Blackbaud FundWare Accounts Receivable Guide VOLUME 1 SETTING UP ACCOUNTS RECEIVABLE

Transcription

1 Blackbaud FundWare Accounts Receivable Guide VOLUME 1 SETTING UP ACCOUNTS RECEIVABLE VERSION 7.50, JULY 2008

2 Blackbaud FundWare Accounts Receivable Guide Volume 1 USER GUIDE HISTORY Date Changes June January July 2002 December 2002 February 2003 May 2004 December 2004 April 2005 November 2005 July Includes instructions to address new functionality, and edits correcting minor typographical errors Includes instructions to address new functionality (editing pending documents), and edits correcting minor typographical errors Service Pack 1 Includes minor modifications to the program and edits to the guide to clarify text and correct errors; reissued with Service Pack 3 (address change) 7.30 Guide updated to reflect access changes; minor corrections to functionality and text The guide has been edited to reflect new company information SP1 The guide has been updated with minor corrections The guide has been updated with minor corrections The guide has been updated with minor corrections and edited to reflect new company information. Copyright 2008, Blackbaud FundWare, Inc. All rights reserved. The Blackbaud FundWare logos, among others, are registered trademarks and/or registered service marks of Blackbaud Fundware, Inc. in the United States and other countries. Other parties trademarks or service marks are the property of their respective owners and should be treated as such. 1.ii

3 TAB L E OF CONTENTS Volume 1 Setting Up Accounts Receivable Chapter 1 Introduction The Accounts Receivable Process Using Masks Using a Clearing Account Overview of Business Rules Accounts Receivable Business Rules What Are One-Time Customers Using the Sample Divisions The Accounts Receivable HomePage Activity Reminders Printing Reminders Deleting Reminders Reports Area Navigating the Folder Tree The Detail Panes Some FundWare Basics Opening FundWare Changing Your Password During Login Opening FundWare Multiple Times Opening Additional Instances From the Desktop/Start Menu Opening Additional Instances From the Program Changing the Business Date Changing Your Password From the Software Using the Menu Bar Keyboard Navigation Is Your Menu Bar Too Crowded? How Your Security Rights Impact the Menu Bar Using the Navigator Bar Module Navigator Blackbaud, Inc. 1.iii

4 Blackbaud FundWare Accounts Receivable Guide Volume 1 Open Windows Navigator How Your Security Rights Impact the Navigator Bar Customizing Your Display Hiding and Displaying Columns Re-Ordering the Columns Resizing the Columns Sorting the Entries in a Form Help Training and Consulting Services Using This Document Conventions Getting Support Chapter 2 Configuring Accounts Receivable Business Rules Security Configuring the General Setup Parameters General Tab Customers General Tab Receipt Numbers General Tab Invoices General Tab Posting Options General Tab Using a Default Clearing Account Posting Units and Rates Detail Tab Journal Settings Detail Tab Posting Settings Detail Tab Default Accounts Detail Tab Using the Account Selector Appending Accounts Creating Payment Codes Accessing Account Maintenance From Payment Code Setup Creating Revenue Codes Adding the GL Account Distribution Accessing Account Maintenance From Revenue Code Setup Editing Payment and Revenue Codes Editing Payment Codes Editing Revenue Codes iv

5 Table of Contents Deleting Payment and Revenue Codes Deleting Payment Codes Deleting Revenue Codes Chapter 3 Using Financial Institutions Hints for Clients Converting From Classic Mapping Version 5.8/5.9 Banks to the Accounts Viewing Financial Institutions Re-Ordering the Display Adjusting Column Size Adding a Financial Institution Adding Financial Institution Accounts Associating the Accounts Associating the Accounts Accounts Payable Associating the Accounts Payroll/Personnel Associating the Accounts Accounts Receivable Editing an FIA Editing an Association Deleting an FIA Deleting a GL Cash Account Association Appendix A Worksheets for Setting Up Your System Security General Setup Parameters Revenue Codes Tips Payment Codes Customers Financial Institution Accounts Reports Index Blackbaud, Inc. 1.v

6 Blackbaud FundWare Accounts Receivable Guide Volume 1 Volume 2 Using Accounts Receivable Chapter 1 Introduction The Accounts Receivable Process Using Masks Using a Clearing Account Overview of Business Rules Accounts Receivable Business Rules What Are One-Time Customers Using the Sample Divisions The Accounts Receivable HomePage Activity Reminders Printing Reminders Deleting Reminders Reports Area Navigating the Folder Tree The Detail Panes Some FundWare Basics Opening FundWare Changing Your Password During Login Opening FundWare Multiple Times Opening Additional Instances From the Desktop/Start Menu Opening Additional Instances From the Program Changing the Business Date Changing Your Password From the Software Using the Menu Bar Keyboard Navigation Is Your Menu Bar Too Crowded? How Your Security Rights Impact the Menu Bar Using the Navigator Bar Module Navigator Open Windows Navigator How Your Security Rights Impact the Navigator Bar Customizing Your Display Hiding and Displaying Columns Re-Ordering the Columns Resizing the Columns vi

7 Table of Contents Sorting the Entries in a Form Help Training and Consulting Services Using This Document Conventions Getting Support Chapter 2 Customers Customer Records Customer Status Customers Folder and Detail Pane Creating a Customer Customer Info Tab Accessing Account Maintenance From the Customer Info Tab Addresses Tab Phones Tab Adding Contacts to an Organization Customer Activity Tab Calculating the Customer Balance Notes Adding a Note Through the Customer Record Adding a Note Through AR Maintenance Filtering Customers Editing Notes From the Notes Tab Editing Notes Through Notes Maintenance Deleting Notes From the Notes Tab Deleting Notes From Notes Maintenance Groups Adding Groups Adding a Customer to a Group in Maintenance Filtering Customers Adding a Customer to a Group in the Customer Record Renaming a Group Viewing a Group Deleting a Group Removing One or More Customers From a Group Removing a Customer From a Group in the Customer Record Editing Customer Information Blackbaud, Inc. 1.vii

8 Blackbaud FundWare Accounts Receivable Guide Volume 1 Deleting Customer Information Changing the Customer Status Deleting a Customer Importing Customer Information Chapter 3 Invoices Business Rules How Does Your Business Date Affect Your Invoice? Introduction to Invoices Invoice Types Standard Invoices Memo Invoices Credit Memos Invoices Folder and Detail Pane Creating Invoices Accounting Impact Creating Invoices Batch and History Tabs Batch Tab Viewing Invoices From the Batch Tab Removing Invoices From the Batch Tab Exiting the Batch Tab History Tab Exiting the History Tab Creating Invoices for a Group of Customers Adding a Customer Record From the Invoice Form Converting a Memo Invoice to a Standard Invoice Editing Pending Invoices Canceling Pending Invoices Accounting Impact Canceling Pending Invoices Posting Invoices Accounting Impact Posting Invoices Standard Invoice Memo Invoice Credit Memo Editing Posted Invoices Voiding Posted Invoices Accounting Impact Voiding Posted Invoices Standard Invoice viii

9 Table of Contents Memo Invoice Credit Memo Accessing Account Maintenance Invoices From the Invoice Form or Invoice Template Form From GL Distribution From the Batch Tab From the History Tab Editing the Customer Record Invoices From the Invoice Form From the Batch Tab Printing Invoices Exporting Invoice Information Viewing Invoices Importing Customer Information Chapter 4 Receipts and Payments Business Rules Introduction to Receipts Receipt Types Invoice Receipts Cash Receipt Receipts Folder and Detail Pane Creating Invoice Receipts Accounting Impact Creating Invoice Receipts If Your Invoice Total Equals Zero Creating Cash Receipts Accounting Impact Creating Cash Receipts Batch Tab Viewing Receipts From the Batch Tab Removing Receipts From the Batch Tab Exiting the Batch Tab History Tab Exiting the History Tab Creating Cash Receipts for One-Time Customers Accounting Impact One-Time Customer Receipts Adding Customer Records From the Receipt Form Entering Partial Payments Accounting Impact Entering Partial Payments Blackbaud, Inc. 1.ix

10 Blackbaud FundWare Accounts Receivable Guide Volume 1 Recording Overpayments for Invoice Receipts Accounting Impact Recording Overpayments Applying Overpayments Accounting Impact Applying Overpayments Applying Credit Memos Accounting Impact Applying Credit Memos Applying Multiple Payment Items Accounting Impact Applying Multiple Payment Items Editing Pending Receipts Canceling Pending Receipts Accounting Impact Canceling Pending Receipts Posting Receipts Accounting Impact Posting Receipts Editing Posted Receipts Voiding Posted Receipts Accounting Impact Voiding Posted Receipts Accessing Account Maintenance Receipts From the Receipt Form From GL Distribution From the Batch Tab From the History Tab Editing the Customer Record Receipts From the Receipt Form From the Batch Tab Printing Receipts Exporting Receipt Information Viewing Receipts Depositing a Receipt Chapter 5 Deposits and Corrections Business Rules Deposits Folder and Detail Pane Depositing Receipts Accounting Impact Depositing Receipts Viewing Deposit Detail Viewing an Individual Receipt Returning Payment Items for Invoice Receipts Accounting Impact Returning Payment Items x

11 Table of Contents Adjusting Payment Items for Cash Receipts Adjusting Check Amounts Adding New Charge Items Viewing Adjustments Accounting Impact Adjusting Payment Items Viewing the History for an Adjusted Receipt Accessing Account Maintenance From a Deposited Receipt Printing Deposits Chapter 6 Purging Accounts Receivable Activity Chapter 7 Accessing the Information Query Overview Business Date Opening Query Using the Toolbar Navigating the Tree Query Types and Folders Viewing the Query Information The Query Status Bar Opening Additional Query Windows Creating a New Query Adding Fields to a Query Field Name Sort Value Function Adding and Defining the Fields Moving Fields Deleting Fields Setting the Filters Moving Conditions Deleting Conditions Running a Query Security Restrictions Saving a Query Security Restrictions Using the Save Query As Option Blackbaud, Inc. 1.xi

12 Blackbaud FundWare Accounts Receivable Guide Volume 1 Security Restrictions Copying a Query Security Restrictions Moving a Query Security Restrictions Deleting a Query Security Restrictions Formatting the Query Results Subtotaling Tips for Creating Subtotals Applying a Subtotal Clearing a Subtotal Formatting the Rows and Columns Rows Columns Column Appearance Moving Columns Locking Columns Formatting a Sheet Formatting the Page Setup Options Printing a Query Previewing Your Query Exporting Your Query Results Chapter 8 Producing Reports Customizing Your Documents Modifying the Address Files Address Requirements Creating the Logo Files Logo Requirements Printing on Company Letterhead Producing Accounts Receivable Reports Select Filter By GL Account Number Deleting Reports Printing Reports Printing Directly to Your Printer xii

13 Table of Contents Previewing Reports Exporting Reports From Report Manager Trace Reports Exporting Report Information Appendix A Sample Reports Index Blackbaud, Inc. 1.xiii

14 1.xiv Blackbaud FundWare Accounts Receivable Guide Volume 1

15 C H A P T E R 1 INTRODUCTION The Blackbaud FundWare Accounts Receivable (AR) module allows you to easily and effectively manage your accounts receivable process, including: Maintain customer master records and billing history. Post to General Ledger and/or Project/Grant. Manage groups of customers. Create invoices, credit memos, and memo invoices. Enter payments, returns, adjustments, and deposits. Print statements, invoices, and receipts. Purge zero balance transactions by date. You can post AR transactions to FundWare s General Ledger Project/Grant module using receivable accounts, cash accounts, and deposit cash or clearing accounts. Transactions posted to General Ledger Project/Grant are sent through your predefined journals. THE ACCOUNTS RECEIVABLE PROCESS The bulleted list below provides a view into a typical accounts receivable process. The procedures for the components of the process are found throughout this guide. Customize the setup of Accounts Receivable, including account specifications, and revenue and payment codes. Add a new customer to your list of customers. Generate an invoice for a customer. Record payment of an invoice with a receipt of payment. Post daily receipts/payments. Blackbaud, Inc. 1.1

16 Blackbaud FundWare Accounts Receivable Guide Volume 1 Post deposits. Print trace reports to keep a printed audit trail. USING MASKS A mask is a FundWare term for using a wild card in an account number to indicate a group of accounts. The best use of this feature is for processing and reporting. Where an X is placed in a mask, any value in that digit position will be accepted. In Sample Division 96, if you enter the mask A X in the Account Selector, you will get five accounts (A , A ; A ; A ; A ). USING A CLEARING ACCOUNT A clearing account holds money that you have received but have not physically deposited. Figure 1.1 shows the clearing account concept in Accounts Receivable. It assumes that a clearing account already exists in General Ledger and is set up in Accounts Receivable. Single clearing and cash accounts are shown here for simplicity. Record a Cash Receipt or Invoice Receipt When you post receipts, the debit side of the entry is sent to the deposit clearing account specified on the receipt. Record a Deposit When you post the deposit in Accounts Receivable, the clearing account is relieved ( credited ). Figure 1.1 Using a Clearing Account Clearing Account Money in the clearing account represents money you have received but have not deposited. 1.2 Using Masks

