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Payroll Items

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Processing Payroll

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ClerkBooks Custom Reports

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Pay Liabilities

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Employee Center

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Knowledge Base

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User Support

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Software Features

ClerkBooks Municipal Accounting System converts Intuit QuickBooks® (the world’s number one small business accounting software) into a full Fund-based accounting system to help simplify municipal financial management. ClerkBooks is designed to offer standard accounting features, plus easy, time-saving tools to meet the unique needs of Local Government.

QuickBooks Software
ClerkBooks is proud to work with Intuit®, the makers of the world’s most popular accounting software: QuickBooks®. While QuickBooks® handles 90% of the accounting tasks in the ClerkBooks Municipal Accounting System, we have added several features specifically for Cities. We have added Fund Accounting and a Uniform Chart of Accounts as recommended by your State Auditor’s Office. We have added a Utility Billing Module which calculates usage and creates QuickBooks® invoices based on multiple rates per customer type and usage levels. We have also added over 50 custom reports and custom payroll functions designed specifically for City Fund accounting. We have added the features that Cities need but do not come with QuickBooks® by default. ClerkBooks works with all QuickBooks Desktop editions (Pro, Premier, Enterprise)- which are still available. ClerkBooks does not work with QuickBooks Online (QBO).
Pro/Premier Editions Enterprise Edition
Number of Transactions (total # of checks, paychecks, liability checks, invoices, payments, credit memos, etc.)/i> approx. 625 per month approx. 20,000 per month
Simultaneous Users (# of users in the same file as the same time) 1-5 1-30
Accounts in the Chart of Accounts bank, assets, liabilities, income, expense, etc. 10,000 100,000
Name Capacity Customers, Vendors & Employees Combined 14,500 100,000 +
Payroll Items Wages, Salaries, Benefits, Taxes Combined 10,000 100,000 +
Funds General, Special Revenue, Debt Service, Permanent, Proprietary, etc. 10,000 100,000 +
Memorized Reports 14,500 29,000
Memorized Transactions 14,500 50,000
General Ledger / General Journal
ClerkBooks uses a Uniform Chart of Accounts as suggested by your State Auditor’s Office. This means all of your reports will always line up with the State Budget report and Annual Financial Report. Most of our Clerks are able to prepare their Annual Financial Report within 30 days of year end! ClerkBooks gives your Council an updated fund balance at the end of every month, so there are no surprises at the end of the year.
Pro/Premier Editions Enterprise Edition
Uniform Chart of Accounts (As suggested by your State Auditor’s Office – with account numbers) Yes Yes
Fund Tracking (General, Special Revenue, Debt Service, Enterprise, etc) Yes Yes
Current Assets (Cash, Checking, Savings, CD’s, A/R, Pre-Paid Expenses, Due from other Funds, etc.) Yes Yes
Long-Term Assets (Land, Buildings, Equipment, Depreciation, etc.) Yes Yes
Current Liabilities (A/P, Sales Tax Payable, Payroll Liabilities, etc.) Yes Yes
Long-Term Liabilities (Bonds, Loans, etc.) Yes Yes
Income (Property Taxes, Other Taxes, Intergovernmental, Charges for Services, etc.) Yes Yes
Expense (by Activity and by Expense: Public Safety:Fire Department:Capital Outlay, etc.) Yes Yes
Account Registers
Pro/Premier Editions Enterprise Edition
Checking and Petty Cash Yes Yes
Savings and Investments Yes Yes
Credit Cards Yes Yes
Easy Account Reconciliation Yes Yes
Accounts Payable
Pro/Premier Editions Enterprise Edition
Purchase Orders, Bills, Credits and Discounts Yes Yes
Contractor Management (1099s) Yes Yes
Individual Voucher Forms Yes Yes
Summary of All Claims for Approval Report Yes Yes
Summary of Claims Paid and Revenues Received Report Yes Yes
Accounts Receivable & Utility Billing
The utility billing module calculates usage and charges for water / sewer, garbage / recycling, and electricity (including 3-phase and demand calculations). Meter readings are entered in using one screen, similar to a spreadsheet, or can be synchronized with a handheld reading system. The system allows each QuickBooks customer to have multiple meters and effortlessly calculates different rates for multiple customer types & usage quantities. Invoicing for minimum charges, surcharges and discounts is a breeze. ClerkBooks also tracks customer deposits, payments, and late fees.
Pro/Premier Editions Enterprise Edition
Sales Receipts (Building Permits, Pet Licenses, etc.) Yes Yes
Prints Meter Reading Worksheets Yes Yes
Easy Spreadsheet-Style Entry for Meter Readings Yes Yes
Import Readings From All Automatic Readers (Badger, Sensus, etc.) Yes Yes
Automatically Calculates Usage Yes Yes
Exports Invoices into QuickBooks Yes Yes
Print or E-mail Invoices from QuickBooks Yes Yes
Track Payments & Make Batched Deposits Yes Yes
Utility Summary and Detail Reports Yes Yes
A/R Aging Summary and Open Invoices Reports Yes Yes
Sales Tax Management Yes Yes
Payroll
ClerkBooks automatically calculates net pay including gross wages, vacation, sick pay, insurance, taxes, retirement, and more, making it easy to pay your liabilities. Easily break payroll down by fund and expense line. Create 941 reports, and fill in your W-2s with the easy to read Payroll Summary report. The Enhanced Payroll Subscription can be added with annual fees.
Standard Payroll Enhanced Payroll
Suggested for Cities with: (Do not count salaried (or evenly paid) employees while considering which payroll option is the best for your City) Up To 10 Hourly
Employees
10+ Employees
Paid Hourly
Subscription Update Required None Annual
Time Card Processing Yes Yes
Income Items (Wages, Salaries, Overtime, Holidays, Vacation, Sick, etc.) Yes Yes
Deduction Items (Retirement, Insurances, Child Support, etc.) Yes Yes
Tax and City Contribution Items (FICA, State Withholding, SUI, FUTA, Retirement, etc.) Yes Yes
Tracking Payroll Items by Fund (General Fund, Roads, Water, Sewer, etc.) Yes Yes
Easily Track Vacation and Sick Time (Does not track Comp Time) Yes Yes
Automatic Calculations (Gross Wages, Net Pay, Social Security, Unemployment, Federal Unemployment, Health Insurance, etc. Yes Yes
Federal and State Withholding Manual Automatic
Direct Deposit (Additional Fees Required) Manual Automatic
Easy Payroll Liability Payment Manager Yes Yes
Federal Forms Included (941, 940) PDFs Online Print From QuickBooks
State Forms Included (Retirements, SUI, Withholding) Online Online
E-File and Pay Manual Automatic
Reports

