Per Capita Deposits
PER CAPITA DEPOSITS SCREEN
Per capita dues deposit data entry is the most critical of all data entry processes in LaborStar. The accuracy and completeness of this data ensure both (1) easy and reliable delegate credential management, and (2) meaningful affiliate account analysis reports, delegate reports, and per capita dues statements. Inaccurate or incomplete per capita dues data ensures (1) unreliable delegate eligibility counts and potentially embarrassing delegate credential errors and (2) questionable affiliate account analysis reports and useless per capita dues statements. Certainly, this data entry process should be given higher priority than other data entry processes.
After selecting an appropriate per capita dues deposit data entry method/protocol, the data entry is actually very simple, as long as dues receipts are entered promptly (preferably within a week of receipt). Problems will likely occur if more than two or three weeks' worth of dues receipts are entered in batches. It is plausible that a Local might mail two payments in a single month, and if these payments are entered at the same time as a payment from the end of the prior month, deposits for the current month will be somewhat messy. Even though the deposits can still be entered appropriately into the per capita "DEPOSITS" screen in this situation (explained further below), there is no way to avoid the likelihood of miscalculated delegate eligbility counts which will naturally result when paid per capita dues are absent from the software, even for only a couple weeks. And if per capita dues data entry is not completely current when it comes time to mail per capita dues statements, the per capita dues statements will not be correct, and phone calls regarding errant arrears notifications will flow in.
PER CAPITA DEPOSIT ENTRY METHODS
There are two recommended per capita deposit entry methods (or protocols), referred to simply as "METHOD #1" and "METHOD #2" in this help file. Method #1 is more complicated, and definitely the slowest of the two methods of data entry. Method #1 may be necessary if the user is not permitted to conform to the deposit number format required in method #2 (potentially because of deposit numbering systems or frequencies mandated by a committee or auditor; refer to second "tip" on following page). Method #1 requires that (A) the (1) deposit number, (2) check number, and (3) dollar amount be entered in one of the two rows of the month during which the deposit was made, and that (B) the (1) deposit number, (2) check number, and (3) paid-for member count ("# MBRS" column) be entered in one of the two rows of the month for which the affiliate member per capita dues were paid (the paid-for member counts for a month should simply be entered together as a sum total in the "# MBRS" column).
If multiple months of member per capita dues are paid with a single check, follow instructions (A) exactly, but repeat (B) for each month for which the affiliate member per capita dues were paid, entering only the paid-for member counts associated with each month.
Important TIP - This tip applies only to per capita deposit data entry method #1. When the month for which the affiliate member per capita dues were paid is already "full" and has no available rows, simply add the paid-for member count to the sum total member count already listed in the "# MBRS" column, and skip the deposit number reference and check number reference in that month (but still be sure to enter the deposit number, check number, and payment amount in the month of the actual deposit per instructions (A) above). This adaptation will not cause problems. It is only truly essential in method #1 that dollar totals be entered in months of actual deposit, and more importantly that paid-for member counts be entered for the correct months in the "# MBRS" column for software to perform all calculations correctly. This type of exception to the normal deposit data entry protocol should be required seldomly if payments are deposited and entered promptly after receipt, and more importantly if the LaborStar per capita dues statements are employed which have proven to motivate affiliates to keep their accounts current! Adaptations are almost never required if at all when deposit data entry method #2 is selected (method #2 is considerably more flexible than method #1). If over a month of per capita payments shall ever be allowed to become backlogged, method #1 will surely be difficult to manage during the month of batch deposit entry and during the month or two following the month all deposits are caught up. If this situation occurs or if this situation is expected to occur, method #2 is strongly advised, EVEN IF internal deposit frequency protocol or numbering protocol must be altered (see following "tip"). Data entry will be easy using method #2 even during the months of batch deposit entry. However, neither method will correct for the totally unreliable delegate counts and incorrect per capita statements which will be generated during backlogs due to missing per capita dues receipt data.
Important TIP - Method #2 is definitely the method of choice if all deposit numbers can be written in the format [MMDDYY]. In other words, each deposit number must (1) begin with a valid two-digit month (e.g. "10" for October or "03" for March), (2) follow with a valid two-digit day (e.g. "01" or "31"), and (3) conclude with a valid two-digit year (e.g. "03" or "99"). Actually, the deposit number format itself is not likely to be an issue for any office. Rather, the problem is that this deposit number format limits deposit numbers to a maximum frequency of seven per week - one for each day (regardless of which day the deposit is specifically made). This can impact greater financial management policy for an office.