17 Chapter 1 Introduction If you do not choose to use a deposit clearing account, your options for General Setup posting will be slightly different (e.g., you will not select a journal for posting receipts) and the process of posting receipts in Accounts Receivable will update the customer information but not post information to General Ledger (or Project/Grant). OVERVIEW OF BUSINESS RULES Many of the chapters in this guide have a section called Business Rules. These sections explain the rules upon which the AR program has been based, as related to the specific chapter. For example, rules governing the receipts portion of AR are in the Business Rules section of the Receipts chapter. In some cases, these rules correspond with standard accounting rules. In other cases, these rules are necessary for FundWare to correctly process your data. Please refer to these sections to help guide you in your use of the program, as well as to help solve any issues that may arise as you use the program. ACCOUNTS RECEIVABLE BUSINESS RULES This section includes some general business rules that apply to Accounts Receivable. Each chapter in this guide ontains topic-specific business rules. General Ledger or Project/Grant must be installed and set up for Accounts Receivable to function. When you are posting your accounts receivables to General Ledger, your debits must equal your credits. (In other words, your accounting must be two-sided.) However, when you are posting to Project/Grant, your debits do not have to equal your credits. WHAT ARE ONE-TIME CUSTOMERS You might need to create a receipt for a customer with whom you do not do business regularly. You may not want to add a record for this customer, so you can use the onetime customer record provided by FundWare instead. One-time customers can only be used for cash receipts, not for invoices. Blackbaud, Inc. 1.3

18 Blackbaud FundWare Accounts Receivable Guide Volume 1 This single record is used as a holder for all the one-time customers you might have. This way, you can still access the information for any one-time customer by accessing the single one-time customer record, but you do not have to clutter your customer database with records that are rarely used. For instructions, see Creating Cash Receipts for One-Time Customers on page USING THE SAMPLE DIVISIONS FundWare provides two sample divisions: Division 95 and Division 96. You can use these divisions to train personnel or test processes, or simply to experiment without impacting your own data. To access the FundWare sample division, you will need to add Division 95 and Division 96 through the System Administration > Division Maintenance task. (If you are an existing customer and installed the sample data during a previous installation, you do not need to complete this step.) Please refer to the Blackbaud FundWare Administration Guide for more information. When you enter the division number, FundWare asks if you would like to create the sample division. When you accept this entry, FundWare will create the division. You will not need to complete the additional steps necessary when you are creating a normal division. THE ACCOUNTS RECEIVABLE HOMEPAGE The Accounts Receivable HomePage helps you keep an eye on your account balances and upcoming activities and provides you with direct access to produce your reports. The following areas make up the AR HomePage: Activity Reminders area, and Reports area. 1.4 Using the Sample Divisions

19 Chapter 1 Introduction ACTIVITY REMINDERS The Activity Reminders area allows you to enter a text note and a due date (optional) for module tasks (Figure 1.2). When you open the HomePage, any tasks with due dates earlier than the system date of your computer (i.e., overdue ) will display as red. Figure 1.2 Activity Reminders Area Use the following instructions to use the Activity Reminders area. 1. On the Accounts Receivable HomePage, enter up to 100 alphanumeric characters in the Activity field (Figure 1.3). Figure 1.3 Example Activity Reminder Blackbaud, Inc. 1.5

20 Blackbaud FundWare Accounts Receivable Guide Volume 1 2. If this task has a due date, enter the date in the Due Date field (Figure 1.4). Click the drop-down arrow to access the calendar. This field is optional. Figure 1.4 Example Activity Reminder With Due Date PRINTING REMINDERS If you do not have any text associated with a due date, the due date will not be saved when you exit the HomePage. Click Print to print the information in the Activity Reminders area. The report output will reflect the current sorting and displays in a preview window, from which you can print the information. DELETING REMINDERS Use the following instructions to delete a reminder. 1. Highlight the row. 2. Click Delete. The reminder is removed from your display. 1.6 The Accounts Receivable HomePage

21 Chapter 1 Introduction REPORTS AREA The same categories that you see in Report Manager for the module will also display in the Reports Area of the HomePage (Figure 1.5). Each category can expand and collapse to show or hide the reports contained within. A single click of a report title will display the report parameters window. Once you enter the details of the report and click OK, your report is produced. Figure 1.5 Reports Area of the Accounts Receivable HomePage NAVIGATING THE FOLDER TREE The Accounts Receivable module organizes information in different categories, stored in the folder tree. For example, all invoices are stored in the Invoices folder, while posted invoices are also stored in the Invoices > Posted subfolder. The available folders in the Accounts Receivable module are described in Table 1.1. Table 1.1 Navigation Tree Folders Folder Customers Invoices Description Stores all customers that have been added to your database. There are three types of invoices: Standard invoice Represents the purchase of a product or service. Memo invoice Used most frequently to represent financial commitments such as donation pledges. The revenue from memo invoices is not posted to General Ledger or Project/Grant. Only when you convert the memo invoice to a posted standard invoice does the revenue post to your General Ledger or Project/Grant. Credit memos Entered just like a standard invoice, but allows you to credit a customers account, and show that credit in your General Ledger. Blackbaud, Inc. 1.7

22 Blackbaud FundWare Accounts Receivable Guide Volume 1 Table 1.1 Navigation Tree Folders (Continued) Folder Receipts Deposits Description Stores receipts: Invoice receipts Created when you record payment against an invoice. Cash receipts Created when you record the receipt of monies not associated with an existing invoice. Lists the financial institution accounts to which you can deposit payments. The accounts displayed in this folder are governed by the Financial Institutions feature. These folders work similarly to folders in a Windows environment: when you click a folder, its contents display in the right pane of the window (called the detail pane) for viewing and manipulating. The detail pane displays the contents of the folder to the right of the folder tree. THE DETAIL PANES You have many options when it comes to how much information you wish to display in the detail panes for the Customers, Invoices, and Receipts folders and their associated subfolders. You can: Reorder the records Click the header of the category on which you want the sort based. Click a second time to reverse the order. Hide or display columns Right-click and select the column to be hidden or displayed. A check mark indicates that a column is displayed in the detail pane. Adjust the column widths Click the divider line between the column headings. The cursor will change. Move to the left or right until the column is the width you want. Note that any changes to the display settings are not saved. Therefore, when you close AR, the display reverts to the defaults. SOME FUNDWARE BASICS The following sections provide you information and instructions for opening and working in FundWare. 1.8 Some FundWare Basics

23 Chapter 1 Introduction OPENING FUNDWARE As you begin using FundWare, certain information is saved by the program and offered as a default. This has been designed to help you save time and steps, but you can change these defaults at any time by entering new information or selecting from the available options (depending on the field). User name The program will enter the user name (or user number) of the last person to log into FundWare on that computer. For security reasons, your password is not automatically entered. You must always enter your FundWare password. Business date Defaults to the current system date (according to your computer s operating system). Division The program automatically selects the division you were working in the last time you were in FundWare. If you have only one division (or have security rights to only one division) and do not have security rights to the System Administration area, the program will bypass the division selection window. Or, if you only have security rights to the System Administration area, the program will bypass the division selection window and open directly to the System Administration HomePage. HomePage The program automatically opens to the HomePage of the module in which you were working the last time you were in FundWare. Use the following instructions to open and log into FundWare. Blackbaud, Inc. 1.9

24 Blackbaud FundWare Accounts Receivable Guide Volume 1 1. Double-click the FundWare icon on your desktop or select Blackbaud FundWare Enterprise or Professional from your Windows Start menu. The Login window displays (Figure 1.6). Figure 1.6 FundWare Login Window 2. Enter your user name in the User Name text box. You can enter your user number instead of your user name, if preferred. The User Name field will default to the last entry on this computer and the system will move to the Password field. 3. Enter your password in the Password text box. Your password entries will display as asterisks (*) as you type to maintain the privacy of your password Some FundWare Basics

25 Chapter 1 Introduction 4. Accept the default business date or enter a new date. You can manually enter the date (moving from day to month to year using the arrow key or mouse) or you can click the down-arrow to select a date from the calendar (Figure 1.7). Figure 1.7 Selecting the Date 5. Click OK. If your User Name, Password, and Business Date are verified, the Select Division window displays, defaulting to the division you were working with the last time you were in FundWare (Figure 1.8). Figure 1.8 Selecting the Division If your organization uses the password aging feature, you may receive a message indicating that your password will or has expired. You will be offered the chance to enter a new password at this time. See Changing Your Password During Login on page If you have only one division (or have security rights to only one division) and do not have security rights to System Administration, the program will bypass the Select Division window. Or, if you only have Blackbaud, Inc. 1.11

26 Blackbaud FundWare Accounts Receivable Guide Volume 1 security rights to System Administration, the program will bypass the division selection window and open directly to the System Administration HomePage. 6. If necessary, select a different division (or System Administration) from the list. 7. Click OK. FundWare opens to the HomePage of the module that you last accessed. For users upgrading from earlier versions of FundWare, please note that you can only have one division open at a time in each instance of FundWare (a change in functionality). However, you can open the program multiple times for the same or different divisions and/or business dates. CHANGING YOUR PASSWORD DURING LOGIN If your organization uses the password aging feature (defined through System Administration), you may receive a message indicating that your password will or has expired (Figure 1.9). Figure 1.9 Password Expiring Use the following instructions to change the password at this time Some FundWare Basics

27 Chapter 1 Introduction 8. Click Yes to the password expiration message. The Change Password window displays (Figure 1.10). Figure 1.10 Changing Your Password During Login 9. Enter your password in the Old Password text box. 10. Enter the new password in the New Password text box. 11. Retype your password in the Confirm New Password text box. 12. Click OK. Your password is changed. The next time you log into FundWare, you must use the new password or you will receive an error message. You can also change your password from within the software. See Changing Your Password From the Software on page OPENING FUNDWARE MULTIPLE TIMES Each instance of FundWare (i.e., each time you open the program) represents a single division on a single business date. However, you can open as many instances of FundWare as necessary to meet your needs. When dealing with multiple instances of FundWare, keep the following rules in mind: Each instance of FundWare represents a single user, division, and business date, or represents access to the System Administration features by a single user. You can open as many instances of FundWare as necessary (i.e., for different users, business dates, or divisions). Blackbaud, Inc. 1.13

28 Blackbaud FundWare Accounts Receivable Guide Volume 1 You can still change the business date for the current instance of FundWare without opening a new instance. See Changing the Business Date on page 1.15 for more information. OPENING ADDITIONAL INSTANCES FROM THE DESKTOP/START MENU If you have one or more instances of FundWare open already, you can open additional instances of the program from your desktop or the Windows Start menu. You will be asked to identify the user, password, business date, and division (the same steps as opening the first instance of FundWare). OPENING ADDITIONAL INSTANCES FROM THE PROGRAM You can also open a new division or a new instance of the same division from within FundWare. Because you are opening this division from the program, the system applies the same user and password to the new instance and allows you to select a new division or business date. If you want to open a new instance of FundWare for a new division or a new business date, you can open the program from the desktop or Windows Start menu or from the Change Business Date task. For instructions on changing the business date, or opening a second instance of the program with a different business date, see Changing the Business Date on page Use the following instructions to open a new instance of FundWare for the current user and business date. 1. Select File > Open FundWare from the menu bar. The Open New Instance window displays, automatically selecting the division you were working with the last time you were in FundWare (Figure 1.11). Figure 1.11 Opening a New Instance of FundWare 2. If necessary, select a different division (or System Administration) from the list Some FundWare Basics

29 Chapter 1 Introduction 3. Accept the default business date or enter a new date. You can manually enter the date (moving from day to month to year using the arrow key or mouse) or you can click the down-arrow to select a date from the calendar. 4. Click OK. FundWare opens to the HomePage of the module that you last accessed. CHANGING THE BUSINESS DATE You can change the business date for your current instance of FundWare or open a new instance of the same division with a different business date using the Change Business Date task. When you choose to open a new instance of the same division, the system applies the same user and password to the new instance and takes you directly to the HomePage for the module in which you were last working in that division. 1. Select Edit > Change Business Date from the menu bar. The Change Business Date window displays (Figure 1.12). Figure 1.12 Changing the Business Date 2. Accept the default business date or enter a new date. You can manually enter the date (moving from day to month to year using the arrow key or mouse) or you can click the down-arrow to select a date from the calendar. 3. Select the applicable option for applying the new business date: Current Instance of FundWare Changes the business date for the current instance of FundWare. This option does not apply any changes to other instances of FundWare and does not open a new instance of the program. Blackbaud, Inc. 1.15

