AIR CADET LEAGUE OF CANADA
ACC-9 Version 13.2
Guide to Changes
Version: Draft 0.3
Author: R. Brooks
Date: Jan 2012
Change Log:
Resource Name
Rick Brooks
Contribution
Draft v0.1
Date
Nov 2010
Rick Brooks
Rick Brooks
Draft v0.2
Draft v0.3
May 2011
Jan 2012
Notes
Initial document outlining changes for
version 12.0
Updated for changes in version 13.0
Updated for changes in version 13.2
based on recommendations from
National SAM.
Table of Contents
Background ......................................................................................................................... 4
Scope ................................................................................................................................... 4
Changes ............................................................................................................................... 4
Change # 1  Starting the Year (new worksheet) ......................................................... 5
Change # 2  Data Set Up (change to existing worksheet) ........................................... 6
Change # 3  Revenue Journal (change to existing worksheet) ................................... 7
Change # 4  Expense Journal (change to existing worksheet) .................................... 9
Change # 5  Claims Tracker ...................................................................................... 10
Change # 6  Monthly Report (new worksheet) ......................................................... 11
Change # 7  Budget Tracker (new worksheet) .......................................................... 11
Change # 8  Page 1 through Page 5 (original report pages) ...................................... 12
Change # 9  Budget Estimator (new worksheet)....................................................... 12
Change # 10  T3010 Financials (new worksheet) ..................................................... 14
Change # 11  QC TP-985.22-V (new for Quebec Sqns) ........................................... 14
Change # 12  Finishing the Year (new worksheet) ................................................... 14
Conclusion: ....................................................................................................................... 16
“ACC-9 Version 13.2”
Background
This version of the ACC-9 is a continuation of the original version with lots of new
features based on feedback from the user community. Lots of feedback was collected
from Squadron treasurers regarding the ACC-9. This feedback included likes, dislikes
and features they would like to see included in the ACC-9.
Scope
This version of the ACC-9 has been modified based on feedback from Squadron
treasurers. The core ACC-9 is still intact as originally designed. No changes have been
made to the core reporting pages (pages 1 through 5). The changes are additional
worksheets that aid the treasurer with such items as starting the year, monthly financial
reports, budgeting and dealing with the CRA reports.
This document will outline the new features added to the ACC-9 as well as describe any
of the changes made to the existing sheets.
A big change with this version is the fact that it is now a bilingual spreadsheet. By
selecting either EN or FR on the Starting the Year worksheet, all menus will change to
the selected language. As well, the user can select whether they wish to have the
worksheet tab names displayed in French or English. Please note that not all the
worksheet names change as this will cause some failures with macros used in the
program.
A multi-account version has also been developed and has the same changes as the single
account version.
Changes
Important: In order for the ACC-9 to function properly, the Excel macro security level
must be set such that it enables macros to run. In order to change macro security levels,
please check out these links:
Office 2003 --> in the menu under Tools --> Macro --> Security (set to medium)
Office 2007 --> http://www.dummies.com/how-to/content/how-to-set-the-macrosecurity-level-in-excel-2007.html
Office 2010 --> http://www.dummies.com/how-to/content/how-to-set-the-macrosecurity-level-in-excel-2010.html
Change # 1  Starting the Year (new worksheet)
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One of the difficulties experienced by many treasurers is in understanding what
information had to be filled in on the Data Set Up sheet at the beginning of the
year. The Data Set Up sheet is a very busy worksheet so a new simplified
worksheet was added that automatically fills all the necessary information
required for the start of the year in the Data Set Up worksheet.
The information required for this page will be automatically generated by this
new version on the final worksheet, Year End. Although this will not help you
the first time you use the new version, it will make future years much easier.
This new sheet also includes the ability to select between French or English
menus and between French or English worksheet tabs. When the treasurer selects
their preferred language, all menus throughout the ACC-9 will change to that
language except for the worksheet tabs.
The worksheet tabs are changed by selecting one of the two buttons on this sheet.

This sheet will require the following information to be inputted by the treasurer:
 Language
 Squadron Number
 Squadron Name
 Squadron Effective Strength
 Opening Bank Balance
 Petty Cash Opening Balance
 Date for year-end (this is either 31 Aug or 30 Jun)
 From the previous year's ACC-9:
 total assets (line 1700)
 retained earnings (line 3100)
 surplus/deficit revenue over expenditures (line 3110)
 current liability (line 2400)
 integer rounding adjustment