Even though QuickBooks comes with 100s of customizable reports, ClerkBooks has added an additional 50 custom reports designed and organized specifically for Municipalities!

Closing Reports

  • Balance Sheet by Fund (Fiscal Year-to-Date)
  • Profit and Loss by Fund (Fiscal Year-to-Date)
  • Open Invoices
  • Unpaid Bills Detail


Finance Committee Reports

  • A/R Aging Summary
  • Open Purchase Orders Detail
  • Voided/Deleted Transactions Summary (Last Month)
  • Missing Checks


Council Reports

  • Balance Sheet by Month (Fiscal Year-to-Date)
  • Profit and Loss by Fund (Last Month)
  • Treasurer’s Report (Last Month)
  • Profit & Loss Budget vs. Actual Summary (Fiscal Year-to-Date)
  • Summary of Claims for Approval
  • Claims Paid & Summary of Receipts

Budget Reports

  • Budget Worksheet – General Fund
  • Budget Worksheet – Library Fund
  • Budget Worksheet – Fire & Ambulance Funds
  • Budget Worksheet – Road Use Fund</l
  • Budget Worksheet – Water Fund
  • Budget Worksheet – Sewer Fund
  • Budget Worksheet – Electricity Fund
  • Budget Summary (Last Fiscal Year)
  • Budget Summary (This Fiscal Year)
  • Budget Summary (Next Fiscal Year)