30 Blackbaud FundWare Accounts Receivable Guide Volume 1 The Classic windows will not accept a changed business date. If you have any of the Classic screens open when you attempt to change the business date for the current instance of FundWare, the system will return a message and not allow you to proceed. Close the Classic windows and try again. New Instance of FundWare Opens a new instance of FundWare to the HomePage for the module in which you were last working, applying the same user, password, and division but using the new business date. 4. Click OK. The program applies your selection. CHANGING YOUR PASSWORD FROM THE SOFTWARE Use the following instructions to change the password for the current user. 1. Select Edit > Password from the menu bar. The Change Password window displays (Figure 1.13). Figure 1.13 Changing the Current User s Password 2. Enter your password in the Old Password text box. 3. Enter the new password in the New Password text box. 4. Retype your password in the Confirm New Password text box. 5. Click OK. Your password is changed. The next time you log into FundWare, you must use the new password or you will receive an error message Some FundWare Basics

31 Chapter 1 Introduction If your organization uses the password aging feature (defined through System Administration) and your password is nearing or has passed the expiration date, you can also change your password during the login process. See Changing Your Password During Login on page USING THE MENU BAR Each module for which your organization is licensed and to which you have security rights displays in the menu bar. From these menu options, you can access all modulespecific tasks (e.g., General Ledger > Journal Entries > New). In addition, you will use the menu bar to access specific program tasks (e.g., changing the business date): File Open divisions; access Print Manager, Report Manager, or Financial Institutions. Edit Change the business date or your password. View View or close Navigator bar; view full or abbreviated menu names; view logged in users. Window See all currently open windows, switch between these windows. Help Access online help for the current module and program information. KEYBOARD NAVIGATION To help you navigate quickly through the program, FundWare allows you to use your keyboard instead of your mouse to access program tasks. Menu bar You can access any task listed on the menus using a combination of the ALT key and a letter and the arrow keys. Press the ALT key. Press the underlined letter of the item to display the menu. The menu displays. Use the arrow key and press ENTER to select a task. Shortcut menus Access any applicable shortcut menus (normally displayed when you right-click your mouse) from the keyboard by pressing either SHIFT+F10 or the Application key (offered on many newer keyboards, located between the WINDOWS key and the CTRL key, to the right of the spacebar). Shortcut keys Shortcut keys combine the CTRL key with a letter to give you direct access to certain tasks. These shortcuts are listed on the menus with the applicable tasks. Drop-down lists You can access any drop-down list when focus is on the associated field by using a combination of the ALT key and the down arrow key. Blackbaud, Inc. 1.17

32 Blackbaud FundWare Accounts Receivable Guide Volume 1 IS YOUR MENU BAR TOO CROWDED? If your organization is licensed for a number of FundWare modules, your menu bar may be too wide to use conveniently. You can change the module names that are listed in the menu bar to display as acronyms, which will decrease the width of the bar: Select View > Abbreviated Menu Names from the menu bar. To change back, select View > Full Menu Names from the menu bar. HOW YOUR SECURITY RIGHTS IMPACT THE MENU BAR Your individual security rights may impact the modules and tasks that you see on the menu bar. If your organization is licensed for a module, but your individual security settings do not allow you to access any tasks in that module, the module will not be listed in the menu bar. If your security settings allow you to access some, but not all, tasks in a module, the restricted tasks will not be listed in the menu bar. USING THE NAVIGATOR BAR The Navigator bar provides you with quick, mouse-driven access to your modules, module tasks, and currently open windows through two areas: Module navigator, and Open windows navigator. You can resize the Navigator bar to meet the needs of your display by using your mouse to click on the right frame of the bar and drag the frame to the position you want. You can also hide or show the Navigator bar using the options on the View menu. Select the option to hide or show the bar, as applicable. These settings will be retained by the system when you close FundWare. MODULE NAVIGATOR The module navigator lists the modules for which your organization is licensed (unless your individual security settings do not allow you to access a module). When you click a module (it just takes a single click), the module expands to display all of the associated module tasks Some FundWare Basics

33 Chapter 1 Introduction Accessing any of the tasks within the module takes another single click on the specific item. Some tasks are nested below a title. A single click will expand the title, displaying the related tasks below (Figure 1.14). Figure 1.14 Module Navigator Expanded Menus If your security settings restrict your access to specific tasks, those tasks will not be listed in the menu bar. Blackbaud, Inc. 1.19

34 Blackbaud FundWare Accounts Receivable Guide Volume 1 OPEN WINDOWS NAVIGATOR The open windows navigator lists the windows that are currently open in this instance of FundWare, highlighting the window currently displayed (Figure 1.15). A single click of an entry in the open windows navigator redisplays the window in your workspace. Figure 1.15 Open Windows Navigator As with all Windows applications, the more FundWare windows that you open concurrently, the greater impact to your processor speed. You can use the Open Windows Navigator to monitor how many windows you have open at any one time. HOW YOUR SECURITY RIGHTS IMPACT THE NAVIGATOR BAR There is no security impact to the open windows navigator. If your security rights allowed you to open a task, then that window will display in the open windows navigator. However, your individual security rights may impact the modules and tasks that you see on the module navigator. If your organization is licensed for a module, but your individual security settings do not allow you to access any tasks in that module, the module will not be listed in the module navigator. Any tasks within a module from which you are restricted will not be listed in the menu bar. CUSTOMIZING YOUR DISPLAY Throughout FundWare, you will encounter forms (similar to a table or spreadsheet) that allow you to customize the display through the shortcut menu (accessed by rightclicking your mouse) or through direct manipulation with your mouse. Most of these settings are retained with your user name. Therefore, the forms display according to your settings wherever you log in to FundWare. (In other words, the program remembers how the form displayed when you closed FundWare. This is how it will display the next time you open the program.) 1.20 Some FundWare Basics

35 Chapter 1 Introduction Not all forms provide these options. If you attempt one of the customization options described here and are unsuccessful, it is likely that the option is not offered on that form. HIDING AND DISPLAYING COLUMNS To add or remove a column from a form, hover your mouse over the pane and rightclick. A shortcut menu displays, which allows you to hide or display columns from the form (Figure 1.16). In this example, the Account column is disabled because this column must always display. The remaining columns are currently displayed in the New Journal Entry form. Figure 1.16 Example Shortcut Menu for the GL New Journal Entry Form The columns currently displayed in the form are indicated with a check mark. Select a column from the shortcut menu to add or remove that column to the detail pane. If you have disabled fields through the module setup (e.g., the Accounts Payable parameter or stage settings), the associated column will not be listed on the shortcut menu. RE-ORDERING THE COLUMNS To re-order the columns in a form, drag and drop the column by clicking the column heading and moving the column to the desired position (holding the mouse button down). Blackbaud, Inc. 1.21

36 Blackbaud FundWare Accounts Receivable Guide Volume 1 RESIZING THE COLUMNS To resize a column, hover your mouse over the column border until the icon changes (Figure 1.17). Figure 1.17 Mouse Icon Click your mouse button and drag the column border until it is the desired width. SORTING THE ENTRIES IN A FORM To resort the entries in a form, click the heading of the column on which you want the sort based. To reverse the sort order, click the column heading again (Figure 1.18). Figure 1.18 Sorting the Detail Pane Original display. Entries resorted based on Obligation number. Entry order reversed. Sort order is not retained when you close FundWare. HELP If you encounter questions or problems while you are working in the program, you can access the online help from the Help menu (on the menu bar) or by clicking F1 to access the online help for the current module Some FundWare Basics

37 Chapter 1 Introduction You can also access PDF files (portable document format) of the guides from your server: FundWare\Data\User Documentation You must have Adobe Acrobat Reader installed to view the files. This program is available from the FundWare CD or as a free download from TRAINING AND CONSULTING SERVICES American Fundware, Inc. offers a number of options to help you improve your use of FundWare. Regional classes Training classes held several times per month in various cities across the nation. These one- to five-day classes provide a hands-on learning environment and low student-to-instructor ratio. eclasses Interactive training classes offered over the Internet provide you and your staff the opportunity to receive training from FundWare experts without leaving your desk. Onsite custom training sessions and consulting Our training/consulting group offers you onsite services, including: Training your staff using your data. Installing/upgrading and configuring the software to meet the specific needs of your organization. For more information about any of our training or consulting services, please explore our Web site ( or contact our Client Sales department ( ). USING THIS DOCUMENT This manual is organized to reflect the most common uses of the module. It provides you with overview information of FundWare, followed by specific features and functions of the module. Blackbaud, Inc. 1.23

38 Blackbaud FundWare Accounts Receivable Guide Volume 1 CONVENTIONS Use Table 1.2 as a reference for conventions used in this document. Indicator Table 1.2 Icon Conventions Description A note, hint, or background information that may be helpful. A caution or warning that must be heeded. Information contained in a warning should be carefully reviewed to avoid adverse affect on software operation. An example, used to clarify an issue. ENTER demo user Click OK Keyboard directions are indicated in small capital letters (e.g., Press ENTER). Specific text entries are indicated with italics (e.g., Type demo user for User Name). An item on the screen that requires user interface is indicated in bold. GETTING SUPPORT The following table provides a quick reference for getting the support you need for FundWare modules. Table 1.3 Getting Support Department Contact Description Business Office Technical Support Obtain general information or contact a staff member Get help resolving technical issues with the [email protected] product. Please have the following information ready when you call: FundWare license number FundWare version number Error message details Knowledgebase support.asp A searchable database where you can type your questions and get a list of possible answers. Requires your license number and web password Some FundWare Basics

39 Chapter 1 Introduction Training Ask for the Client Sales department. Products_Services/Training/train.asp Replacement Software Product Management User Education World Wide Web or , Ask for the Client Sales department. [email protected] [email protected] [email protected] Table 1.3 Getting Support (Continued) Department Contact Description Contact us for more information on our training options: Regionals Classes from 1 to 5 days in length; held in cities around the country. eclasses Two- to three-hour classes offered over the Internet. Onsite custom training and consulting Our consulting staff can implement FundWare and/or train your employees using your organization s data. Order replacement software. Contact our Product Management department with any suggestions for improving FundWare. Contact our User Education department with suggestions for improving our user guides or online help. Get the latest product and company information, download software and documentation updates, or send . Blackbaud, Inc S. Fiddler s Green Circle, Suite 200 Greenwood Village, CO Blackbaud, Inc. 1.25

40 Blackbaud FundWare Accounts Receivable Guide Volume Some FundWare Basics

41 C H A P T E R 2 CONFIGURING ACCOUNTS REC EI V AB L E The Accounts Receivable module allows you to automate much of your AR process. However, you must setup AR to reflect your organization s preferred processes. This chapter takes you through the initial steps involved in the setup of your organization s Accounts Receivable module. These steps must be completed before you can begin to work in AR. Included in this section are instructions for configuring the following: Security This section gives an overview of the security options for Accounts Receivable. For detailed instructions on setting your security, see the Blackbaud FundWare System Administration Guide. Configuring the General Setup Parameters Establishes the general and detail settings for the Accounts Receivable module, including specification of clearing accounts, invoice numbers, receipt numbers, customer numbers, posting options, and journals. Creating Payment Codes Establishes the types of payments you receive. For example, you could have payment codes for cash, check, and a variety of credit cards. Creating Revenue Codes Establishes the products and/or services for which you generate invoices and receipts. For example, you could have revenue codes for annual dues, donations, license fees, etc. Additionally, you should set up the following elements before you can begin to work in the AR module: Customers The setup for the Customers is discussed in its own chapter, Chapter 2 Customers on page Financial Institutions Your FIs (or banks ) must be associated with Accounts Receivable in order to make deposits and perform adjustments. For instructions on associating FIs, see Chapter 3 Using Financial Institutions on page Blackbaud, Inc. 1.27

42 Blackbaud FundWare Accounts Receivable Guide Volume 1 The Accounts Receivable Maintenance menu also has two options that are not part of the AR setup: Notes and Groups. For more information on these options, see Notes on page 2.49 and Groups on page This guide includes an appendix to help you plan your Accounts Receivable configuration. See Appendix A Worksheets for Setting Up Your System on page BUSINESS RULES Before beginning the AR configuration, a division and ID type must exist. SECURITY Your security feature allows you to specify what each user and group can do within each FundWare module. For example, you can create a group of employees who only enter invoices. Therefore, you would want to give the group access to create invoices, but not to create receipts. Appendix A Worksheets for Setting Up Your System on page 1.89 provides information on the security options available for the Accounts Receivable tasks. For more information on working in the security feature, see the Blackbaud FundWare System Administration Guide. Throughout this guide, the instructions assume that you have the security rights to perform the activity. CONFIGURING THE GENERAL SETUP PARAMETERS Use the following instructions to configure your General Setup parameters Business Rules