 Provincial Tax System (PST or HST)
 Provincial tax rate
For the multi-account version, the only difference is that the opening balances for
all the accounts must be entered as well as the name given to each account.
Another new feature of this worksheet as well as on both journals is two Health
Check indicators. If the present ACC-9 is balanced, the indicator will remain
light green. If the ACC-9 is not balanced (Balance Sheet indicates a difference
between “Total Assets” and “Total Liabilities plus Equity” that is greater than
$5.00), this indicator turns red.
The second check is related to the numbers from teh previous year's ACC-9 that
are entered on this sheet. If the numbers are okay, the message shown is as
follows:
If there is a problem with the previous year's numbers, this message will appear:
Change # 2  Data Set Up (change to existing worksheet)
This sheet has seen several significant changes:


All of the data information required from the previous year is now loaded from
the Starting the Year worksheet.
A new section has been added in Section A to F, lines 24 to 38 (see picture
below). This section allows the treasurers to enter any un-reconciled cheques or
deposits from the previous year. Any cheques or deposits that were recorded in
the previous year’s ACC-9 and did not clear the bank prior to year-end need to
be recorded here. It was found that many treasurers would re-enter these cheques
and/or deposits into the present year’s expense and revenue journals and thus
“double-count” those funds which lead to significant “difference” on the Balance
Sheet.

Another change to this sheet is for the final report. At the end of the year, the
treasurer no longer needs to fill in all the cheques and deposits that did not clear
the bank by year-end. If the treasurer has made sure that the reconciliation check
marks are done in the journals, this is automatically calculated now and the
treasurer only needs to fill in the bank balance for year-end.

For the multi-account version, reconciliation amounts are shown at the bottom of
the worksheet as well as there are additional worksheets supplied that show full
account recompilation and investments.
Change # 3  Revenue Journal (change to existing worksheet)

A new column has been added (Column A) called “Reconciled”. This column
gives the treasurers a drop-down check box for when they reconcile each month
against their bank statements. When an entry is reconciled, the line for the entry
will become shaded giving the treasurer a quick visual indicator.
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
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The date column has been changed to permit auto-entry of dates. By doubleclicking a date cell (Column C), a calendar will appear and the date can be
selected. This significantly simplifies keeping the date format consistent which is
essential for some of the new reports added later.
Important: One point for the pop-up calendar is that it requires the existence of a
pair of files called mscal.ocx and mscal.hlp loaded into c:\windows\system32.
These files are already loaded if Access is present on the machine. If not, a
simple install file set has been created that can be sent to the treasurer via email.
Simply double-click on this file and the patch will be installed.
An additional 2 columns have been added to the left of the proof Category column
which permits treasurers to input how much of the taxes they have paid were
reimbursed.

Another new feature on this worksheet is that the Proof Category now changes
colour when there is a non-zero amount present thus giving the treasurer a visual
indicator that there is an unbalance.

At the bottom of the worksheet is a new addition for giving the totals for both
reconciled and un-reconciled amounts. These numbers will be used on the
Monthly Worksheet

For the multi-account version, there is an additional column added to the
worksheet to allow the selection of which account the revenue will be deposited
into.
Change # 4  Expense Journal (change to existing worksheet)


The same changes have been made with this journal as with the Revenue Journal
(reconcile column and calendar date input).
Two (2) additional columns (Columns G & H in the single account version and
Columns H & I in the multi-account version) have been added to this sheet to
track all GST or HST spent by the Squadron. For those Squadrons registered with
Revenue Canada for GST, you can claim back 50% of GST spent each year.
Some provinces can also claim back some of the Provincial portion of their HST.
The numbers entered into this column do not affect the calculations for the
Category Allocation Proof. The full cheque amount is still entered as per normal.
If HST is selected on the Start The Year, the columns will be titled as follows:
The treasurer will fill in the total HST spent on each purchase. The ACC-9 will
calculate tax rebates on the final worksheet, "Year End"
If PST is selected on the Start The Year worksheet, the columns will be titled as
follows:
The treasurer will need to fill in both the PST and GST amounts for each
purchase. The ACC-9 will calculate tax rebates on the final worksheet, "Year
End"
Change # 5  Claims Tracker
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This is a new worksheet for keeping information on all claim forms submitted to
the regional cadet support unit against the yearly funds for local support allocation
or local instruction program.
As with the Journals, all date entries can be done using the pop-up calendar by
double-clicking the date cells.
The ACC-9 Category column is a drop-down list giving you the four (4)
categories for submitting claims to the regional cadet support unit.
Change # 6  Monthly Report (new worksheet)

This is a new worksheet which will produce the monthly financial report. In
order for this report to work, all dates in the Revenue and Expense Journals
must be inputted in the format dd/mmm/yy or dd-mmm-yy (i.e. 24-Jan-10
or 24/Jan/10). This is the reason for the new pop-up calendar being added to the
journals.