AFR / Audit Reports

  • Balance Sheet by Year (Last 2 Fiscal Years)
  • Profit and Loss by Fund (Last Fiscal Year)
  • Trial Balance by Fund (Last Fiscal Year)
  • General Ledger (Last Fiscal Year)
  • Transaction Detail (Last Fiscal Year)

Tax Reports

  • Payroll Summary (Last Month)
  • Payroll Summary (Last Quarter)
  • Payroll Summary (Last Calendar Year)
  • Sales Tax Liability (Last Month)
  • Sales Tax Liability (Last Quarter)

Utility Billing Reports

  • ACH/Auto Pay Export
  • Accounts Receivable Aging Summary
  • Billing Register
  • Billing Summary
  • Deposit Detail Report
  • Open Invoices
  • Utility Usage by Customer Type
  • Utility Usage by Service Type
  • Meter Reading Worksheet (by route & read order)

Historical Reports

  • Balance Sheet by Year
  • Balance Sheet by Quarter
  • Balance Sheet by Month
  • Profit & Loss by Year
  • Profit & Loss by Quarter
  • Profit & Loss by Month

Closing Tools Module

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Services

Wouldn’t it be great if we could accomplish everything voters want every year? Unfortunately we don’t have enough resources. But with just a little help, proper planning and thorough monitoring, we can accomplish more than we think. It’s time to dream again! ClerkBooks has been around since 2008 and all of our support representatives are former City Clerks, Treasurers or City Administrators. Over the years, we have learned a few things. Let our professional staff help you. ClerkBooks is more than software. Click on the topics below to learn about the services we offer.

File Set-up

To get you up and running, ClerkBooks offers both remote and on-site set-up, configuration and training. A member of our support team will install the software, configure and streamline the system to be applicable for your city, and help you get comfortable with the system. We will make sure you know where and how to get started right away.

We get your beginning Fund balances into the system. We import your customer list, beginning customer balances, current meter readings, and set-up your utility rates. We set-up your employees and enter their year-to-date totals so W2s will be a breeze. We help customize your utility bill invoices as well as your Council Reports. By the time we are done, we typically have 1-2 months of accounting in the system for you.

Training & Support

Beyond set-up and configuration, ClerkBooks offers several support and training options. We have created a user support site with over 12 hours of video training covering both QuickBooks and the ClerkBooks additions. The support site also includes a searchable online Knowledge Base where you can ask questions and get step-by-step directions. For one-on-one assistance, we have several support packages available at various price points. Our support team can connect into your computer to see your screen and walk you through the answers you need. The minutes you purchase can be used in 5 minute increments and they never expire. 10 hours of remote support are included when converting to ClerkBooks to ensure you have the support you need to get started.

NEW! All City Councils are encouraged to watch two videos focused on understanding the financial in order to make informed decisions, catch mistakes and prevent fraud.

You are never alone with the ClerkBooks Municipal Accounting System. We are here to help you succeed!

End-of-Year Review and Closing

Closing the end of the fiscal year is much more intense than closing each month. While all of the monthly Closing Tools need to be done as usual, the end of the fiscal year requires additional closing steps. For instance, you will need to pay extra attention to your balance sheet:

  • Verify all Bank Accounts (even CDs, and Petty Cash) are all reconciled and all outstanding transactions are still valid
  • Verify all A/R balances are accurate and collectible
  • Verify all A/P balances are accurate and payable
  • Verify all Payroll Liability balances are accurate and payable
  • Verify all other Balance Sheet account balances are accurate

Many cities will also need to convert from “Modified Cash Basis” to “Pure Cash Basis”. This includes temporarily:

  • Adjusting off unpaid A/R balances
  • Adjusting off unpaid A/P balances
  • Adjusting off unpaid Payroll liabilities
  • Adjusting off Loan & Asset balances

Don’t forget to reverse these adjustments to get them back on the books as of the first day of the next fiscal year. Having an extra set of eyes review your financials, before giving the books to an auditor, can save you a lot of questions by the auditor. Many times we can see things that you don’t, just because we do this with so many other cities every year. We have a different point of view.

If you would like an extra set of eyes to help with the end-of-year process we would be glad to help. Give us a call, or send us an email right away so we can schedule your end-of-year review.