43 Chapter 2 Configuring Accounts Receivable 1. Click Setup on the module navigator (if the module is not expanded, click Accounts Receivable first) or select Accounts Receivable > Setup from the menu bar. If you have set your system to ask for the division and business date, the Opening Accounts Receivable dialog box displays (Figure 2.1). Figure 2.1 Opening Accounts Receivable However, if you have set your system to default to a specific division and the current date as the business date, then Accounts Receivable Setup window displays, open to the General tab (Figure 2.2). 2. Select the Division from the drop-down list and enter the business (or accept the default). Blackbaud, Inc. 1.29

44 Blackbaud FundWare Accounts Receivable Guide Volume 1 3. Click OK. The Accounts Receivable Setup window displays, open to the General tab (Figure 2.2). Figure 2.2 Accounts Receivable General Setup, General Tab The following sections give you some guidance for deciding how to configure these settings. When you have completed your AR setup, click OK to save your settings and exit General Setup. Any changes that you make to General Setup will not be seen in Accounts Receivable until you close and re-open FundWare. GENERAL TAB On the General tab, you will set defaults for the following topics: Customers, Receipts, Invoices, and Posting options Configuring the General Setup Parameters

45 Chapter 2 Configuring Accounts Receivable CUSTOMERS GENERAL TAB This section provides instructions for the Customers portion (Figure 2.3) of the Accounts Receivable General Setup. Figure 2.3 Accounts Receivable General Setup, Customers Section Select the radio button for either Manual Customer Numbers or Automatic Customer Numbers. Manual Customer Numbers You must enter a unique customer number each time you create a new customer record. Automatic Customer Numbers Accounts Receivable generates a unique, sequential customer number each time you create a new customer. Selecting this radio button activates the Last Customer Number text box. Automatic Customer Numbers is the default setting as this is the easiest and most common way to assign sequential customer numbers. If there are no existing customers in the accounts receivable database, the default last customer number is 0 and the first customer number is 1. The one-time customer record is automatically assigned the customer number zero (0). For more information on this feature, see What Are One-Time Customers on page 1.3 and Creating Cash Receipts for One-Time Customers on page If there are existing customers in your AR database, the default number is the highest customer number in the database. For example, in your organization s database you have assigned customer numbers up to 255. That number (i.e., 255) would pre-populate the default last customer number, and the next automatic customer number would be 256. If you do not wish to have automatic customer numbers, select the Manual Customer Numbers radio button. You will have to enter a unique customer number each time you create a customer record. If you decide to set the Customer Number option to Manual and accept the setting (i.e., click OK), you will not be able to change to Automatic Customer Numbers at a later time. If you have made this setting in error, contact FundWare customer support. See Getting Support on page Blackbaud, Inc. 1.31

46 Blackbaud FundWare Accounts Receivable Guide Volume 1 RECEIPT NUMBERS GENERAL TAB This section provides instructions for the Receipts portion (Figure 2.4) of the Accounts Receivable General Setup. Figure 2.4 Accounts Receivable General Setup, Receipts Section Select the radio button for either Manual Receipt Numbers or Automatic Receipt Numbers. Manual Receipt Numbers You must enter a unique receipt number each time you create a new receipt. Automatic Receipt Numbers Accounts Receivable generates a unique, sequential receipt number each time you create a new receipt. Selecting this radio button activates the Last Receipt Number text box. Automatic Receipt Numbers is the default setting as this is the easiest and most common way to assign sequential receipt numbers. If there are no existing receipts in the accounts receivable database, the default receipt number is 0 and the first receipt number is 1. If there are existing receipts in your AR database, the default number is the highest receipt number in the database. For example, in your organization s database you have receipts up to That number (i.e., 1472) would pre-populate the default last receipt number, and the next automatic receipt number would be If you do not wish to have automatic receipt numbers, select the Manual Receipt Numbers radio button. You will then be required to enter a unique receipt number each time you create a receipt. If you decide to set the Receipt Number option to Manual and accept the setting (i.e., click OK), you will not be able to change to Automatic Receipt Numbers at a later time. If you have made this setting in error, contact FundWare customer support. See Getting Support on page Configuring the General Setup Parameters

47 Chapter 2 Configuring Accounts Receivable INVOICES GENERAL TAB This section provides instructions for the Invoices portion (Figure 2.5) of the Accounts Receivable General Setup. Figure 2.5 Accounts Receivable General Setup, Invoices Section Select the radio button for either Manual Invoice Numbers or Automatic Invoice Numbers. Manual Invoice Numbers You must enter a unique invoice number each time you create a new invoice. If you choose manual invoice numbers, you will not be able to use the Groups feature to create invoices. Automatic Invoice Numbers Accounts Receivable generates a unique, sequential invoice number each time you create a new invoice. Selecting this radio button activates the Last Invoice Number text box. Automatic Invoice Numbers is the default setting as this is the easiest and most common way to assign sequential invoice numbers. If there are no existing invoices in the accounts receivable database, the default invoice number is 0 and the first invoice number is 1. If there are existing invoices in your AR database, the default number is the highest invoice number in the database. For example, in your organization s database you have invoices up to That number (i.e., 1826) would pre-populate the default last invoice number, and the next automatic invoice number would be If you do not wish to have automatic invoice numbers, select the Manual Invoice Numbers radio button. You will then be required to enter a unique invoice number each time you create an invoice. If you decide to set the Invoice Number option to Manual and accept the setting (i.e., click OK), you will not be able to change to Automatic Invoice Numbers at a later time. If you have made this setting in error, contact FundWare customer support. See Getting Support on page Blackbaud, Inc. 1.33

48 Blackbaud FundWare Accounts Receivable Guide Volume 1 Enter the following information according to the needs of your organization: Default Days Due This indicates the default days a customer will have to pay an invoice. After the stated number of days have passed, an unpaid invoice will be considered past due. This number will be used as the default for each new customer; however, you can change the default through the customer record. The default entry is 0. Aging Increment (Days) This entry will indicate the increments for the Aging report (e.g., 30 days would provide information on past due customers at 30-day intervals). The default entry is 30. Aging Columns This entry will indicate how many columns you want to display in the Aging report (e.g., 4 columns, with a 30-day aging increment, would provide columns for current, 30 days, 60 days, and 90+ days). The default entry is 4. POSTING OPTIONS GENERAL TAB This section provides instructions for the Posting Options portion (Figure 2.6) of the Accounts Receivable General Setup. Figure 2.6 Accounts Receivable General Setup, Posting Options Section Of the two posting options offered, the clearing account option is critical to your AR setup. Using a Default Clearing Account Please refer to Using a Clearing Account on page 1.2 for a description of the clearing account process. The posting selections for organizations using a clearing account are slightly different from the selections for organizations not using a clearing account. These differences are noted in the posting instructions. If you set up your AR system, then change this setting at a later time, your default accounts may be deleted and then re-entered. You can change this setting at any time, but only if there are no documents with pending or posted status Configuring the General Setup Parameters

49 Chapter 2 Configuring Accounts Receivable Posting Units and Rates If you wish to post the units and the rates to GL, select the Post Units and Rates check box. A check mark will appear when this option is activated. Your decision for this option can be changed at any time. However, any change is not retroactive. During setup you choose not to post units and rates. Two months from that time, you change this setting. The units and rates associated with deposits during that two-month period will not be posted retroactively. DETAIL TAB Click the Detail tab (Figure 2.7) to access the remaining General Setup tasks. Figure 2.7 Accounts Receivable General Setup, Detail Tab Blackbaud, Inc. 1.35

50 Blackbaud FundWare Accounts Receivable Guide Volume 1 JOURNAL SETTINGS DETAIL TAB This section provides instructions for the Journal Settings portion (Figure 2.8) of the Accounts Receivable General Setup. Figure 2.8 Accounts Receivable General Setup, Journal Settings Section The Journal Settings section of General Setup allows you to indicate specific journals for AR transactions, and to customize what information is sent from AR to these journals. However, the transactions differ depending on whether or not you are using a deposit clearing account. If you are using a clearing account: Deposits, Receipts, Adjustments, and INV/CM (i.e., invoices and credit memos). If you are not using a clearing account: Deposits, Adjustments, and INV/CM (i.e., invoices and credit memos). You can assign each transaction to only one journal; however, each journal can have more than one transaction. You can assign Deposits and Adjustments to the DEPST (Deposit) journal. However, no other journal can also have an assignment of Deposits or Adjustments. Use the following steps to assign your journal settings Configuring the General Setup Parameters

51 Chapter 2 Configuring Accounts Receivable 1. Click the first blank entry in the Journal column. The drop-down list of available journals displays (Figure 2.9). Figure 2.9 Journal Drop-Down List 2. Select the journal. It displays in the detail pane. 3. Select the check box for the transaction (or transactions) that you are assigning to this journal. 4. Next, determine what additional information should be sent to each journal by clicking in the Options column. If this information is not selected, journal entries will be blank except for the amount. For this selection to be available, Deposits, Receipts, or Adjustments must be checked. An ellipsis button displays when you click (or TAB) in that column. 5. The ellipsis button accesses a dialog box with the options for that journal. This dialog box has three areas: Description, Title, and Use Field (Figure 2.10). Figure 2.10 Journal Options Access to the data item Use Fields (e.g., DataItem 1) is not currently available. However, these fields will not adversely impact your Accounts Receivable setup. Blackbaud, Inc. 1.37

52 Blackbaud FundWare Accounts Receivable Guide Volume 1 6. Click the Use Field drop-down arrow and select the appropriate field from the drop-down list (Figure 2.11). Figure 2.11 Use Field Drop-Down List The journal title is defined in the General Ledger journal maintenance. However, there is no process to ensure that your selection in Accounts Receivable matches the journal title. For example, the journal title could be Units, while your selection in AR could be Document Number. Remember: If you decide to post a transaction in summary, these selections will not be included with the posted information. 7. Repeat this process for the all descriptions that you want to use. POSTING SETTINGS DETAIL TAB This section provides instructions for the Posting Settings portion (Figure 2.12) of the Accounts Receivable General Setup. Figure 2.12 Accounts Receivable General Setup, Posting Settings Section You have two options for posting to General Ledger: 1.38 Configuring the General Setup Parameters

53 Chapter 2 Configuring Accounts Receivable Detail For each group of posted documents (e.g., receipts, deposits), AR creates one or more GL entries for every account. For example, in one deposit you have 15 different instances where funds are going to account A In detail posting, you would have 15 GL entries, one for each payment. Summary For each group of posted documents (e.g., invoices, receipts, deposits), AR totals the funds going to all accounts and creates one GL entry for each individual account. For example, in one deposit you have 15 different instances where funds are going to account A In summary posting, you would have one GL entry of the total amount. Select the appropriate check box for posting in summary or detail for each of the following tasks: If you are using a clearing account: Deposits, Receipts, Adjustments, and Invoices/credit memos. If you are not using a clearing account: Deposits, Adjustments, and Invoices/credit memos. DEFAULT ACCOUNTS DETAIL TAB This section provides instructions for the Default Accounts portion (Figure 2.13) of the Accounts Receivable General Setup. Figure 2.13 Accounts Receivable General Setup, Default Accounts Section You must indicate default accounts, or account masks, for the following: Receivable account If you mask this account, AR will resolve the mask against the GL account distribution defined on the invoice. Blackbaud, Inc. 1.39

54 Blackbaud FundWare Accounts Receivable Guide Volume 1 If you are a 7.15 Cash Receipts customer upgrading to Accounts Receivable, this account will be applied to all your customers when you open AR for the first time. You can change this number for each customer through AR. Contra receivable account If you mask this account, AR will resolve the mask against the GL account distribution defined on the invoice. Overpayment contra receivable account This entry does not allow an account mask. Deposit clearing account This option is not available if you did not select the Use a Default Clearing Account check box on the General tab. Invoice receipt: If you mask this account, AR will resolve the mask against the receivable account on the invoice. (If the receivable account is masked, this mask would have been resolved at the invoice posting stage.) Cash receipt: If you mask this account, AR will resolve the mask against the GL account distribution when you deposit the receipt. You can type the account number or mask, or click the ellipsis button (to the right of each text box) to access the Account Selector. The Account Selector can help you sort through your accounts to find the required number. For more information on accounts masks, see Using Masks on page 1.2. Using the Account Selector The Account Selector (Figure 2.14) allows you to sort your accounts by: ID types Status Account mask No entry or an entry of X takes the place of account numbers, allowing a range of accounts to be filtered. Description The account description. Aliases 1 and 2 Alternate account descriptions Configuring the General Setup Parameters

