared Drive – Operations folder:• Fixed Asset Inventory• Accounts Payable• Staffing/New Hire Documentation• Employee Communications• Forms• Director of Operations Memorandums of Understanding on process• Division Filings Activity• Daily Deposit image scans/Revenue tracking• Division Reports• Procurement/Purchasing The Bookkeeper is considered a cross-trained position with the Operations ofthe Indiana Secretary of State’s Office. The Director of Operations will conductregular training sessions with the Bookkeeper on a variety of related tasks. Tofamiliarize early, it is suggested the Bookkeeper become familiar with all theinter-workings of the Operations folder. The Bookkeeper will track the following daily: • Image scans of the Report of Collections form • Daily values of each Fund/Center into a quarterly spreadsheet • Wire Transfer Data • Refunds progress/process • Filings Activity • Dedicated Account Revenue Balances X-2
  3. 3. Indiana Secretary of State Bookkeeper Manual X. Reporting AnalysisShown above are the folders listed in Accounts Receivable/Revenue folderThe Cash Flow Activity Folder is separated by Fiscal Years - and Quarters X-3
  4. 4. Indiana Secretary of State Bookkeeper Manual X. Reporting AnalysisAll agency Fund/Center information is broken down by individual spreadsheets.Example: Corporations is saved as Corporations (1000-100400) FiscalYear Quarter Within each spreadsheet, data is collected and stored for each dailydeposit, including running totals of month and quarter to date, as well as receiptranges, Quietus numbers, refunds, etc. Any and all activity from a Revenuestandpoint should be entered into these spreadsheets regularly.The Director of Operations can access this information on the shared drive toevaluate process, as well as audit revenue activity.NOTE: If a day’s activity does not occur for ANY spreadsheet value – enter thevalue of 0. Do not leave the field blank. 0 indicates no activity, where a blankfield indicates failure to comply with expectations. X-4
  5. 5. Indiana Secretary of State Bookkeeper Manual X. Reporting Analysis Customer Refunds are also stored in the Accounts Receivable andRevenue Activity folder. All refunds must be entered into the MasterSpreadsheet, as referenced in prior chapters. The Report of Collections folder is also found in the Accounts Receivableand Revenue flow folder. This is where the Daily Deposit Report of Collectionsscan will be stored.The Report of Collections folder is also separated out by Fiscal Year – Quarter-Month.Image scans will be saved as the date of deposit. For example January 1st 2006would be saved as 01012006.TIF X-5
  6. 6. Indiana Secretary of State Bookkeeper Manual X. Reporting Analysis All image scans are saved as .TIF files due to their small size and fasterload times. Image scans are done through the Microsoft Paint program. Simplyopen Paint (Generally found under the Accessories option)Under File toolbar menu – select From Scanner or CameraRemember to stamp ‘COPY’ on all scanned Report of Collections.The scan should occur after the drop-off to the Treasurer’s Office to obtain theQuietus number. Shown below is an example month of ROC scans. X-6
  7. 7. Indiana Secretary of State Bookkeeper Manual X. Reporting Analysis These image scans reinforce that the Daily Deposit was indeed submittedto the Treasurer’s Office. Wire Transfers have their own folder – and are saved by the frequency ofreceived.Example: Enhance Access Deposits are done monthly; therefore they aresaved as the month/year applicable. The purpose of these spreadsheets is to ensure the integrity of alldeposits. Daily deposit information should be stored as an additional auditmeasure, and to evaluate process/forecast future filing activity. Information tracked by the Bookkeeper could lead to additional staff beinghired. It could also be used for outreach program’s evaluation criteria, as well asrevenue projections necessary to comply with budget proposals. Situations will arise over the course of employment for the Bookkeeperthat may or may not be specifically covered in this manual. The basic principlessuch as retention of supporting documentation will be a constant of allapplications. If there is ever any question on how to handle a process, evaluatean incident, or general troubleshooting please consult the Director of Operations. X-7

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