The Annual Financial Report– ACC-9

1. The Annual Financial Report– ACC-9 • The ACC-9 is a financial report system designed using Excel that can meet ALL of your Squadron’s financial reporting needs through out the year. It includes: • Journals for both expenses and revenues • Monthly financial report capability • Budget tracking and budget estimations • Yearly financial report • Produces the financial numbers for the Revenue Canada Registered Charity Report (T3010-1) • Calculates both the GST rebate and Provincial Tax rebate (if applicable – registered charities only)

2. There are now 3 versions of the ACC-9 to use. Which one is right for you? • Multi Bank Account version (acc9mv13.3.1.xls) • for SSCs that operate with two or more bank accounts. • Single Bank Account version (acc9sv13.3.1.xls) • for SSCs that operate with only one bank account • Paper Version (acc9p_e.pdf) • for SSCs that prefer to use another accounting program and just fill in the yearly report.

3. Differences Between the Multi Account and Single Account Versions • Both versions use the same journals except that the multi account version allows the treasurer to assign a deposit or expense against a specific account • All of the new features (monthly financial reports, budgeting, etc.) are in both versions.

4. Prerequisites for Using the New ACC-9 • In order for the new ACC-9 to work properly, the following is required: • Microsoft Excel 2003, 2007 or 2010 • When starting the ACC-9, you must enable macros to run. If you are unsure about this, check out the following web page: http://ottawavalleyacl.com/ovacl/acc-9.php • If the pop-up calendar does not work on your computer, follow the instructions and run the patch located at: http://ottawavalleyacl.com/ovacl/acc-9.php

5. Let’s Look at the New ACC-9 • Starting the Year • This worksheet is used to input all of the information required to start the year (bank balances, previous year’s numbers, etc.) • This information is now available in the new ACC-9 from the worksheet “Year-End_Fin d’annee” • Click here to open up the ACC-9 and select the “Start the Year” worksheet • Click here to open up the short training videos

6. Data Setup • This worksheet is minimally used now. For starting the year, all you need to do is list any checks or deposits that were recorded in the previous year but did not show on the bank statement before year-end. • The only other time you need to visit this worksheet is at year-end when you need to fill in the closing bank balance at year-end in cell L19. • Click here to open up the ACC-9 and select the “Data Set Up” worksheet

7. Revenue Journal • This worksheet is where you will record all of the deposits to the squadron’s bank account. • This worksheet is split between a left-hand side and a right-hand side. • The left-hand side is where you record the actual deposit information. • The right-hand side is where you need to categorize the deposit into it’s proper ACC-9 category. • It is important that the right-hand side equals the left-hand side and that you properly categorize your money. This will affect both your Revenue Canada reports and your budget estimation tool. • Click here to open up the ACC-9 and select the “Revenue Journal” worksheet • Click here to run a training video on the Revenue Journal • Click here for a document outlining the ACC-9 categories

8. Expense Journal • This worksheet is where you will record all of the checks written against the squadron’s bank account(s). • This worksheet is also split between a left-hand side and a right-hand side. • The left-hand side is where you record the actual check information as well as record any taxes paid. • The right-hand side is where you need to categorize the deposit into it’s proper ACC-9 category. • It is important that the right-hand side equals the left-hand side and that you properly categorize your money. This will affect both your Revenue Canada reports and your budget estimation tool. • Click here to open up the ACC-9 and select the “Expense Journal” worksheet • Click here to run a training video on the Expense Journal • Click here for a document outlining the ACC-9 categories

9. Claims Tracker • This worksheet is just an aid for treasurers to track all claims made to our military partner. • It is easy to forget when and what is claimed due to the time from submission and when the cheque arrives. • Click here to open up the ACC-9 and select the “Claims Tracker” worksheet • Click here to run a training video on the Claims Tracker

10. Monthly Worksheet • This worksheet produces a monthly report based on the expense and revenue journals. • As long as you keep your journals up-to-date and make sure you reconcile your journals each month when you get your bank statements, this worksheet can produce detailed monthly reports that can be used at monthly SSC meetings • Click here to open up the ACC-9 and select the “Monthly Worksheet” worksheet • Click here to run a training video on the Monthly Worksheet

11. Budget Tracker • This worksheet tracks your expenses and revenues against your budgeted amounts. • As long as you keep your journals up-to-date, this worksheet shows the total amounts spent in each ACC-9 category and compares the total against the amount entered for the budget. • The treasurer is required to fill in the budgeted amounts in the highlighted column. • Please note that this assumes that the budget has been done based on the ACC-9 categories. • Click here to open up the ACC-9 and select the “Budget Tracker” worksheet • Click here to run a training video on the Budget Tracker

12. End-of-Year Pages • Budget Estimator • T3010 Financials • Year-End And • The Final Report!

13. Budget Estimator • One of the best tools for budgeting is the previous year’s expenses and revenues. • This worksheet totals up each ACC-9 category and rounds up the number to give you a starting estimate budget. • This is not your final budget but rather a starting point for working out your year’s budget. • Once the values for each category of the budget are finalized by both the CO and SSC, these numbers are entered into the revised budget column and the worksheet will produce a cost estimate for running the squadron (top of the page) • It is important that you keep your journals up-to-date and categorize your expenses and revenues properly. • Please note that this assumes that the budget will be done based on the ACC-9 categories. • Click here to open up the ACC-9 and select the “Budget Estimator” worksheet • Click here to run a training video on the Budget Estimator

14. T3010 Financials • Matching up the ACC-9 categories and the T3010 numbers was always a problem. • This page handles all of the calculations for you. • The page produces the financial numbers that are required for the financial section of the T3010 and matches them up to the box numbers used. • Click here to open up the ACC-9 and select the “T3010 Financials” worksheet • Click here to open the CRA form T3010-1

15. Year-End • This worksheet is designed to help with starting the next fiscal year and calculating the rebates for both GST and Provincial Taxes • The top part of this worksheet contains the information needed for the “Start the Year” worksheet for the next fiscal year • By inserting your Provincial Tax rebate rate (i.e. Ontario’s is 82%), the GST rebate and Provincial rebate amounts are displayed (if applicable for your province) • Click here to open up the ACC-9 and select the “Year-End” worksheet • Click here to run a training video on the Year-End

16. The Final Report There are a few things that you need to check before printing your final report: • Enter your year-end bank balance on the Data Set Up and make sure cell F44 amount is zero (or really close!). This means that your records and the bank records are matched. • Go to the worksheet “ACC9(Page 1) ID” and fill in all the information required on this page. • Go to the worksheet “ACC9(page4) Balance Sheet” and make sure cell R56 (the Difference calculation) shows a number less than $5. • If all is well, the message above the button “Print Final Report” on this worksheet will say that your ACC-9 is balanced and ready for printing. • When you select the “Print Final Report” button, all of the red worksheets comprising the report are selected and a printing window will open. Print out 4 copies (1-Sqn, 2-regioanl coordinator, 3-Provincial Office, 4-CRA) • Click here to open up the ACC-9 and select the “Year-End” worksheet • Click here to run a training video on the Year-End Report