55 Chapter 2 Configuring Accounts Receivable Attributes Attributes assigned to the account, e.g., AS for asset accounts. Figure 2.14 Account Selector Use the following steps to sort accounts with the Account Selector. 1. Select the criteria by which to filter the account. 2. Click Search. 3. The accounts fitting the search criteria display. 4. Select the account that you want. 5. Click OK. The selected account number displays in the text box. Appending Accounts If you are using multiple ID types (defined through GL), you must append additional default accounts using the following steps. 1. Click the ellipsis button. Blackbaud, Inc. 1.41

56 Blackbaud FundWare Accounts Receivable Guide Volume 1 2. Select the first default account. 3. Click OK. 4. Click the ellipsis button again. 5. Select the second default account. 6. Click Append. The second account is added to the text box. CREATING PAYMENT CODES Payment codes represent the various ways in which customers pay for products and/or services. Many different payment types can be defined as needed by your organization, e.g., cash, check, money order, credit card. You can also set up payment codes to be masked, permitting one or multiple clearing accounts. The receipt entry process is streamlined by allowing you to select predefined payment codes from a menu instead of manually entering them each time. 1. Click Maintenance > Payment Codes on the module navigator (if the module is not expanded, click Accounts Receivable first) or select Accounts Receivable > Maintenance > Payment Codes from the menu bar. 2. If you have set your system to ask for the division and business date, provide the required information and click OK. The Payment Codes detail pane displays (Figure 2.15). If you have set your system to default to a specific division and the current date as the business date, then the Payment Codes detail pane automatically opens (Figure 2.15). Figure 2.15 Payments Codes Detail Pane 1.42 Creating Payment Codes

57 Chapter 2 Configuring Accounts Receivable 3. Click New or right-click and select New from the pop-up menu. The Payment Code Detail window displays (Figure 2.16). Figure 2.16 Payment Code Detail Window The Clearing Account defaults to the account indicated in your General Setup. 4. Enter payment code information according to Table 2.1. This information establishes the default settings to be used during receipt entry. Table 2.1 Payment Code Detail Text Box Description Payment Code Enter a short name to identify the payment code in the drop-down list; 50- character field. This field cannot be changed later. This is a required field. Once the payment code is saved, you cannot change the entry in this text box. Description Enter a full description for the payment code; 100-character field. This is an optional field. Reference Enter information in this field that appears in each receipt that uses this payment code; 50-character field. This is an optional field that may be used for entering check numbers or other payment-related information. Blackbaud, Inc. 1.43

58 Blackbaud FundWare Accounts Receivable Guide Volume 1 Table 2.1 Payment Code Detail (Continued) Text Box Clearing Account Description This field is auto-filled with the default account entered in General Setup. To change, enter the clearing account number or account mask you want to use for the payment code, or click the ellipsis to access the Account Selector and browse for an account. This field is not enabled if you are not using a deposit clearing account (determined during General Setup). This is a required field if you are using a deposit clearing account. Invoice receipt: If you mask this account, AR will resolve the mask against the receivable account when you post the receipt. (If the receivable account is masked, this mask would have been resolved at the invoice posting stage.) Cash Receipt: If you mask this account, AR will resolve the mask against the GL account distribution when you post the receipt. If locked, this information cannot be edited during receipt entry. These permissions are established by the user who created the payment code. The default is unlocked. Click to lock (or unlock). Click this button to access the Account Maintenance feature. Figure 2.17 shows an example payment code. Figure 2.17 Example Payment Code 5. Click OK when you have entered all the information about the payment code. The information is saved, the Payment Code Detail dialog box closes, and the Payment Codes detail pane displays with the added payment code Creating Payment Codes

59 Chapter 2 Configuring Accounts Receivable ACCESSING ACCOUNT MAINTENANCE FROM PAYMENT CODE SETUP FundWare allows you to access General Ledger s Account Maintenance feature from the payment code dialog box. This allows you to add or edit accounts without closing the payment code. Once you complete your edits, you will be able to access edited or new accounts for the payment code through the Account Selector. You will only be able to use this functionality if you have security rights to access accounts (i.e., add, edit, or delete) through General Ledger. If you are licensed for the Project/Grant module, you must have security rights through that module, as well. 1. Click. The General Ledger Account Maintenance window displays (Figure 2.18). Figure 2.18 GL Account Maintenance 2. Add or edit your accounts, as necessary. 3. Click OK. The Account Maintenance window closes and you return to the payment code form. You will be able to access the edited accounts from the Account Selector. Blackbaud, Inc. 1.45

60 Blackbaud FundWare Accounts Receivable Guide Volume 1 For more information on Account Maintenance, see the Blackbaud FundWare General Ledger Project/Grant Guide. CREATING REVENUE CODES Revenue codes provide default information about products and/or services (or other revenue types), including quantity, price, description, and revenue account information. Using these codes allows you to streamline the Accounts Receivable entry process. Revenue codes are accessible during invoice and receipt (cash receipt) entry. Default descriptions, quantities, unit prices, total prices, and accounting distributions display based on what is entered during this setup process. Information can be modified later, if necessary. Revenue codes must have at least one GL distribution, and can be set up to distribute posting across multiple General Ledger accounts. If you want to organize your revenue codes into groups, you can use numbers for the revenue codes (e.g., 1000s are for licenses: 1020, 1050; 2000s are for dues: 2201, 2300). However, this will require that you remember the number as you select the revenue code. You could create rules for naming your revenue codes (e.g., codes beginning with L are for licenses: Lfish; Ldrivers; codes beginning with D are for dues: Dlibrary; Dzoo). Use the following steps to create your revenue codes. 1. Click Maintenance > Revenue Codes on the module navigator (if the module is not expanded, click Accounts Receivable first) or select Accounts Receivable > Maintenance > Revenue Codes from the menu bar. 2. If you have set your system to ask for the division and business date, provide the required information and click OK. The Revenue Codes detail pane displays Creating Revenue Codes

61 Chapter 2 Configuring Accounts Receivable If you have set your system to default to a specific division and the current date as the business date, then the Revenue Codes detail pane automatically opens (Figure 2.19). Figure 2.19 Revenue Codes Detail pane 3. Select New or right-click and select New from the pop-up menu. The Revenue Code Detail window displays. There are three main areas on this window: revenue code detail, receipt defaults, and GL account distribution (Figure 2.20). Figure 2.20 Revenue Code Detail Blackbaud, Inc. 1.47

62 Blackbaud FundWare Accounts Receivable Guide Volume 1 4. Enter the revenue code detail and receipt defaults according to Table 2.2. This information establishes the default settings to be used during invoice or receipt entry. Table 2.2 Revenue Code Detail Text Box Revenue Code Detail Revenue Code Receivable Account Description Unit Description Reference Quantity Description Establishes detailed information about the revenue code. Enter a short name that identifies the revenue code; 50 character field. Your entry cannot be changed later. This is a required field. Once the revenue code is saved, you cannot change the entry in this text box. Enter the account to which receivables will be posted. If no receivable account is entered for the revenue code, the monies will post to the receivable account indicated on the customer s record. This entry is optional. If this account is masked, the mask is resolved against the GL account distribution when you post the invoice. The receivable account is not impacted for cash receipts. Enter a description for the revenue code; 100-character field. This is an optional field. Enter a description for measuring the revenue code; 100-character field. For example, each, dozen, gross, hours, etc. This is an optional field. Enter a reference in this field that appears in every invoice or receipt that uses this revenue code; 50-character field. This is an optional field. Enter the quantity for this revenue code. It appears by default on the invoice or receipt form. The number is multiplied by the Unit Price to determine the Total for this revenue code. This is an optional field. If you do not enter this information as a default, you can always enter it during invoice and cash receipt entry Creating Revenue Codes

63 Chapter 2 Configuring Accounts Receivable Table 2.2 Revenue Code Detail (Continued) Text Box Unit Price Total Price Description Enter the price per unit that appears by default for the revenue item on an invoice or receipt form. Unit Price is multiplied by Quantity to calculate Total Price. This is an optional field. If you do not enter this information as a default, you can always enter it during invoice and cash receipt entry. The unit price cannot be less than $0.00. If you would like to create revenue code for discounts, we suggest that you enter zero on the quantity, zero on the unit price, and negative on the total. When you click this field, the program enters the total of Quantity times Unit Price. If you are not using Quantity and Unit Price, you can manually enter a total price for the revenue code. This is a required field during invoice and cash receipt entry, but not during Revenue Code setup. If locked, this information cannot be edited during invoice and cash receipt entry. These permissions are established by the user who created the revenue code. The default is unlocked. Click to lock (or unlock). Click this button to access the Account Maintenance feature. Now, focus on the General Ledger (GL) Account Distribution area. ADDING THE GL ACCOUNT DISTRIBUTION The GL Account Distribution is where you define the General Ledger accounts to which you will post revenue from this code. Use the following steps to add the GL account distribution. Blackbaud, Inc. 1.49

64 Blackbaud FundWare Accounts Receivable Guide Volume 1 1. Click Add or right-click and select Add Account from the pop-up menu. A blank line displays in the GL Account Distribution grid (Figure 2.21). Figure 2.21 Revenue Code Detail, GL Account Distribution 2. Enter the GL account information according to Table 2.3. If you do not know the account number, search for it by clicking the ellipsis button between the Number and Name columns. The Account Selector window displays. For more information on using the Account Selector, see Using the Account Selector on page If you need to add or edit an account number, click Acct. Maintenance. For more information on access Account Maintenance, see Accessing Account Maintenance From Revenue Code Setup on page Table 2.3 General Ledger Account Distribution Text Box Distribute Total Amount by Percent Number Name Description Select this check box if you: Will be adding more than one account, and Want the distribution to be calculated by percent. When you select this check box, the Rate column replaces the Amount column. Enter revenue account(s) to which the revenue code is distributed upon posting, or click the ellipsis to access the Account Selector and browse for an account. You cannot use an account mask. You may enter more than one account. This field will auto-populate with the description of the revenue account in General Ledger Creating Revenue Codes

65 Chapter 2 Configuring Accounts Receivable Table 2.3 General Ledger Account Distribution (Continued) Text Box Rate Amount Remainder Description This column is displayed when you select the Distribute Total Amount by Percent check box. Enter the percentage of the total amount that is distributed to this revenue account upon posting. The dollar amount will be calculated automatically when the revenue code is used. This column is displayed when you deselect the Distribute Total Amount by Percent check box. Enter the dollar amount that is posted to the selected GL account. If distributing the revenue across more than one revenue account, one of the accounts must receive any excess cents resulting from the prorating across multiple accounts. Select the Remainder check box next to that account. If locked, this information cannot be edited during invoice and cash receipt entry. These permissions are established by the user who created the revenue code. The default is unlocked. Click to lock (or unlock). 3. If you need to distribute the amount among additional GL accounts, click Add (or right-click and select Add Account from the pop-up menu), and repeat these steps until all the necessary accounts display. If you need to delete one of the GL accounts, select the account and click Delete or right-click and select Delete Account from the pop-up menu. 4. When you have finished adding the revenue code information: Click New to enter another revenue code. The information is saved and a blank Revenue Code Detail form displays. Click OK. The information is saved, the Revenue Code Detail form closes, and the new Revenue Code displays in the Revenue Code detail pane. ACCESSING ACCOUNT MAINTENANCE FROM REVENUE CODE SETUP FundWare allows you to access General Ledger s Account Maintenance feature from the revenue code dialog box. This allows you to add or edit accounts without closing the revenue code. Once you complete your edits, you will be able to access edited or new accounts for the revenue code through the Account Selector. Blackbaud, Inc. 1.51

66 Blackbaud FundWare Accounts Receivable Guide Volume 1 You will only be able to use this functionality if you have security rights to access accounts (i.e., add, edit, or delete) through General Ledger. If you are licensed for the Project/Grant module, you must have security rights through that module, as well. 1. Click Acct. Maintenance. The General Ledger Account Maintenance window displays (Figure 2.22). Figure 2.22 GL Account Maintenance 2. Add or edit your accounts, as necessary. 3. Click OK. The Account Maintenance window closes and you return to the revenue code form. You will be able to access the edited accounts from the Account Selector. For more information on Account Maintenance, see the Blackbaud FundWare General Ledger Project/Grant Guide Creating Revenue Codes