With method #2, deposits do NOT have to be entered or even referenced in the month during which the deposit was made. The software knows what month the deposit was made because of the format of the deposit number itself. This is the reason for the required deposit number format. The result is tremendous flexibility. The deposits need only be entered in the month for which the affiliate member per capita dues were paid. Two such deposits can be entered in any given single month, and the paid-for member counts for a month should simply be entered together as a sum total in the "# MBRS" column. When more than two deposits are made "for" (as opposed to "in") a given single month, the additional paid-for member counts should be added to the current member count total in the "# MBRS" column for the appropriate month, and the (1) deposit number, (2) check number, and (3) dollar amount should be entered in the nearest unused row either forward or backward within the same fiscal year.
Refer to the following illustration for visual examples of how to handle (1) a single payment receipt (deposit 020403) for more than one month of member per capita dues and (2) multiple payment receipts (deposits 031103 & 031403) for a single month of member per capita dues. These examples pertain to method #2.
SPECIAL DEPOSIT ENTRY SCENARIOS
Deposit data entry method #1 and method #2 each correspond with a specific LaborStar configuration option which a LaborKey administrator can activate to optimize the software and deposit reports. These two configuration options each adjust certain behaviours of the software to assist in the data entry process, and these configurations also significantly alter the design of the "DEPOSITS BY MONTH" report based on the user's selected method of deposit entry.
PER CAPITA EXONERATIONS
For exonerated months, enter in the member count in the "# MBRS" column, and select the "YES" checkbox in the "EXONERATED" column. Nothing else is required for exonerated months.
PER CAPITA DEPOSIT CALCULATOR
To access the built-in per capita dues calculator, either click the button labeled "CALCULATOR" at the top of the screen, or click (normal left-click) on the month (the label to the left of each month) for which to begin the data entry. The label "OCT '03" has a picture of a little green calculator pointing to it in the illustration above. This is the month for which data will be entered. To switch months, simply click on another month.
To use the calculator, first enter the "AMOUNT OF DEPOSIT" and either the "NUMBER OF MEMBERS" or the "NUMBER OF MONTHS". Click the "CALCULATE" button to calculate the number of months from the number of members or the number of members from the number of months. Then enter the deposit number and the check number and click the "APPLY" button. The figure above visually diagrams how the payment is applied when the payment spans multiple months.
DEPOSIT BATCH ENTRY FEATURE
Some affiliated Locals might be paid for collectively by a Council. If there are numerous Locals included, it would be very time-consuming to make an entry for each Local individually. There is a deposit data batch entry feature just for this purpose. The only way to access the batch entry feature is to right-click on the month. Refer to the above figure for an illustration of the "clickable" area.
DEPOSIT BATCH ENTRY SCREEN
A blank deposit batch entry screen appears as illustrated above. The month which was clicked is automatically pre-filled in the upper-right corner of the screen. The deposit number, check number, and check amount should be entered as illustrated in the following figure. Clicking the button labeled "Add all Affiliates where:" populates the screen with all affiliates who meet all the criteria listed directly beneath the button. Refer to the bottom of the following figure for an illustration of how affiliates are populated. The member counts are automatically pre-filled with the last available member count on record to save time. These can individually be adjusted where necessary.
DEPOSIT BATCH ENTRY SCREEN
DEPOSIT BATCH ENTRY SCREEN
The next step is to fill in the per capita amounts for each affiliate by clicking the button labeled "Calculated Amounts from Counts" as illustrated above. Both amounts and counts can be adjusted repeatedly, and calculations can be reapplied again and again in either direction (amounts from counts, or counts from amounts).
DEPOSIT BATCH ENTRY SCREEN
Some listed affiliated Locals or Councils may need to be removed from the deposit entry by clicking the button labeled "REMOVE" which is available to the left of each listed affiliate. The goal is to match up the affiliate list, the member counts, and the dollar amounts with the payment detail provided by the payer. The figures above and to the right illustrate the "STATS PANEL" in the lower-right corner of the deposit batch entry screen. When "Check Amount" listed in the STATS PANEL matches up with the "Total Amount" listed in the same, the button labeled "Apply Deposit" will permit entry and complete entry of the data for each listed affiliate.
It would be wise to print a copy of the "Summary Report" for your records. To print this report click the button labeled "Print Summary Report".