Circuit Manual

Circuit
User’s Manual
CEHL
October 2012
-2-
Circuit User’s Manual
Index
What is Circuit ?.…..………….………………………………………………………………... 3
Loading Circuit….……….....…………………………………………………………………….. 3
Specifications..….……….....……………………………………………………………………. 3
Tips and Hints….….…….....…………………………………………………………………….. 3
Saving………..….……….....…………………………………………………………………….. 3
Back up………….……….....…………………………………………………………………….. 3
Printing………….……….....……………………………………………………………………... 3
Starting A New Financial Year……………………………………………………………….. 4
What you should have before starting ?……………………………………………………….. 4
Updating Circuit for the new Financial Year…………………………………………………... 4
July Bank Reconciliation Worksheet……………………………………………………….. 5
Updating Circuit each month….……….....………………………………………………….. 6
1. The Rent Cards Worksheet….……….....……………………………………………..6
Closing off a Rent Card….……….....…………….…………………………….…...…7
2. Cash Receipts Worksheet..................................................................................... 8
3. Rental Summary Worksheet….……….....…………………………………………… 9
4. Cash Payments Worksheet….……….....………………………………….………… 10
5. Bank Reconciliation Worksheet.….……….....……………………………………… 11
6. Unpresented and Presented Cheques worksheet….……….....…………………. 12
Difficulties with the Bank Reconciliation….……….....…………………….……………… 13
Petty Cash Worksheet….……………………………………………………………………… 14
Circuit Reports….. ….……….....……………………………………...………………………. 15
Rental Report….……….....……………………………………………………………………… 15
Expenditure Report….……….....……………………………………………………………….. 15
Budget Report….……….....……………………………………………………………………... 15
BAS………….….……….....……………………………………………………………………… 15
Financial Report….……….....…………………………………………………………………… 16
Property Maintenance File……….……….....………………………………………………….. 16
Occupancy Report….……….....……………………………………………………..…………. 16
Appendix….……….....………………………………………………………………………….. 17
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Circuit User’s Manual
Version 1.0
July 2012
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What is Circuit ?
Circuit is an MS Excel software application for bookkeeping, and reporting designed
specifically for the CERC Program.
Loading Circuit
Read the notes for changes in the current year’s version in the ‘Notes’ tab.
Specifications
Circuit will operate on MS Office 2007 and any later version and requires 256mb memory.
Tips and Hints
 Tips will appear on worksheets by hovering your cursor on the cell you want to update.

Always click ‘Options’ in the Security Warning tab, then click ‘Enable Content’
Saving
Good practice is to “Save” at the end of updating any Worksheet;
Back-Up
Have a Back-Up copy of Circuit on a memory stick, CD or Portable Hard Drive for each
month.
Printing

Highlight the area of any Worksheet to be printed;

Click the “Print” Option;

Click on “Selection” in Print Range box;

Click “Ok”.

Quarterly Reports can now be printed from the ‘Menu’ tab.
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Version 1.0
July 2012
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Starting a new Financial Year
What you should have before starting?

Current Year’s First Schedule from CEHL

Rent Cards from the previous period;

Bank Reconciliation from the previous period;

The new version of Circuit from CEHL (for the new financial year).
Updating Circuit for the new Financial Year
Always click ‘Options’ in the Security Warning tab, then click ‘Enable Content’
Start with the ‘Menu’ worksheet tab:

Enter the CERC’s name;

Enter street address of each property.
Then go to ‘Rent Cards’ worksheet tab:

Enter Tenant’s name;

Address;

Property number;

Tenancy start date
Enter the tenant’s
carried forward
balance from the
previous financial
year. This could be
positive (advance) or
negative (arrears)
CERC Name:
Sally White
10 Park St
Collingwood
PROPERTY No.
DATE OF TENANCY
END OF TENANCY
PAYMENT DETAILS
RENT CHARGED
Balance Brought Forward as at
July-2012
Rent Paid
Rent Charged
Rent Paid
Rent Charged
Rent Paid
August-2012
1-Jul-12
9/07-380
15-Jul-12
23/7-380
1
1/08/2005
RENT PAID
30-Jun-12
BALANCE
DAYS IN ADVANCE/
ARREARS
PAID UP TO
(DATE)
11
11 Days Ahead
8-Aug-12
$235.62
2 WEEKS TO
14-Jul-12
$
380.00
2 WEEKS TO
28-Jul-12
$
325.71
$
380.00
$
380.00
$235.62
$235.62
-$144.38
$235.62
-$90.09
$289.91
$289.91

Enter the rent to be charged. Please note, the first rent period may be one week or
two, depending on the financial year. Adjust the rent figure according to when the new
rent applies ie: 1st week may be at the previous financial year’s rent and the 2nd week
will be at the new financial year’s rent.