Annual Report Assistance

Filling out and filing your annual State reports can be a daunting task. Many times these reports are in lieu of an audit. This means they need to be as complete and accurate as an audit. Some States have more than one annual report. In that case, you have to make sure that the multiple reports all communicate the same information. You also need to make sure they all balance with your QuickBooks file.

We are here to help! ClerkBooks can assist you in preparing your annual reports. We can help you move the information from QuickBooks to your annual reports. If you prefer to do the data transfer yourself, ClerkBooks can quickly review your reports before presenting them for approval. This ensures that your reports all match and they all balance with your books.

If you would like an extra set of eyes to help with your annual reports, we would be glad to help. Give us a call, or send us an email right away so we can schedule your appointment.

Budget Assistance

There is an art to creating a budget. The city’s budget should be a representation of the goals and activities the Council wants to accomplish over the next 12 months. Simply copying last year’s budget is likely not going to get the desired results.

For example, levies should be re-evaluated each year. Many times we can shift the levies from one to another, without raising the levy rates, and have a dramatic effect on our fund balances. Cities that struggle to make ends meet can be revitalized by just a few minor adjustments here and there.

Budgets should always be coupled with a short and long term Capital plan. This takes us away from a “patching holes and putting out fires” emergency management style. It puts the City back in control of their finances.

If you would like to get a new point of view with your budget, we would be glad to help. Give us a call or send us an email right away so we can schedule your appointment.

Audit Assistance

Let’s be honest. Unless you have built a relationship with an auditor over the course of several years, nobody likes hanging out with their auditor. Audit time is usually fairly stressful. While we build relationship and trust with our City Council and with the public every month when we report the financials, the auditor is coming from a neutral place. They are not supposed to inherently trust us.

It is the auditor’s job to find something. Their report back to the City is referred to as the “findings of the audit”. As they search through your records, they have to interpret your records from GASB’s standard point of view. That is why having a solid chart of accounts and using the chart of accounts properly is so important. If anything is entered in a non-traditional way, auditors ask questions. When you can answer those questions, they are happy. When you struggle to answer their questions, they write findings.

We are here to help! ClerkBooks works with auditors all the time. We speak their language. Sometimes it just takes a little interpretation to get the answers they need. Sometimes we can dig into the data much deeper than you can because we have an accountant’s version of QuickBooks.

If you have an audit coming up, we can help. We can help you prepare before the audit. We can help you answer questions during the audit. We can help you respond to findings after the audit.

Let us know as soon as you are notified about your upcoming audit. Then stay in touch with us during and after the audit. We truly want to help make your job easier!

Council Training

The City Council, or Board, is responsible for safeguarding the City’s assets. To do so, they must often times make tough decisions considering the limited resources they have. They must strive to use these limited resources in the most efficient way possible; to meet as many needs and wants as they can.

The City’s staff is responsible for carrying out actions according to the Council’s decisions. In turn, they must provide timely and accurate information about those actions. This information can assist the Council in making the next set of tough decisions.

Part of safeguarding the City’s assets is to prevent fraud. The Council and the Staff must work together as a Team to prevent fraud. When mistakes are made, each part of the team is there to help correct the mistake. The Council and Staff should have each other’s back.

ClerkBooks provides 2 hours of Council training videos that expand on these principals and give the Council and Staff a framework for building team work. This is also available as a live webinar tailored specifically for your city using your city’s reports.

Capital Planning

On a month by month basis, it is so easy to get tunnel vision. We tend to focus on “patching holes” and “putting out fires”. Often this means the more expensive projects never get done. When an “emergency” forces a Council to complete a large project they have to borrow more than Cities who have a Capital Improvements Plan. This leaves serious infrastructure and debt issues to the next generation.

Every City, no matter how small or how big, should have a Capital Improvements Plan. Capital Planning involves both short and long term plans for everything from office computers to street repairs to sewer lagoons. However, a Capital Plan is worthless without a way to finance the projects. That is why we also talk about available financing options including: tax planning, budgeting, grant writing, TIF, loans and bonds.