We added a new fund and checking account for Fire by doing the following.

1. Create the fund - Go to General Ledger - Organization - Chart of Accounts. We created the following new account numbers: Asset 215-11100 Fund Cash (with Allocations set to Cash), Liability 215-21100 Accounts Payable, Equity 215-34100 Fund Balance (with box checked on account 2 tab to set as closing account), Revenue 215-48-511-000 Fire Donations, Asset 215-11000 Fire Checking. You will add expenses when you need them and know what they will be.

2. Create bank in System Management. Go to System Management - Master Records - Setup/Modify Existing Banks. We discussed banks 1-99 are used for the City/Utility while any bank number in the triple digits represents an employee or customer bank. We created bank 6 (next available number not in the triple digits). We titled it Fire Checking in the title, abbreviated title and account description fields. We did not need to add the bank account number or routing number because this bank will not be used for ACH/direct deposit. We added the GL account as the Cash and Void Check number (215-11000). We saved and closed.

3. We determined this bank would be used in Cash Receipting so we went to Cash Receipting - Organization- Banks. We clicked New and then searched and selected bank 6. We saved and closed. Next we created payment types 7 and 8 (the next two available numbers) by going to Cash Receipting - Organization - Payment Types. We titled payment type number 7 Fire Cash, tied it to bank 6, set the priority to 7 and checked the box on the right to Use for change. We titled payment type number 8 Fire Checks, tied it to bank 6, set the priority to 8 and checked the box on the right to Stop in Check Number field. We saved and closed. Next we went to Cash Receipting - Organization - Categories. We clicked the New button and created category 15 (the next available number) and titled it Fire (we wanted to keep everything for Fire separate). We clicked on the Distributions tab and clicked the New button on the right. We assigned distribution code 1501 (it must start with the category number and then we count up starting at 01). We entered "Fire Donations" in the description field and entered account 215-48-511-000 in the GL account number field. We also set a default payment type of Fire Checks to help lessen the risk of users selecting the wrong bank. We saved and closed.

4. We determined this bank would be used in Accounts Payable so we went to Accounts Payable - Organizations - Banks. We clicked New and then searched and selected bank 6. We saved and closed. We verified that the general or utility bank was still the default bank in select invoices for payment.

5. Finally, we went to General Ledger - Organization - Banks. We clicked New and then searched and selected bank 6. We saved and closed. We then went to General Ledger - Organization - Journal Codes. We selected journal code CDA and we clicked the copy menu item. We named the new journal code CDAF with a title of Cash Disbursements Accounts Payable - Fire. We changed the bank assigned to the journal code to bank 6 and the offset GL Account Number to 215-11000. We saved and closed.

You will now be able to receipt funds to this bank, cut checks from this bank (you will still need to set up expense accounts in the general ledger for this) and perform a bank reconciliation.