This sheet only requires two (2) actions in order to generate a monthly report.
o First, select the month and year for the report title. Both of these are dropdown lists.
o Second, select Cell G6. A drop down list showing the month and year for
all the revenue and expense entries will appear (i.e. Jan-10, Dec-09, etc.).
Select the month and year for the report and it will auto-generate the
report. Then simply print the report. The print range has been set to
produce a professional looking report which includes the monthly total
expense, monthly total revenue and bank balance at the top of the report.
Change # 7  Budget Tracker (new worksheet)

This new worksheet is designed to help track budget expenditures in real time.
The user is required to fill in their budget amounts in Column E. This assumes
that the Squadron develops their budget based on ACC-9 categories. As the
training year progresses and entries are made into the journals, a comparison
between the budgeted amounts and the actual amounts is shown on this sheet.
This sheet is only useful if the treasurer keeps the journals up-to-date.

As budgets are reviewed during the training year, these numbers can be reviewed
and budget adjustments can be made accordingly.
Change # 8  Page 1 through Page 5 (original report pages)


No changes have been made to these sheets except that they are now bilingual.
The worksheet tabs have not been included in the French tab set due to macro
requirements.
Change # 9  Budget Estimator (new worksheet)

This worksheet is useful at the end of the training year after the ACC-9 is
completed for the year. This worksheet will auto-generate an estimated budget
for the next training year based on the present year’s expenditures and revenues.
All numbers are rounded up to the next $100 amount. It is a good starting point
for calculating the budget for the next training year.

Once the draft estimated budget has been reviewed, the treasurer can input the
revised numbers in a new column entitled Revised Budget. The purpose of doing
so is to complete the top portion of this worksheet.

Once the numbers are filled into the revised budget column, both the estimated
budget and revised budget numbers are available at the top of the page:

Additionally at the top of the page is a new estimator that shows the cost per cadet
to operate the Squadron as well as an estimate of the amount of fundraising
required per cadet to cover these costs. This cost per cadet is calculated using the
effective strength number that the treasurer inputs on the Starting the Year
worksheet.
Change # 10  T3010 Financials (new worksheet)
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
One of the most difficult tasks reported by treasurers is calculating amounts for
the CRA T3010B section D financials. This page will auto-generate those
numbers. Note: The generation of numbers is based on typical squadron
operations and may not be perfect for all squadrons.
Once the ACC-9 is completed for the year, this page supplies the numbers to
input into the T3010B Section D by box number (i.e. in box 4200 on the T3010B,
input this number).
This page has been designed based on the typical financials of most Squadrons.
Change # 11  QC TP-985.22-V (new for Quebec Sqns)


This sheet organizes the Section 2 Financial Information required for the Quebec
TP-985.22-V Return. The numbers shown in Column C correspond to the line
numbers in this report.
This worksheet is only for those Squadrons residing in Quebec
Change # 12  Finishing the Year (new worksheet)
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This is another page with auto generated numbers. Again, once the ACC-9 has
been completed, simply print out this worksheet and the information is used for
filling in the Starting the Year worksheet for the next year’s ACC-9.
At the bottom of this sheet are the calculations for rebates. This calculation is
based on the information supplied on the Starting the Year information.
The menu for this section will depend on whether a PST or HST tax system is
selected on the Starting the Year worksheet.
For HST:

For PST:

The GST Rebate from the Federal Government is calculated (GST-66 or GST-284
form) at 50% of the GST spent per year. If the treasurer inputs the total taxes
spent during the year as well as any taxes reimbursed, the total of these taxes is
shown here
The provincial rebate (if applicable) is calculated based on the Provincial Rebate
rate that must be entered by the treasurer. This rate is dependent upon which
province you reside in.


Another feature on this page is the final report printing button. First, the treasurer
needs to ensure that the ACC-9 is balanced. This is indicated on the worksheet in
the message just above the print button:

If the report is balanced, just click on the
Print Final Report and the 5 worksheets for the report are automatically selected
and the select printer window will appear.

If you wish to create a PDF file of your printout, you can add a PDFCreator print
driver which will allow you to create a PDF file the same way as printing a
document. For a PDFCreator print driver, visit: http://www.primopdf.com/
Conclusion:
This modified ACC-9 is the result of accumulating about three (3) years of feedback from
various treasurers. The idea behind the changes was to make the treasurer’s job as easy
as possible. Many Squadrons are finding it increasingly difficult to find treasurers with
financial backgrounds. The aim of this version is to make the ACC-9 “no more difficult
than keeping a cheque book”.
These additions are not perfect but are typical of the squadrons that I have worked with.
My hope is that it will make the treasurer’s job a lot easier and aid the chairpersons when
faced with tasks such as budgeting and yearly financial reports.
If you have any questions, please feel free to contact me at your convenience. Here are
my coordinates:
Richard Brooks
ov.coord@rogers.com
613-853-3404 (cell)