67 Chapter 2 Configuring Accounts Receivable EDITING PAYMENT AND REVENUE CODES Use the instructions in the following sections if you must change the settings for the revenue or payment codes. EDITING PAYMENT CODES When at least one payment code has been entered and selected, the Edit button becomes available. 1. Click Maintenance > Payment Codes on the module navigator (if the module is not expanded, click Accounts Receivable first) or select Accounts Receivable > Maintenance > Payment Codes from the menu bar. The Payment Codes detail pane displays (Figure 2.23). Figure 2.23 Payment Codes Detail Pane 2. Select the payment code to edit from the list in the detail pane. 3. Double-click, click Edit, or right-click and select Edit from the pop-up menu. The Payment Code Detail dialog box displays (Figure 2.24). Figure 2.24 Example Payment Code Blackbaud, Inc. 1.53

68 Blackbaud FundWare Accounts Receivable Guide Volume 1 Note that the only field not available for editing is the Payment Code (i.e., the name of the payment code). 4. Edit the payment code information. If you need to add or edit an account number, click. For more information on access Account Maintenance, see Accessing Account Maintenance From Payment Code Setup on page Click OK. The changes are saved, the Payment Code Detail window closes, and you return to the Payment Codes detail pane. EDITING REVENUE CODES If Accounts Receivable is open when you edit the payment code in Accounts Receivable Maintenance, you must close the module and reopen for your changes to be recognized. When at least one revenue code has been entered and you have selected a revenue code in the detail pane, the Edit button becomes active and the detailed information for each Revenue Code can be edited. 1. Click Maintenance > Revenue Codes on the module navigator (if the module is not expanded, click Accounts Receivable first) or select Accounts Receivable > Maintenance > Revenue Codes from the menu bar. The Revenue Codes detail pane displays (Figure 2.25). Figure 2.25 Revenue Code Detail Pane 2. Select the revenue code to edit from the list in the detail pane Editing Payment and Revenue Codes

69 Chapter 2 Configuring Accounts Receivable 3. Double-click, click Edit, or right-click and select Edit from the pop-up menu. The Revenue Code Detail dialog box displays (Figure 2.26). Figure 2.26 Example Revenue Code Note that the only field not available for editing is the Revenue Code (i.e., the name of the revenue code). 4. Edit the revenue code information. If you need to add or edit an account number, click Acct. Maintenance. For more information on access Account Maintenance, see Accessing Account Maintenance From Revenue Code Setup on page Click OK. The changes are saved, the Revenue Code Detail form closes, and you return to the Revenue Codes detail pane. The changes you made display in the window. If Accounts Receivable is open when you edit the revenue code in Accounts Receivable Maintenance, you must close the module and reopen for your changes to be recognized. Blackbaud, Inc. 1.55

70 Blackbaud FundWare Accounts Receivable Guide Volume 1 DELETING PAYMENT AND REVENUE CODES Use the instructions in the following sections if you must delete a revenue or payment code. You can only delete a revenue or payment code that has never had any activity. DELETING PAYMENT CODES Only payment codes that have no activity can be deleted. 1. Click Maintenance > Payment Codes on the module navigator (if the module is not expanded, click Accounts Receivable first) or select Accounts Receivable > Maintenance > Payment Codes from the menu bar. The Payment Codes detail pane displays. 2. Select the payment code to delete from the list in the detail pane (Figure 2.27). Figure 2.27 Payment Codes Detail Pane 3. Click Delete or right-click and select Delete from the pop-up menu. A confirmation message displays. 4. Click Yes. The selected payment code no longer displays in the detail pane, nor can it be used for new receipt entry. If Accounts Receivable is open when you delete the payment code in Accounts Receivable Maintenance, you must close the module and reopen for your changes to be recognized Deleting Payment and Revenue Codes

71 Chapter 2 Configuring Accounts Receivable DELETING REVENUE CODES When at least one revenue code has been entered, Delete becomes active, and any unused Revenue Code can be deleted. If it has been used for any transaction, it cannot be deleted. 1. Click Maintenance > Revenue Codes on the module navigator (if the module is not expanded, click Accounts Receivable first) or select Accounts Receivable > Maintenance > Revenue Codes from the menu bar. The Revenue Codes detail pane displays with revenue codes. 2. Select the revenue code to delete from the list in the detail pane (Figure 2.28). Figure 2.28 Revenue Code Detail Pane 3. Click Delete or right-click and select Delete from the pop-up menu. A confirmation message displays. 4. Click Yes. The selected revenue code is deleted and no longer displays, nor can it be used for new receipt entry. If Accounts Receivable is open when you delete the revenue code in Accounts Receivable Maintenance, you must close the module and reopen for your changes to be recognized. Blackbaud, Inc. 1.57

72 Blackbaud FundWare Accounts Receivable Guide Volume Deleting Payment and Revenue Codes

73 C H A P T E R 3 USING FINANCIAL IN S TI TU TI O N S The Financial Institutions feature provides a way for you to manage your cash and cashequivalent accounts. It is the central location for banking information for the Accounts Payable, Payroll/Personnel, and Accounts Receivable modules. Figure 3.1 Financial Institutions Diagram Financial Institutions Financial Institution Accounts FundWare Accounts Banko Uno , checking acct , checking acct 2 A A A Alpenglow Federal Bank , savings acct A , checking acct A Cranberry National Bank , checking acct , savings acct A A A Use this feature to manage your banking process, including: Blackbaud, Inc. 1.59

74 Blackbaud FundWare Accounts Receivable Guide Volume 1 Add information (e.g., multiple addresses, phone numbers, and account numbers) for each financial institution (e.g., bank, savings and loan). Define each financial institution account (e.g., checking account, savings account) for the financial institution. Link each financial institution account to Accounts Payable, Payroll/Personnel, and/or Accounts Receivable accounts through General Ledger. For example, the City of Megalopolis does business with Cranberry National Bank (the financial institution). The City has four accounts (financial institution accounts, or FIAs) with Cranberry National Bank: Checking account 1 Used for Payroll, paid from GL account A Checking account 2 Used for Accounts Payable, paid from GL account A Also receives normal Accounts Receivable payments from GL cash account A Savings account Receives payments from all modules; GL cash accounts are A ; A ; A Money market account Receives all donations via Accounts Receivable from GL cash account A Each module is associated to each applicable FIA (e.g., Payroll is associated to checking account 1 and the savings account). The following acronyms are used throughout the Financial Institutions feature: APE (Accounts Payable), PYL (Payroll/Personnel), CRS (Accounts Receivable). (Accounts Receivable customers: Accounts Receivable includes Cash Receipts, which also uses the Financial Institutions feature. The interface will reflect that you are licensed for Accounts Receivable; however, the account classification will always be CRS. ) This chapter provides you with the information needed to: Run the account mapping utility (for existing customers), and Operate Financial Institutions. HINTS FOR CLIENTS CONVERTING FROM CLASSIC In the FundWare Classic Edition, each module had a separate method of defining a bank. Each bank represented an account Hints for Clients Converting From Classic

75 Chapter 3 Using Financial Institutions A Financial Account for a Financial Institution may encompass more than one bank from an FundWare Classic Edition module. Banks in the Classic Edition will automatically be converted to Financial Accounts by FundWare. MAPPING VERSION 5.8/5.9 BANKS TO THE ACCOUNTS If you have existing bank information, the first time that you open the Financial Institutions feature, FundWare will have you map the existing information through two main steps: mapping the old bank to a new Financial Institutions account (FIA), and mapping that FIA to the modules that use it and to General Ledger. Use the following steps to accomplish these tasks. 1. Select Maintenance > Financial Institutions > Financial Institutions from the menu bar. The Verify GL cash accounts/masks window displays. Figure 3.2 Mapping Existing Banks to Accounts A fourth column, Message, displays only if a GL account/mask has a problem. In this event, the problem is described in the column. Blackbaud, Inc. 1.61

76 Blackbaud FundWare Accounts Receivable Guide Volume 1 2. When the account information is all correct, click Next. The Assign Banks window displays. Figure 3.3 Assigning the Banks Source Module The module in the FundWare Classic Edition in which the bank was defined. Name Defined in Module The name used in the FundWare Classic Edition to define the bank. 3. To associate the name of the Financial Institution to the name defined for the associated module, click the right side of the cell to activate the drop-down arrow, then click the arrow. If you have mapped other Financial Institutions during this process, the names will display in the drop-down list. 4. Select the appropriate Financial Institution from the list or a New Institution, as necessary. If you select a Financial Institution from the drop-down list, proceed to step 7 on page Mapping Version 5.8/5.9 Banks to the Accounts

77 Chapter 3 Using Financial Institutions If you select a New Institution, the Add Financial Institution window displays. Figure 3.4 Add Financial Institution Dialog Box The Name text box defaults to the value for the Name Defined in Module. 5. Modify the name of the financial institution, if necessary. 6. Click OK. The Add Financial Institution window closes and you return to the Assign Banks window. 7. Repeat these steps, as necessary, until all accounts have an assigned financial institution. There should now be entries for all the Financial Institutions. Figure 3.5 All Financial Institutions Assigned 8. Click Next. The Assign Bank Accounts window displays, containing entries from the previous window, as well as a new column: Financial Institution Account. The cells in the Financial Institution Account column will be Blackbaud, Inc. 1.63

78 Blackbaud FundWare Accounts Receivable Guide Volume 1 populated by either a default account number and description or --- Not Mapped ---. The defaults are supplied by the FundWare Classic Edition based on the original information. This window provides you with a way to map financial institution accounts. Figure 3.6 Mapping Financial Institution Accounts Multiple instances of the same General Ledger cash account number must be assigned to the same financial institution account (by definition, this also means assigned to the same financial institution). 9. To edit default Financial Institution Account information, double-click the cell. The edit Financial Institution Account window displays. 10. Edit the Account Description and Account #, as necessary. 11. In the Financial Institution Account column, click the right side of a cell to activate the drop-down arrow, then click the arrow. 12. Select the appropriate account description from the drop-down list or a New Account, as necessary. If you select an account description from the drop-down list, proceed to step 16 on page Mapping Version 5.8/5.9 Banks to the Accounts

79 Chapter 3 Using Financial Institutions If you select New Account from the drop-down list within the Financial Institution fields, the Add Financial Institution Account window displays. Figure 3.7 Add Financial Institution Account 13. Enter the Account Description and Account # (the account number that appears on your statement). 14. If FundWare has not already inserted the appropriate account number, enter the account number corresponding to the description in the Account # field. 15. Click OK. The Add Financial Institution Account window closes and you return to the Assign Bank Accounts window. 16. Repeat these steps, as necessary, until all accounts have an assigned financial institution account. There should now be entries for all the Financial Institutions. Figure 3.8 Entries for All Financial Institution Accounts 17. Click Next. Blackbaud, Inc. 1.65

80 Blackbaud FundWare Accounts Receivable Guide Volume 1 When all assignments are complete, the Review Assignments window displays. Figure 3.9 Review Assignment If a Financial Institution is only mapped to one or more General Ledger masked account, you will not be able to view or edit that information until an actual General Ledger account has been associated to the FI. Each entry in the Financial Institution Account column corresponds to a Financial Institution Account where a module account has been mapped. If a Financial Institution Account entry spans more than one source module, this indicates that all the source modules have been associated with that Financial Institution Account. In the example above, the Cranberry National Bank Payroll Account spans APE and PYL, indicating that the account is associated with Accounts Payable and Payroll/Personnel. Click Previous to return to earlier windows if you need to make any assignment changes. Click Cancel to exit the Review Assignments window without saving the information. Click Finish to save the information and proceed further into the Financial Institutions feature Mapping Version 5.8/5.9 Banks to the Accounts

81 Chapter 3 Using Financial Institutions VIEWING FINANCIAL INSTITUTIONS The main Financial Institutions window can display the FIA information in a variety of ways. When you open the Financial Institutions feature, the window displays the Type and Name of each financial institution entered in the system. Figure 3.10 Displaying Financial Institution Information You can remove either of these columns from the display by using the following steps. 1. Move the cursor anywhere in the Financial Institutions window. 2. Right-click. The drop-down list displays. Figure 3.11 Right-Click Menu 3. Select the category to be displayed or hidden (a check mark indicates that the category will display). RE-ORDERING THE DISPLAY The information in the main Financial Institutions window can be displayed in alphanumeric or reverse alphanumeric order, based on each column. To sort on a column, click the column heading. The information will be re-ordered based on an alphanumeric sort of that column. To display in reverse alphanumeric order, click the heading a second time. Blackbaud, Inc. 1.67