If you do not enter a tenancy start date Circuit will not allow you to proceed to the next
worksheet tab.

Repeat for each property.
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Circuit User’s Manual
Version 1.0
July 2012
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July Bank Reconciliation Worksheet
MONIES AT BANK
BALANCE OF STATEMENT(S) AT END OF
Jul-2011
Investments
NAB Cheque Account
$
49,402.50
(1)
NAB Investment Account
$
23,756.70
(2)
$
TOTAL
$
73,159.20
(3)
(4)
Mark this column if Unpresented Cheques
still unpresented in Carried forward from last financial year - please type details in columns below
Aug-2011
Cheque #
4532
Manually record all
cheques from
June’s bank
reconciliation that
have not been
presented in July
Payee
Amount
JP Hardwick
$
500.00
This month
Cheque #
Payee
Amount
UNPRESENTED CHQ TOTAL
$
500.00
(5)
TOTAL
$
72,659.20
(6)
Adjusted Bank Balance
TAKE (5) FROM (4)
BALANCE CASH RECEIPTS AND CASH PAYMENTS
Type in the CASH BOOK BALANCE from end of last financial year.
$
66,549.18
(7)
TOTAL INCOME THIS MONTH
$
13,793.86
(8)
$
80,343.04
(9)
TOTAL
TOTAL EXPENDITURE THIS MONTH
CASH BOOK BALANCE
$
7,183.84
(10)
TOTAL
$
7,183.84
(11)
TOTAL
-$
73,159.20
(12)
Enter in previous
financial year’s
closing cashbook
balance from
June’s bank
reconciliation
TAKE (11) FROM (9)
DIFFERENCE
$
-
Is your Bank Reconciliation OK? Yes
IF NO THE ACCOUNTS ARE NOT RECONCILED, SEEK ASSISTANCE

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Circuit User’s Manual
Version 1.0
July 2012
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Updating Circuit each month
Documents you need before starting:

Bank Statements;

Centrepay Statements (if applicable);

Cheque Requisition Forms with attached invoice/s;

