NESFA^® Treasury Procedures:  General Instructions and Comments

Accounting Period

NESFA's accounting period is the month.   You should normally be in the accounting period for which the entry is being made or for which a task is being performed.   Change the accounting period by selecting Tasks > System > Change Accounting Period.

It will be necessary to change the accounting period to the previous month to perform account reconciliation, and to run certain other kinds of reports.  It is important to restore the accounting period to the current month and year after performing one of these tasks.

If the wrong accounting period is set, Peachtree will set the effective date of every transaction created (invoices, receipts, checks, etc.) as the first day of the accounting period set.  In the case of invoices, it will make every invoice created that way to look like it's overdue.  Checks will appear to be stale.

If transactions are created with an incorrect date because of having the wrong accounting period set, each such transaction can be corrected in Peachtree.  Don't forget to set the accounting period to the current month.

Dates

The software normally defaults to the system date.  Make sure the date is the date of the transactions.  Dates are set in U.S. format with four-digit years (mm/dd/yyyy).

When processing orders from other locales, remember that some of them use dates as dd/mm/yyyy.

Posting

After entering and saving transactions, they should be posted.   Select Tasks > System > Post > All Journals.  If you forget, Peachtree will prompt you to do so when you attempt to do something that needs it done.

Paper Trail

If people want to do transactions via their advance accounts, make them write it down.  It is very easy to lose track.  Create a piece of paper for each transaction—NO EXCEPTIONS.  File all the paper in sequential order.

NESFA's reporting numbers

• Federal Tax Identification Number (TIN, TEIN, EIN):  23-7134890
• Massachusetts Tax Exemption Certificate number:  237-134-890
• Massachusetts Adjutant General number:  020405
• City of Somerville tax account numbers for 502 and 504 Medford Street, respectively:  16520200 and 30051255.
• City of Somerville water tax number:  208084001
• City of Somerville real estate parcel number for NESFA's property:  Parcel 041-A/002

Peachtree sorting order

The Peachtree software that we use for Treasury uses strict ASCII sort order.   This means that ‘a’ comes after ‘Z’ (ABC…XYZabc…xyz).  Because all the lowercase letters come after all the uppercase letters, avoid the use of lowercase letters as the first letter of any identifier.

Creating new records in Peachtree

Before creating a new record in Peachtree, be sure that there isn't an inactive record first.   If there is one, then reactivate and modify it (if necessary), rather than creating a new one.  This applies to vendor and customer records, as well as inventory and charge items, and general ledger accounts.

Mail room processing

The mail room person notes on each check either what the payment is for or an indication that a list of items is attached.  A copy of each check is created by whomever is doing the depositing.

Old procedures

This page is maintained by Treasurer at NESFA dot org.