exacct software presentation (version 5.5) january 2007

ExACCT Software Presentation (version 5.5)

January 2007

•After you start the program, the following menu appears:•Logon to ExACCT

(1) Enter ExACCT User ID

(2) Enter ExACCT password

(3) Change password, if prompted

(4) Click OK

Note: If using first time, your User ID and password are “Admin”. You will be prompted to change the password. If existing user, enter your ExACCT login ID and password.

Logon

•Main Tool Bar:

First Record

Next Record

Save

Delete Record

Sort Descending

Undo

Spreadsheet View

Close Page

Previous Record

Last Record

Add New

Record

Sort Ascending

Search/ Find

Tool Bar

•If you have not already done so, you must select the order that the SubAccounts (contribution types) are shown prior to completing any census

data. To do so, follow the steps below.

(1) Click on Tools

(2) Click on Set SubAccount Order

(3) Click on Clear, then click in the box next to the subaccounts in the order in which you would like them to appear. For example, order the subaccounts in the same order as your payroll records.

(4) Click on Update then click on Exit

Establish SubAccount Order

Step #1. Update/Add Employee Data

Step 1: Update/Add Employee Data

To update Employee Information or Add Employee Data, Click on File, Employee, Employee Maintenance.


•After entering Employee Maintenance, your first existing employeerecord will be displayed.

Records are sorted alphabetically by last name. Update any information that is inaccurate.

•To add a new record for a new employee:

(1) Click the New Record icon

(2) Add census data, including address information

(3) Use the Tab key To move to next field

(4) Press “Save Record” to save new employee record

Note: You must press “Save Record” or the data will not be saved. New employees can be imported through Employee Maintenance. For more information, see www.eretirement.aul.com.


Step #2. Build or Import Census

•To build census from contributions, follow these steps and see the “Build Census From Contributions” detailed instructions on

eSponsor at www.eretirement.aul.com.

(1) Click on File

(2) Click on Census

(3) Build Census from Contributions

Step 2: Build Census

•Then:

(1) Type in the Plan Year and select a Plan Number from the drop down list.

(2) Click OK


•If you have already built your census during the year and want to re-build, a warning box will appear stating that current census reports exist. If you continue, these records will be replaced.

Click Yes to continue


•A box will appear stating the number of records that have been processed.

(1) Click OK to close this box

•At this time, your census records have been created and are ready to be reviewed.

Shows number of census records created


(2) click CANCEL to close the Build Census box

•Alternatively, you can import a full plan year’s census data. Detailed “Import Census Data” instructions are available on eSponsor at www.eretirement.aul.com, including sample spreadsheets.

(1) Click on File

(2) Click on Import

Note: Sample spreadsheets can be downloaded from www.eretirement.aul.com/ExACCT.html

Step 2: Import Census


•Sample Spreadsheet to import census data into ExACCT

•Importing Census Data:

Select the file type from the drop down box


•Importing Census Data:(1) Search for the file name by clicking on Browse or type the file name and press ENTER.

(3) Select the Plan Number from the drop down box.

(4) Enter Current Plan Year

(5) Click on Continue

(2) Choose the Source Worksheet and the Destination Table



(1) You must enter an Import Specification Name. This is something that you will choose. Then hit your tab key.

(2) If your file contains column headings, you will want to click on Yes.



(1) These fields automatically populate from your spreadsheet

(2) You then need to map all fields to the ExACCT information.

(3) Click on Save Spec after fields have been mapped.

(4) Click on Import.


Step #3. Update Census Data

•Once all new employees are added through Employee Maintenance and census data is built/imported, you are ready to review the

information:

(1) Click on File

(2) Click on Census

(3) Click on Census Information

Step 3: Update Census Data

(1) Select Plan Number and type in the Plan Year

(2) Click OK


•Updating information in Form View:

(1) This is a sample form view screen for Burt Smith

(2) Verify that all information is accurate. If you need to update information, click (or tab to) the appropriate field and enter the correct information



(3) Enter 1,000 hours if > 1,000 hours worked. Enter actual hours worked if < 1,000

(4) Enter both compensation figures even if they are the same (6) Enter Partial Year

B compensation if separate eligibility for different company contribution types from date of eligibility to year-end

(5) Partial Year A compensation = from date of eligibility to year-end

Note: See the Compensation Guide in the handout booklet for more information.



(7) Date of eligibility is automatically calculated

Note: See the Compensation Guide in the handout booklet for more information.



Clicking on the Clear DOE (Date of Entry) button clears out the Elig (A) and Elig (B) and new boxes appear for requested DOEs


Note: No negative contribution or compensation amounts should be entered.

•Employment Status dropdown:

(1) Select the appropriate status by clicking on the drop down box arrow and then click on the correct status to highlight it

Note: See “Participant Status Guide” section in the handout booklet for additional information about the status selections.


•Plan Status dropdown:

(1) Select the appropriate status by clicking on the drop down box arrow and then click on the correct status to highlight it



•Testing Status and Key Employee dropdown:

(1) Select the appropriate status by clicking on the drop down box arrow and then click on the correct status to highlight it.



(2) If you imported the census information, you still need to double check Key, HCE, and other statuses either manually or by import.