Details of any tenancy or rent changes in the last month i.e. from rent assessments
1. The Rent Cards Worksheet:
Record all rents paid
CERC Name:
Type Name
Type Address
Type Address
PROPERTY No.
END OF TENANCY
PAYMENT DETAILS
RENT CHARGED
Balance Brought Forward as at
July-2012
Rent Paid
Rent Charged
Rent Paid
Rent Charged
Rent Paid
August-2012
3
DATE OF TENANCY
RENT PAID
BALANCE
DAYS IN ADVANCE/
ARREARS
PAID UP TO
(DATE)
30-Jun-12
1-Jul-12
2 WEEKS TO
14-Jul-12
$
-
15-Jul-12
2 WEEKS TO
28-Jul-12
$
-
Step 1 Enter date and
amount of rent paid
eg. 4/7-$250
If there is a Centrepay fee,
record as eg.4/7-$250cp or
$249.01+.99
$
-
$
-
$
-
#DIV/0!
Step 2 Enter
total paid for the
relevant period
eg $250
Print a copy of the Rent Card each month for all tenants. Refer to the printing instructions
on page 3.
How to record tenant’s Centrepay deposits
The difference between the bank statement and the Centrepay Report will be the
centrepay fee.
When recording the deposits onto the tenant’s rent card use the amount from the bank
statement plus the centrepay fee. To indicate it has a centrepay fee type ‘cp’ or +.99 after
the rent amount.
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July 2012
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Closing off a rent card when a tenant “vacates” the property
Step 1 Calculate the number of days rent is to be charged and enter in the amount in the
‘rent charged ‘column.
Example: Sally ends her tenancy on the 26 July. Her fortnightly rent payment begins on
the 15th July. Therefore she has 12 days of rent to pay.
$380 ÷14days x 12 = $325.71
CERC Name:
Sally White
10 Park St
Collingwood
PROPERTY No.
PAYMENT DETAILS
1/08/2005
END OF TENANCY
26/07/2012
RENT PAID
BALANCE
RENT CHARGED
Balance Brought Forward as at
July-2012
Rent Paid
Rent Charged
Rent Paid
Rent Charged
Rent Paid
August-2012
1-Jul-12
3/07-380
15-Jul-12
17/7-325.71
Rent Paid
Rent Charged
Rent Paid
29-Jul-12
1
DATE OF TENANCY
DAYS IN ADVANCE/
ARREARS
PAID UP TO
(DATE)
0 Days Ahead
28-Jul-12
30-Jun-12
2 WEEKS TO
14-Jul-12
$
2 WEEKS TO
28-Jul-12
$380/14*12 = $325.71
2 WEEKS TO
$
11-Aug-12
380.00
-$380.00
$
380.00
$
325.71
325.71
$
-$325.71
-
Step 2 Delete rent
charged after the
close off date which
is 26/07/2012
Balance Brought Forward as at :
30-Jun-12
$0.00
PLUS TOTAL RENT PAID
$705.71
MINUS TOTAL RENT CHARGED
$705.71
DIFFERENCE*
* IS THE DIFFERENCE EQUAL TO THE BALANCE TOTAL?
* DOES THE TOTAL RENT PAID BALANCE WITH CASH RECEIPTS JOURNAL?
NOTES:
Tenant left on the 26 July. No outstanding rent
Step 3 Add a note to the
bottom of the rent card when
the tenant has vacated. If a
refund is due, record the
cheque details
New Tenants
Every new tenancy must have it’s own rent card. If a tenant transfers from one property
to another set up a new rent card. When setting up a new rent card always record the
name and address on the left hand side of the rent card. This automatically updates the
right hand side.
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Version 1.0
July 2012
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2. Cash Receipts Worksheet:
This worksheet is for recording all income for the month – there is a separate worksheet
for each month of the financial year.
Step 1 Record rents paid for
each property on each date
received (as per the bank
statement) in this section.
CASH RECEIPTS JOURNAL
DATE
Jul-2012
REFERENCE BANK STMNT
Jul-2012
PAGE NO.
1-Jul
16-Jul
24-Jul
1,3
2,5
unidentified
1
3
31-Jul
tsfered from unident to property#4
Jul-2012 TENANTS RENTS ONLY
1
2
$380.00
3
4
5
6
7
unident
9
10
11
$278.00
$240.00
$330.00
$350.00
Total Rents
$350.00
$380.00
$240.00
$278.00
$350.00
-350.00
$330.00
Note: ATO refunds shouldn't be inserted in GST Column
Interest must INSURAN
go in the "Interest" column only
MAINTEN MAINTEN Note:
AUDIT/V
ACCOUNT
TRANSFERS
DATE
Jul-2012 DESCRIPTION
31-Jul
GST
NO GST
NAB Savings Acc
INTEREST
CEHL
NO GST NO GST
$731.00
ANCE
ANCE
CAT &
CYCLICA ONGOIN INSURAN
NO GST
L
G
CE
RATES
ADMIN
ATO
CE &
OWNERS REFUND
NO GST
CORP
$731.00
Step 2 Record all income other
than rent (ATO refunds, interest
etc.) in this section
Tip - Columns beyond column ‘N’ can now be hidden by using the hide function in excel.
Highlight the columns to be hidden, then right click on the mouse and select ‘hide’
Unidentified Rent Deposits
Unidentified deposits are to be recorded on a separate rent card. Select the next available
rent card and type in the tenants name as ‘Unidentified deposits’ under Property No.
‘unident’
In Cash receipts it will automatically appear in the rent section as a column headed
‘unident’. See example diagram above
1. Record the date of deposit and amount on the rent card.