82 Blackbaud FundWare Accounts Receivable Guide Volume 1 ADJUSTING COLUMN SIZE To adjust the column size, right-click and select Autosize Columns. Move the cursor to the edge of the column in the heading. The arrow will change to a line and two smaller arrows. Figure 3.12 Adjusting the Column Size Holding the mouse button down, move the cursor left or right to adjust the column width as desired. ADDING A FINANCIAL INSTITUTION Use the following steps to add a financial institution (FI). If, while creating an FI, you decide to cancel the action, the information will be retained. There is no function to delete an FI; therefore, even though you cancel the action, the FI is permanently part of your system. An FI added this way will not cause any errors. 1. Select File > Financial Institutions > Maintenance from the menu bar. The Financial Institutions window displays. Figure 3.13 Adding an FIA 1.68 Adding a Financial Institution

83 Chapter 3 Using Financial Institutions 2. Click New. The New Financial Institution window displays, defaulting to the General tab. Three tabs display behind the General tab: Address, Phone, and Account. Figure 3.14 New Financial Institution Record 3. Enter the required information according to the following table:. Name Type Text Box Table 3.1 Required Information Description Enter the name of the financial institution. This information is used for verification purposes of screens and reports. Maximum 40 alphanumeric characters. Select the type of financial institution from the drop-down list: Bank or Savings and Loan. 4. Click Apply to save. Blackbaud, Inc. 1.69

84 Blackbaud FundWare Accounts Receivable Guide Volume 1 5. Select the Address tab. If addresses have been added, the tab displays the window and text boxes, populated with the information for the first entry in the window. If no addresses have been entered, no fields display. Figure 3.15 Address Tab 1.70 Adding a Financial Institution

85 Chapter 3 Using Financial Institutions 6. Click New to add an address (optional). The expanded Address tab displays. Figure 3.16 Expanded Address Tab As you add addresses for t FI, they will display in the window. 7. Enter the information according to the following table: Text Box Table 3.2 Address Tab Information Description Type Select the type of address from the drop-down list (e.g., Business, Home, or Other). Street 1 Street 2 Enter the street address for this location of the financial institution. Maximum 35 alphanumeric characters for each. City Enter the city for this address. Maximum 19 alphanumeric characters. State Select the US state from the drop-down list, or enter up to 5 characters for the state, province, or territory. Zip Enter the zip or post code. Maximum 50 alphanumeric characters. Country Enter the country, if desired. Maximum 35 alphanumeric characters. Description Enter a description of the location, e.g., main office of the financial institution. Maximum 50 alphanumeric characters. Default Select this check box if this address is to be used as the default address when mailing something to the financial institution. 8. Click Apply to save. If you have another address to enter for this financial institution, click New and repeat step 7. If you do not have another address to enter, proceed to the next step. Blackbaud, Inc. 1.71

86 Blackbaud FundWare Accounts Receivable Guide Volume 1 9. Select the Phone tab. If phone numbers have been added, the tab displays the window and text boxes, populated with the information for the first entry in the window. If no phone numbers have been entered, no fields display. Figure 3.17 Phone Tab 1.72 Adding a Financial Institution

87 Chapter 3 Using Financial Institutions 10. Click New to add a phone number (optional). The Expanded Phone tab displays. Figure 3.18 Expanded Phone Tab As you add ph numbers for th they will displa the window. 11. Enter the information according to the following table Text Box Type Number Description Default Table 3.3 Expanded Phone Tab Description Select the type of phone number from the drop-down list (e.g., Business, Home, or Other). Enter the phone number. Maximum 50 alphanumeric characters. Enter a description of the phone number, e.g., most helpful customer service representative. Maximum 50 alphanumeric characters. Select this check box if this is to be used as the default phone number when calling the financial institution. 12. Click Apply to save. If you have another phone number to enter for this financial institution, click New and repeat step 11. If you do not have another phone number to enter, proceed to the next step. Now you have defined the financial institution. You must add the accounts for the FI (e.g., two checking accounts and a savings account) on the Account tab. These accounts are FIAs (financial institution accounts). Blackbaud, Inc. 1.73

88 Blackbaud FundWare Accounts Receivable Guide Volume 1 ADDING FINANCIAL INSTITUTION ACCOUNTS You can add as many financial institution accounts (i.e., actual accounts at your banking entity) as necessary for each financial institution (i.e., the banking entity). 1. Select the Account tab. If accounts have been added, the tab displays the window and text boxes, populated with the information for the first entry in the window. If no accounts have been entered, no fields display. Figure 3.19 Account Tab 1.74 Adding Financial Institution Accounts

89 Chapter 3 Using Financial Institutions 2. Click New to add an account (required to use this financial institution). The expanded Account tab displays. Figure 3.20 Expanded Account Tab As you add accounts for t they will displ the window. 3. Enter the required information according to the following table. Text Box Type Number Description Table 3.4 Expanded Account Tab Description Select the type of account from the drop-down list: Checking Account, or Savings Account. Enter the account number. Maximum 20 alphanumeric characters. Enter a description of the account, e.g., petty cash account. Maximum 30 alphanumeric characters. 4. Click Apply to save. If you have another account to enter for this financial institution, click New and repeat step 3. (You can also make associations for your account at this time. See Associating the Accounts on page 1.76 for more information.) If you have completed your entry of accounts, click OK to save the changes and return to the Financial Institutions main window. At this point, your financial institution exists, however, the financial institution accounts have not been associated with General Ledger accounts. This mapping can be done at any time, however, you will not be able to access the FIAs through Accounts Payable, Payroll/Personnel, or Accounts Receivable until this task is done. Blackbaud, Inc. 1.75

90 Blackbaud FundWare Accounts Receivable Guide Volume 1 ASSOCIATING THE ACCOUNTS You can associate as many General Ledger accounts as you need to your Financial Institutions account (FIA), however, a General Ledger account may only be associated with one Financial Institution account. The process that you will follow for associating your accounts involves a few main tasks: Once you associate a GL account to a financial institution account, that GL account may not be associated with any other FIA. Determine the GL cash accounts that will be associated to the FIA. Enter the accounts as GL cash accounts. (Masked accounts are not allowed. To mimic the effect of an account mask, you can define all accounts resulting from the mask as GL cash accounts.) Associate one or more accounts, or account masks, to the FIA by module (i.e., Accounts Payable, Payroll/Personnel, or Accounts Receivable.) The following sections provide instructions for associating one or more General Ledger accounts to your selected Financial Institutions account. 1. Select the Account tab of the applicable financial institution. 2. Select the FIA to be associated from the upper window. The text boxes are populated with the information specific to the selected FIA Associating the Accounts

91 Chapter 3 Using Financial Institutions 3. Select the By GL Cash Account radio button. Figure 3.21 Expanded Account Tab 4. Click Add. The Add GL Account pop-up displays. Figure 3.22 Add GL Account Dialog Box 5. Enter the GL Cash Account in the text box, or click to browse for the correct account. The Account Selector window displays. Use the selector to select the appropriate account. 6. Click OK to save. A confirmation message displays. 7. Click Yes. The Add GL Account pop-up closes and you return to the Account tab. 8. Click Apply to save. 9. If you have another General Ledger account to map to this Financial Institution account, repeat these steps. Blackbaud, Inc. 1.77

92 Blackbaud FundWare Accounts Receivable Guide Volume Select the By Use radio button. 11. Click Add. The Select Module window displays. Figure 3.23 Select Module Dialog Box 12. Select the appropriate module from the drop-down list: Accounts Payable, Payroll/Personnel, or Accounts Receivable. 13. Click OK. The module-specific window displays. See the following sections for instructions to complete the module-specific window Associating the Accounts

93 Chapter 3 Using Financial Institutions ASSOCIATING THE ACCOUNTS ACCOUNTS PAYABLE Use the following instructions to complete the Accounts Payable By Use window Figure 3.24 Accounts Payable By Use Associations For reference, this is the Financial Institutions account to which you are mapping. As accounts are added, they are displayed in this window. Usage Information displays a brief list of the most recent activities in this account. Blackbaud, Inc. 1.79

94 Blackbaud FundWare Accounts Receivable Guide Volume 1 1. Enter the required information according to the following table Accounts Payable Text Box Usage Definition GL Cash Acct Usage Definition Usage ID Usage Definition Description Usage Information Data Items Printed on Check Stub Distribution Report Reporting Option Distribution Report Report ID Type Distribution Report Break Dimension/Description Table 3.5 AP User Required Information Description Select the GL cash account to be associated with this financial institution account from the drop-down list or enter an account mask. You cannot create new accounts through FI. The account or accounts must exist in GL. Enter a unique identifier for this association. This ID will be used to identify the account when you produce checks. Maximum 10 alphanumeric characters. When you produce checks, FundWare will create a unique file for each FIA by attaching the ID number to OTCK. For example, if the usage ID is , the file name is OTCK L## (where ## represents your division number). If the usage ID is fewer than four characters, the file name will include Xs. For example, if the usage ID is 135, the file name is OTCK135X. Enter a unique description for this association. This description will display in the Accounts Payable module when you select the account from which to draw funds. Maximum 35 alphanumeric characters. Summary information concerning the usage of the account association displays in this window. Click the right side of the text box to activate a drop-down arrow. From the drop-down list, select three data items to be printed on the Accounts Payable checks. Data items are optional. Select one of six options to define the amount of detail included with the check register: N No accounting distribution report Y With all check registers 1 With preliminary register only 2 With final check register only 3 With reprint register only 4 With final check and reprint registers This would normally be the General Ledger ID type. In the grid that displays when you select a report ID type, click the Break Dimension and select a dimension on which the register will enter a page break from the dropdown list. Enter a Description for each Break Dimension. This text that will print on the report at the break line. Maximum 20 characters for both selections Associating the Accounts

95 Chapter 3 Using Financial Institutions Accounts Payable Text Box User Options Last Check Number Table 3.5 AP User Required Information (Continued) Description Select a check option from the drop-down list: System Numbered, User Numbered, or Laser Checks. System Numbered Checks are automatically numbered by the computer. If needed, this number can be changed through the check parameters. Use this option for preprinted checks. User Numbered For each batch of checks that you print, you must enter the first check number. Use this option for pre-printed checks. Laser Checks Checks are automatically numbered. You cannot change the check number. Use this option for blank check stock. Enter the last check number in this text box. Subsequent checks will be numbered starting with the next number (e.g., you type 1220 in this text box, the checks will begin with 1221). If you leave this field blank, the system applies 0 to the field. When you begin writing checks, the system starts counting from If you have additional Accounts Payable accounts that you would like to map to this FIA, click New. If not, click OK. The Accounts Payable By Use window closes and you return to the Account tab. 3. Click Apply to save the financial institution. If you have another account to enter for this financial institution, click New and repeat the necessary steps. If you have completed your entry of accounts, click OK to save the changes and return to the Financial Institutions main window. Blackbaud, Inc. 1.81

96 Blackbaud FundWare Accounts Receivable Guide Volume 1 ASSOCIATING THE ACCOUNTS PAYROLL/PERSONNEL Use the following instructions to complete the Payroll/Personnel By Use window. Figure 3.25 Payroll/Personnel By Use Associations For reference, this is the Financial Institutions account to which you are mapping. As accounts are added, they are displayed in this window. Usage Information displays a brief list of the most recent activities in this account Associating the Accounts

97 Chapter 3 Using Financial Institutions 1. Enter the required information according to the following table:. Payroll/Personnel Text Box Usage Definition GL Cash Acct Usage Definition Usage ID Usage Definition Description Usage Information Data Items Printed on Check Stub User Options Auto Number Checks User Options Last Check Number Table 3.6 Payroll/Personnel Required Information Description Select the GL cash account or enter a GL account mask to be associated with this financial institution account from the drop-down list. (You cannot create new accounts through FI. The account or accounts must exist in GL.) Enter a unique identifier for this association. This ID will be used to identify the account when you produce checks. Maximum 10 alphanumeric characters. When you produce checks, FundWare will create a unique file for each FIA by attaching the ID number to OTCK. For example, if the usage ID is , the file name is OTCK L## (where ## represents your division number). If the usage ID is fewer than four characters, the file name will include Xs. For example, if the usage ID is 135, the file name is OTCK135X. Enter a unique description for this association. This description will display in the Payroll/Personnel module when you select the account from which to draw funds. Maximum 35 alphanumeric characters. Summary information concerning the usage of the account association displays in this window. Click the right side of the text box to activate a drop-down arrow. From the drop-down list, select three data items to be printed on the Payroll/Personnel checks. Your selections will print in the lower left quadrant of the check stub. Select this check box to have the payroll/personnel checks numbered automatically by the system. If you do not select this check box, you will need to enter the first check number for each batch of checks that you print. If you selected to auto number your payroll/personnel checks, enter the last check number in this text box. Subsequent checks will be numbered starting with the next number (e.g., you type 1220 in this text box, the checks will begin with 1221). 2. If you have additional Payroll/Personnel accounts that you would like to map to this Financial Institutions account, click New. If not, click OK. The Payroll/ Personnel By Use window closes and you return to the Account tab. 3. Click Apply to save. If you have another account to enter for this financial institution, click New and repeat the necessary steps. If you have completed your entry of accounts, click OK to save the changes and return to the Financial Institutions main window. ASSOCIATING THE ACCOUNTS ACCOUNTS RECEIVABLE Use the following instructions to complete the Accounts Receivable By Use window. Blackbaud, Inc. 1.83

