AptaFund is the web portal into the AptaFund financial package. Click on the links below for more information.

Check here for a description of updates to this online help. Click here for the update release notes & tech notes.

 

My AptaFund & General Program

Budget

General Ledger

My Dashboard

Change my password

Change my security question

Employee Self-Service — Employees

Submit a new W-4 request

Reports

Exports

Enhanced Reporting

My Budget Accounts

Navigating AptaFund

Set current accounting cycle

Attach files

Contact names & addresses

Update release notes

 

Budget overview

Create a budget for small funds or individual accounts

Budget import tool — use with large funds and multiple funds

Adopt a budget

Unadopt a budget

Adjust a budget

Revise a budget

Use the budget development tool

My Budget Accounts window

General Ledger overview

About general ledger transactions

General ledger - normal

Transaction journal

Create, edit, or delete a journal entry

Post a journal entry

Re-date a transaction

Void a transaction

Banking

Chart of Accounts

Purchasing

Banking overview

Setup a new bank

Setup a new bank account

What are owner funds & clearing accounts?

Reconcile a bank account

Undo a bank account reconciliation

Chart of Accounts overview

COA Structure

COA Elements

Accounting cycles

Chart of Accounts window

Account mapping

Rolling over the COA

Accounting methods & AP

 

Purchasing & Payables overview

Purchasing overview

My Budget Accounts window

Purchase Requisitions window

My Purchase Requisitions window

Admin Menu - Purchase Requisition window

Purchase requisition approval process

Purchase orders

Purchase order types

Use tax

Receiving overview

 

Accounts Payable

Vendors

Capital Assets

Accounts payable overview

Accounting methods & AP

Purchasing & Payables overview

Create vendor invoices — regular, direct

Create an employee reimbursement

Create a credit memo

Submit invoices for payment

Create payment vouchers

Remove invoices from a voucher

Submit vouchers for approval

Print & verify warrants

Express warrant printing

EFT payments

 

Add, edit, or delete a vendor

Disable a vendor

eCommerce

Parent - child vendor relationship

Capital Assets overview

About asset depreciation

About purchasing assets using governmental & proprietary funds

About GL transactions created from asset actions

Add assets

Accept assets

Run depreciation

Employee Reimbursements

Cash Receipts

Accounts Receivable

Employee Reimbursements Overview

Create an employee reimbursement

Approve an employee reimbursement

Invoice an employee reimbursement

 

Create cash receipts batches

Cash Receipts Details window

Approve cash receipts batches

Reject cash receipts batches

Void cash receipts batches

Create invoices/credit memos

Print invoices

Write off balances

AR tables - categories, event/jobs, recurring billing items

 

Customers

 Payroll

 Human Resources

Add a customer to use in Cash Receipts

Change a customer's name

Disable a customer

Setup a payroll

Create a deduction set for a new employee

Setup direct deposit

Preview net pay

Handle garnishing wages

Dock an employee's pay

Payment plans

Setup an employee's leave

Record leave taken

How do I see what leave an employee has taken?

Supplemental pay & jobs

Adjust a payroll liability

Split a payroll liability

Manage employees window

Add employee

Jobs overview

Employee jobs window

Increment employee experience

Increment salary schedule step & grade

Mass update employees

Mass update salaries

Mass update jobs

Controlled vs. uncontrolled positions

Create a master position

Mass update master positions

Add a position

Mass update positions

Human Resources configuration

Calendars

Salary Schedules

 

 Employee Self-Service

(New) Leave Module

Security

ESS overview

For employees:

 

For approvers > current leave system:

 

For administrators:

How do I upload a document?

Link approval processes to leave types

 

Leave Module Overview

Add a leave type

Create leave accrual records

Leave Balances window

Leave Details window

 

For employees:

How do I request leave?

How do I delete a leave request?

How do I withdraw a leave request?

How do I see what's happening to my leave request?

How do I see my leave balances?

 

For approvers:

How do I edit a leave request?

How do I approve a leave request?

How do I disapprove a leave request?

 

Security overview

Add & edit user accounts

View user permissions

Create security templates &
use system templates to assign a set of permissions to a user

System security templates

Mass assign a security template

Mass update default cycle

Update users' accounting cycle

Disable a user account

Forgotten password emails

Account code security

Mass assign account code security

Configuration

Approval Process

Fiscal Year End Rollover

Administration overview

Schedule automated emails

Setup signatures for use in AP, HR, Payroll, & Purchasing

Upload logos to print on checks & POs

System configuration

Module configuration overview

Purchasing configuration

Human Resources configuration

Payroll configuration

Capital Assets configuration

Cash Receipts configuration

Accounts Receivable configuration

 

Setup & manage the leave & requisition approval process

Add an approver

Review all approval processes & the approvers assigned to them

FYE rollover dashboard

FYE rollover checklist

Importing

State Specific

 

Budget imports

California Reports

Colorado Reports