2. Record the deposit in Cash Receipts under the column header ‘Unident’
3. To reallocate the unidentified deposit in the Rent Card under Rent paid column
record as a – negative and in the notes type transferred to property X.
4. To reallocate the unidentified deposit in Cash Receipts under the ‘Unident’
column record as a – negative and then record it in the actual property column
When the deposit is identified, make the adjustment in the current month not when the
deposit appeared on the bank statement.
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Circuit User’s Manual
Version 1.0
TOTAL
July 2012
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3. Rental Summary
The rental summary shows all rents paid per month by each property. The worksheet
compares the amounts recorded on the Rent Cards with the amounts recorded in the
Cash Receipts.
After entering the amounts on both the Rent Cards and Cash Receipts for the month,
check the rental summary to make sure the balances both match.
If the two total amounts for
the month are different, it will
appear in the ‘DIFFERENCE’
line for the property
If there is a difference check the amounts on the Rent Cards and Cash Receipts are
correctly entered.
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Circuit User’s Manual
Version 1.0
July 2012
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4. Cash Payments Worksheet:
This worksheet is for recording all expenditure for the month– there is a separate
worksheet for each month of the financial year.
Step 1 Record
details of all
cheques written
during the month
and all direct debits
appearing on the
bank statement.
CASH PAYMENTS JOURNAL
Mark
Unpresent
ed
PROPERTY
Cheques, ADDRESS
start with
Jul-2012 'a', up to
DATE
2-Jul-12
a
PAID TO
Jul-2012
Enter the amounts minus the GST into the various categories.
If GST does not appear separately on Tax Invoice, divide the total by 11 to calculate GST Amount.
ACCOUN
INSURAN
T
CEHL
RATES
MAINTENANCE
AUDIT &
CE &
TOTAL
TRANSFE RENT
CERC
CHEQUE No.
GST
VCAT
OWNERS
DESCRIPTION
INCL.
RS
ADMIN
FEES
CORP
GST
WATER COUNCIL
FEES
NO GST NO GST NO GST NO GST CYCLICALONGOING
J P Hardwick
4532
$ 45.45
9-Jul-12
The Locksmith
4533
$
9.00
23-Jul-12 b
Mitre 10
4534
$
2.44
25-Jul-12 c
Australia Post
4535
$ 10.91
$ 109.09
2x Boxes of stamps
30-Jul-12
Officeworks
4536
$
$ 59.10
Ink Cartridges
31-Jul-12
Ruffles
4528
-$ 16.80
31-Jul-12
Centrelink
DD
$
$ 454.55
Audit fees
$ 90.00
Spare keys cut
$ 64.40
5.90
Drill
-$ 168.00
0.99
Curtains Cancelled Chq
$
Step 2 If your
Co-op uses
Centrepay
ensure that
you have
recorded cp
fees including
GST
9.90
Centrepay fees
How to record a cancelled cheque
In the current month, record the
details of the cheque to be
cancelled and record the amount
as a negative. If the payment
has gst, also record as a
negative. Do not include the
original cheque and the
cancelled cheque in the bank
reconciliation.
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Circuit User’s Manual
Version 1.0
July 2012
$500.00
$99.00
$66.84
$120.00
$65.00
-$184.80
$10.89
-11-
5. Bank Reconciliation Worksheet
This worksheet is used to cross check your bank statement with your income and
expenses for the month.
Step 1
Record the end-of-month
balances for each bank
account, using a separate
line for each account
Step 2 Look at last
month’s bank
reconciliation and mark
any cheques that are
still unpresented in that
month with a,b,c etc.
They will automatically
appear as unpresented
in the current month.
Step 3 Unpresented
chqs will transfer into
this section. From the
current month’s cash
payments worksheet
(on page12)
follow steps 4, 5, 6
All other fields on this screen are automatically filled in by Circuit;
If all information is correctly recorded, the “Difference” line should read “0” and the “No” will
change to “Yes” and the Bank Reconciliation is complete.
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July 2012
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6. Unpresented and Presented cheques
Step 4 Look at the bank statement
and on the worksheet mark the
presented cheques with an ‘X’ so they
stand out from the other cheques.
Step 5 Cheques that
are not on the bank
statement are called
unpresented cheques
mark them as a,b,c etc.
They will appear on the
bank reconciliation
sheet for the current
month.
Step 6 Delete the ‘X’
from the worksheet to
enable the bank
reconciliation to
balance.
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Circuit User’s Manual
Version 1.0
July 2012
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Difficulties with the Bank Reconciliation
If, after completing the Bank Reconciliation and it does not read “Yes” (i.e. is not
balanced), there are various steps you can retrace:

Did the bank reconciliation balance last month?

Are all the amounts in Cash Payments and Cash Receipts worksheet entered correctly
to the cent?

Have all direct deposits (other than tenant rents) and direct debits from the bank
statement been entered. Is the current month’s unpresented cheques marked off as a,
b, c etc.?

Check last months unpresented cheques to see if they have been presented.

Does the Rental Summary balance?

Are the closing balances on the Bank Statement recorded correctly?

Is there a page missing from the Bank Statement, e.g. there may be a second page on
the back?

Are Centrepay fees recorded in the Cash Payments worksheet?

Has all income been recorded in the Cast Receipts worksheet, e.g. rents, ATO
refunds, Interest, CEHL refunds etc.?
If, having checked all of the above, the Reconciliation still does not balance, perhaps seek
a second person to check the figures or contact CEHL for assistance.
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Circuit User’s Manual
Version 1.0
July 2012
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Petty Cash Worksheet
This worksheet may be used if the CERC operates a petty cash system; it does not interrelate with the rest of Circuit and will not affect any other worksheet.
Enter the
amount of
the Float
Enter details of each item of
expenditure in these rows
Having entered the above details, the “Cash on Hand” should equal the amount of cash
actually in the Petty Cash box.
Cash a cheque for the amount required to restore the original float.
This completes all data entry tasks for the month.
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Circuit User’s Manual
Version 1.0
July 2012
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Circuit Reports
Circuit automatically generates reports from the data entered into the worksheets. They
are essential for the Treasurer, the CERC Board and General Members to make informed
decisions about the CERC’s finances.
Rental Report
This report shows the rent balances for all CERC properties and highlights any tenants
more than 21 days in arrears;
For any tenants more than 21 days in arrears, actions taken should be recorded in the
lower section of the Report;
This Report should be presented to the CERC Board every month.
Expenditure Report
This report shows all expenditure for the month – and is generated from the data entered
in the Cash Payments Worksheet;
The Report should be presented to the CERC Board and general members every month.
Budget
This Report provides a comparison between actual expenditure and allocated funds based
on percentage of rents collected;
The Budget Month to Date (MTD) and Year to Date (YTD) figures are generated from the
Cash Receipts Worksheet;
The Actual (MTD) and (YTD) figures are generated from the Cash Payments Worksheet;
CERCs are able to change the budgeted percentage for each item (except the Company
Rent, which is set at 55% of Forecast Rental Income) in this Report by changing them in
the Cash Receipts Worksheet;
The Report is a guide to inform financial decision-making.
BAS
The BAS (Business Activity Statement) is a report to assist the CERC in preparing the
quarterly BAS Statement for the ATO;
The Report is generated from the Cash Receipts and Cash Payments Worksheets.
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Version 1.0
July 2012
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Financial Report
This report shows all income and expenses for the month, quarter, and year to date and is
generated from the data entered in the Cash Receipts and Cash Payment Worksheets;
The Report shows if the CERC is running at a profit or a loss for the period;
The Report should be presented to the CERC Board and General Members at each
meeting.
Property Maintenance File
This Report shows all maintenance expenditure per property for the financial year;
The Report is generated from the data entered in the Cash Payments Worksheet
(provided a Property Address was correctly assigned to any Maintenance payments in that
Worksheet);
This Report should be provided to the Maintenance Director regularly.
Occupancy Report
This Report forms part of the Quarterly Report to CEHL and notes any tenancy changes in
the period;
Most fields are automatically completed by Circuit from the Rent Cards, some fields are
required to be completed on the Report.
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Circuit User’s Manual
Version 1.0
July 2012
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Appendix
Explanations of points on bank reconciliation
(1) Bank Account balance from Bank statement at the end of the current month.
(2 -3) Investment Account balance from Bank statement at the end of the current month.
(4) Total of all bank account balances
(5) Total of all un-presented cheques
(6) Total of un-presented cheques subtracted from total of bank account balances
(7) Cash book balance from last month
(8) Total Income this month = All Cash Receipts
(9) Total of (7) + (8)
(10) Total expenditure this month = All Cash Payments
(11) Total of (10)
(12) Cash book balance as a result of Total Expenditure (11) less Total Income (9)
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Circuit User’s Manual
Version 1.0
July 2012
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