(1) Select the appropriate status by clicking on the drop down box arrow and then click on the correct status to highlight it.

•Highly Compensated Employee Status drop down:

•The first time you use spreadsheet view, this box will appear

(1) Select what fields you want to see and in which order then click on View. Certain fields may automatically display in the actual spreadsheet view.


•Updating information in Spreadsheet View:

Click on this icon to go back to Form View.


•To change fields and column order on spreadsheet:

(1) Click on Tools then click on Fields on Spreadsheet


Step #4. Update Plans Module

Qualified Plan Information Report (QPIR)

•To update the Plans Module, open the report:

(1) Click on File

(2) Click on Plans

Step 4: Update Plans Module

•Update the Plan tab:•If you have more than one plan in ExACCT, use the Next Record navigation button (circled) to review additional plans

(2) Tab to provide Address & Contact information, if necessary

(3) Update all fields


(1) Click OK

•Update the QPIR 1 tab:

(1) Click on QPIR 1 tab to provide or update information

(3) Update fields if necessary


Note: Only choose this if you have NOT transmitted any employee contributions within the DOL required amount of time (generally two business days). Additionally, please read the census instructions for important timing considerations regarding contribution submissions.

(2) See your Corporate Tax Filing

•Update the QPIR 2 tab:

(1) Click on QPIR 2 tab to provide or update additional information



•Update the Certification tab:

(1) Click on Certification tab to provide final contribution information


(2) Enter total number of employees during year (including terminated)

Note: AUL will perform contracted annual services (testing, 5500, annual report) after receipt of ALL contributions.


(3) Need to fill this in

•Update the Certification tab continued:

(1) If AUL has NOT received all contributions for the plan year, you must select the type of contributions not yet received and enter the date they will be sent

(2) Indicate testing method. See Census Instructions for further information

Note: Current or Prior Year must be elected in Adoption Agreement.


•Update Trustee tab:

(1) Click on tab to update Trustee information, if necessary

(2) Update all fields

AUL Use Only


Step #5. Run AULSense

•Validation Test

•Fatal Errors versus Warnings

•To Run AULSense:(1) Click on File

(4) Type in Plan Year and Click on Export or Print

(3) Click on AULSense

(2) Click on Census

Step 5: Run AULSense

(1) You can export the information to view it in another program

(2) To Export - Step 1: check the AULSense box. Step 2: select the fields you want to export by clicking on them or clicking on Select All. Step 3: choose a file type (i.e. Excel, text, etc.) by clicking on the down arrow. Step 4: decide where you want to save the file and give it a name. Step 5: click on Export.

•To Export:


•Review printed AULSense Report:

Fatal Error – Transmission cannot take place

Warning – Transmission can take place

(3) If you choose Print, this is what you will get


Step #6. Print and Transmit

•Review all Warnings and fix Fatal Errors – Details available oneSponsor at www.eretirement.aul.com

•Make appropriate changes to items that need corrected

•Print your census for your records:

(1) Click on File

(2) Click on Census

(3) Click on Census Report

Step 6: Print and Transmit

•Select the plan to print/preview:

(1) Use drop down boxes to select plan and division numbers. Enter the plan year.

(2) Select Sort Option

(3) Click Print


•Sample Census Report:


•Transmit to AUL after:•All Census Data entered•All Plan Data entered•All warnings corrected (if needed)•All Fatal Errors corrected

(1) Click on Tools

(2) Click on Data Transmission


•Complete Transmission Information

(4) If you arecurrently submittingcontributions viaExACCT, useyour currentID and Password

(1) Make sure Annual Census Information is selected

(2) Select plan number from drop down box and leave Division BLANK*

(5) Click Transmit after all fields completed

*If you are a multiple division client and want to send your divisions separately, please select the desired divisions from the Division drop down box. Leaving the division field blank will transmit all divisions.

(3) Enter Plan Year


•During Census Transmission you will be requested to verify your census totals for:

1. Plan Compensation

2. Plan Contributions (excluding Catch-Up Contributions)

•Your census will not be marked as transmitted until you have verified the totals and clicked Yes.

•These verifications are your confirmation that your census was transmitted.

If the plan compensation matches the totals you entered in ExACCT, please click Yes. You will receive a similar message for plan contributions.


Keep the Certification and Qualified Plan Information Report (QPIR) that print at transmission for your records.

(1) Click on Help

(2) Click on ExACCT Help

(3) Click on desired topic

The Help Utility provides step-by-step instructions on every function of the ExACCT software. This includes detailed instructions for importing files into ExACCT.

Sample Help Screen

For Help With Hardware or Software Questions …

Refer to the ExACCT User Guide!• Most recent guide located on OneAmerica

website:– www.eretirement.aul.com/sponsor.html

• Plan Services Consultant• Data Transmission Unit

• (800) 261-9618 ext 7472

ONEAMERICA® companies:

AMERICAN UNITED LIFE INSURANCE COMPANY®

ONEAMERICA SECURITIES, INC.

PIONEER MUTUAL LIFE INSURANCE COMPANY

A stock subsidiary of American United Mutual Insurance Holding Company

R.E. MOULTON, INC.

THE STATE LIFE INSURANCE COMPANY

exacct software presentation (version 5.5) january 2007

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