Texas PTA
Explanation of How to Start a New Year in the Texas PTA Accounting Software Program

  1. The first thing you need to do is locate your current file.  It might be an icon on your desktop or in a folder under "My Documents."  Some people select the "Start" button at the bottom of their computer screen, and the menu gives them an option to start the program.  If this is your scenario, the first thing you need to do is send this application to the desktop.  You do that by right clicking on the "Open Application," selecting "Send To," then "Desktop."
  2. Once you have the application on the desktop or have located in a folder under "My Documents", right click on it.  On the Windows menu provided, click "Copy."
  3. Right click again and select "Paste."
  4. You will now see a new file with the name of "Copy of ...Name of PTA".mdb (if using Version 3.4 or earlier) or "Copy of ...Name of PTA".accdr (if using Version 4.0 or later)
  5. To assure yourself that you now have a copy of last year's data, left click on the file name.  Select "General Ledger" and you will see all the general ledger entries from last year listed.  Close the application.
  6. Now you are going to rename this file.  Right click on the "Copy of" file and select "Rename."
  7. Windows draws a box around the file, indicating that you can now rename it.
  8. Give it a new name.  I recommend something like "Name of PTA 2010-2011."  Just change the name prior to the .mdb or .accdr.  You need to keep .mdb or .accdr, as it is the extension name that Microsoft Access assigns to all of its file names.
  9. Left click on the file, and it will appear with a new name and listed like all other files on your desktop or folder.
  10. Left click on it again, and the application will now be on your screen.
  11. Choose Setup.  Change the year to 2010-2011, and verify your sales tax rate is correct.  Close Setup.
  12. Choose Utilities/Backup and Recover Tables.  Check "Re-initialize General Ledger."  Hit Run.  The program will ask you "Are you sure?" because you now will be deleting all the GL files.  Say yes, and let the program clear out the GL.  Hit Close, and return to the main menu screen.
  13. Select General Ledger.  You will now see that it is blank.  Close General Ledger.
  14. Select Budget.  You will see last year's budget still intact.  I didn't have you re-initialize Budget because since there may be just a few changes from last year (new line items and/or amount changes), I wanted to minimize your re-keying efforts.  Update your budget to reflect 2010-2011.  Close the screen once you are finished.
  15. Now you need to set up your General Ledger for this year.  In PTA financial land, when a new year starts, a new budget is in place, and we don't think about last year anymore.  However, banking institutions don't follow those same guidelines so you need a way to be able to do bank reconciliation.
  16. Go to your last bank statement of the fiscal year (or the audit report which shows the ending balance of the last bank statement of the fiscal year) and key that number in as your first entry in the General Ledger.  You will use a date that precedes your fiscal year.  If your year runs from June - May, it will be 05/31/10.  If your year runs from July - June, it will be 06/30/10.  This amount will be entered in as Beginning Balance (or Prior Year Carryover or whatever term you use to reflect what amount you are starting the year with).  You will use the corresponding income category assigned to that description.
  17. If you have any sales tax escrow, make the second entry to reflect any money being held. Use the "Receipts - Sales Tax Escrow" income category that is already on the program.  That sales tax escrow amount needs to be subtracted from the first number you entered.  In other words, those two numbers together should equal your ending bank statement balance.
  18. If there are any outstanding checks (or deposits) from the prior year, they will also need to be entered into the database.  You obtain that information from the audit report as it reflects any outstanding activity. Each of these transactions will be considered part of your beginning balance prior to the start of the fiscal year.  If it is an outstanding check, it will be entered as negative number because this is money that has already been "spent" by virtue of writing a check to the vendor or reimbursing someone's expenses.  Ultimately, what is reflected as your General Ledger total should agree with your checkbook and ending balance on your audit report.   Again, all of these entries will either have the date of 05/31/10 or 06/30/10 depending on your fiscal year.  You can verify it by looking at the bottom of your general ledger screen.  When you have completed all the inputs that running total should agree with the checkbook balance at the start of your new fiscal year.
  19. You are now ready to start the new year!