98 Blackbaud FundWare Accounts Receivable Guide Volume 1 Accounts Receivable and Cash Receipts customers: Accounts Receivable includes Cash Receipts, which also uses the Financial Institutions feature. While the process is the same for both modules, the interface will reflect the module for which you are licensed. However, this guide will display the Accounts Receivable screens by default. Figure 3.26 Accounts Receivable Cash Receipts By Use Associations For reference, this is the Financial Institutions account to which you are mapping. As accounts are added, they are displayed in this window. 1. Enter the required information according to the following table:. Accounts Receivable Text Box GL Cash Acct Description Table 3.7 Accounts Receivable Required Information Description Select the GL cash account or enter a GL account mask to be associated with this financial institution account from the drop-down list. (You cannot create new accounts through FI. The account or accounts must exist in GL.) If you enter an account mask, the valid account will be determined using the masked account digits in the Accounts Receivable account. Enter a unique description for this association. This description will display in the Accounts Receivable module when you select the account to which you will deposit funds. Maximum 35 alphanumeric characters Associating the Accounts

99 Chapter 3 Using Financial Institutions 2. If you have additional Accounts Receivable accounts that you would like to map to this Financial Institutions account, click New. If not, click OK. The Accounts Receivable By Use window closes and you return to the Account tab. 3. Click Apply to save. If you have another account to enter for this financial institution, click New and repeat the necessary steps. If you have completed your entry of accounts, click OK to save the changes and return to the Financial Institutions main window. EDITING AN FIA Use the following steps to edit the information concerning a financial institution. 1. From the Financial Institutions main window, select the financial institution that you want to edit and click Edit, or double-click the institution in the window. The window displays with the text boxes populated with the information specific to the selected financial institution. 2. Select the tab containing the desired information. For addresses and phone numbers, select the entry in the window. The specific address or phone information populates the text boxes. 3. Edit the information, as necessary. 4. Click Apply to save the changes on each tab. 5. Click OK to save when you have completed your edits. You return to the Financial Institutions main window. EDITING AN ASSOCIATION Use the following steps to edit the association information concerning a financial institution. 1. From the Financial Institutions main window, select the financial institution that you want to edit and click Edit, or double-click the institution in the window. The window displays with the text boxes populated with the information specific to the selected financial institution. 2. Select the Account tab. Blackbaud, Inc. 1.85

100 Blackbaud FundWare Accounts Receivable Guide Volume 1 3. Select the FI account to be edited. 4. Select the By Use radio button. The accounts display in the lower window. Figure 3.27 Displaying Accounts 5. Select the account to be edited Editing an Association

101 Chapter 3 Using Financial Institutions 6. Click Edit. A window displays, defined by the module associated with the account selected. Figure 3.28 Dialog Box as Defined by the Module All the accounts associated to that module display in the window above. The information concerning the selected account populates the text boxes below. 7. Edit the information, as necessary. 8. Click Apply to save the information or click OK to save the information and exit the window. 9. Repeat these steps, as necessary. 10. When you have completed your edit of the association information, click OK. Blackbaud, Inc. 1.87

102 Blackbaud FundWare Accounts Receivable Guide Volume 1 DELETING AN FIA You cannot delete a financial institution from FundWare. Any financial institution for which you add information and save is permanently retained in the system. This is true even if you cancel out of the action at a later point in the creation. For example, you create a new financial institution and enter the name and type, then click Apply to save the information. If you then click Cancel, that financial institution is still retained. If you add this information and click Cancel (not Apply), the financial institution displays in the list of Financial Institutions, but will disappear if you close, then re-open, the application. DELETING A GL CASH ACCOUNT ASSOCIATION To delete an association, that association cannot be in use elsewhere in the program. Use the following steps to delete an association. 1. From the Financial Institutions main window, select the financial institution that you want to edit and click Edit, or double-click the institution in the window. The window displays with the text boxes populated with the information specific to the selected financial institution. 2. Select the Account tab. 3. Select the FI account to be modified. 4. Select the association from the lower window. 5. Click Delete. The association is removed from the lower window. If the association is used elsewhere in the program, a message will display and the action will not be completed Deleting an FIA

103 A P P E N D I X A WORKSHEETS FOR SETTI N G UP YOUR SYSTEM The following elements of Accounts Receivable must be set up before you can begin to work in the module: Security General setup parameters Revenue codes Payment codes Customers Financial Institution accounts (i.e., your banks) The following sections provide worksheets to help you plan the setup of your organization s Accounts Receivable system. SECURITY Security Module: Accounts Receivable Table A.1 Accounts Receivable Security Worksheet Data Entry Finance Manager Inquiry Only Functions Customer Groups X X X Customer Notes X X X Customers X X X New X X Edit X X Delete X X Blackbaud, Inc. 1.89

104 Blackbaud FundWare Accounts Receivable Guide Volume 1 Table A.1 Accounts Receivable Security Worksheet (Continued) Security Module: Accounts Receivable Data Entry Finance Manager Inquiry Only Deposits X X Create X Return Payment Item X Adjust Payment Item X General Setup X X X Edit X X Import X Invoices X X X New X X Edit X X Void X X Mark Canceled X X Post X X Print X X Payment Codes X X X New X X Edit X X Delete X X Receipts X X X New X X Edit X X Void X X Mark Canceled X X Post X X Print X X Revenue Codes X X X New X X Edit X X Delete X X Report Categories Predefined Reports X X X Aging X X Cash Receipt Detail X X Customer List X X Customer Statement X X Deposit Detail X Deposits By Customer X 1.90 Security

105 Appendix A Worksheets for Setting Up Your System Table A.1 Accounts Receivable Security Worksheet (Continued) Security Module: Accounts Receivable Data Entry Finance Manager Deposits By Financial X Institution Deposits By General X Ledger Cash Account General Ledger Account X X Activity Invoices X X Open Invoices By X X Receivable Account Receipts X X Receipts by Customer X X Sales by Customer by X X Revenue Code Sales by Revenue Code by Customer X X Inquiry Only Blackbaud, Inc. 1.91

106 Blackbaud FundWare Accounts Receivable Guide Volume 1 GENERAL SETUP PARAMETERS Table A.2 General Setup Settings Worksheet General Setup Questions Customers Do you want automatic customer numbers? If you are using manual customer numbers, you cannot switch to automatic customer numbers at a later time. If you want automatic customer numbers, what is the last customer number? FundWare will begin counting after this number. For example, if you enter 1, the first automatic customer number will be 2. If there are no existing customers in your database, the default last customer number is zero. Receipts Do you want automatic receipt numbers? If you are using manual receipt numbers, you cannot switch to automatic receipt numbers at a later time. If you want automatic receipt numbers, what is the last receipt number? FundWare will begin counting after this number. For example, if you enter 100, the first automatic receipt number will be 101. If there are no existing receipts in your database, the default last receipt number is zero. Invoices Do you want automatic invoice numbers? If you are using manual invoice numbers, you cannot switch to automatic invoice numbers at a later time. If you want automatic invoice numbers, what is the last invoice number? FundWare will begin counting after this number. For example, if you enter 100, the first automatic invoice number will be 101. If there are no existing invoices in the accounts receivable database, the default last invoice number is zero. How many days due do you want as a default? How many days do you want to set for aging increments? Yes No Setting Yes No Yes No 1.92 General Setup Parameters

107 Appendix A Worksheets for Setting Up Your System Table A.2 General Setup Settings Worksheet (Continued) General Setup Questions How many aging columns do you want? Posting Options Does your organization make use of a deposit clearing account? Note: You can change this setting later, but only if there are no documents with pending or posted status. Do you want to post units and rates to the General Ledger journal? You can change this setting at a later date; however, any change is not retroactive. Journal Settings To what transactions do you want to post to what journals? (Note: Each transaction can post to only one journal. However, a single journal can receive more than one transaction.) Deposits Receipts (only available if you are using a clearing account) Adjustments Invoices/credit memos What options do you want to post with each transaction? Description Reference 1 Reference 2 Reference 3 Yes No Yes No Setting Options: Customer Number Customer Name Document Number General Description Payment Code Payment Code Reference Revenue Code Revenue Code Reference Blackbaud, Inc. 1.93

108 Blackbaud FundWare Accounts Receivable Guide Volume 1 Table A.2 General Setup Settings Worksheet (Continued) General Setup Questions Posting Settings How do you want the transactions to post to General Ledger? Detail For each account in a group of posted documents (e.g., invoices, receipts, deposits), AR creates individual GL entries. Summary For each group of posted documents (e.g., invoices, receipts, deposits), AR totals the funds going to all accounts and creates one GL entry for each account. If you are using a clearing account, your transaction options are: deposits, receipts, adjustments, and invoices/credit memos. If you are not using a clearing account, your transaction options are: deposits, adjustments, and invoices/credit memos. Default Accounts What is your default receivable account (or account mask)? What is your default contra receivable account (or account mask)? What is your default overpayment contra receivable account (an account mask is not allowed in this field)? What is your default clearing account (or account mask)? You do not need to provide this information if your organization is not using the default clearing account feature (indicated in Posting Options). Setting 1.94 General Setup Parameters

109 Appendix A Worksheets for Setting Up Your System REVENUE CODES Table A.3 Revenue Codes Worksheet Revenue Code Questions Settings What is the Revenue Code? Up to 50 alphanumeric characters. What is the Default Description (default for the invoice/ receipt)? Up to 100 alphanumeric characters. What is the Unit Description (default for the invoice/receipt)? Up to 100 alphanumeric characters. For example, each, dozen, gross, hours. What is the Reference (default for the invoice/receipt)? Up to 50 alphanumeric characters. What is the Quantity (default for the invoice/receipt)? This number is multiplied by the Unit Price to determine the Total for this revenue line item, unless overridden by a Total default. What is the Unit Price (default for the invoice/receipt)? This number is multiplied by the Quantity to determine the Total for this revenue line item, unless overridden by a Total default. What is the Total price? This field automatically populates with Quantity times Unit Price. If your organization is not using Quantity or Unit Price, you can manually enter a total price for the revenue code. What are the GL Distribution Account Numbers? The GL Distribution Account Name is provided by the program. What is the GL Distribution Account Rate? What is the GL Distribution Account Amount? What is the GL Distribution Account Remainder? Is this Revenue Code locked? Blackbaud, Inc. 1.95

110 Blackbaud FundWare Accounts Receivable Guide Volume 1 The following page offers two summary versions of this table for your use. FundWare recommends that you copy this page as many times as necessary. TIPS If you want to organize your revenue codes into groups, you can use numbers for the revenue codes (e.g., 1000s are for licenses: 1020, 1050; 2000s are for dues: 2201, 2300). However, this will require that you remember the number as you select the revenue code. You could create rules for naming your revenue codes (e.g., codes beginning with L are for licenses: Lfish; Ldrivers; codes beginning with D are for dues: Dlibrary; Dzoo). To create a revenue code for discounts, enter zero on the quantity, zero on the unit price, and negative on the total Revenue Codes

111 Appendix A Worksheets for Setting Up Your System Table A.4 Revenue Codes Summary Worksheet Revenue Code Default Description Unit Description Reference Quantity Unit Price Total GL Distribution Account Number, Rate, Amount, and Remainder GL Distribution Account Number, Rate, Amount, and Remainder GL Distribution Account Number, Rate, Amount, and Remainder Locked Table A.5 Revenue Codes Summary Worksheet Revenue Code Default Description Unit Description Reference Quantity Unit Price Total GL Distribution Account Number, Rate, Amount, and Remainder GL Distribution Account Number, Rate, Amount, and Remainder GL Distribution Account Number, Rate, Amount, and Remainder Locked Blackbaud, Inc. 1.97

112 Blackbaud FundWare Accounts Receivable Guide Volume 1 PAYMENT CODES Table A.6 Payment Codes Worksheet Payment Code Questions Settings What is the Payment Code name? Up to 50 alphanumeric characters. What is the Description? Up to 100 alphanumeric characters. What is the Reference? Up to 50 alphanumeric characters. What is the Clearing Account Number? Is this Payment Code locked? The following page offers three summary versions of this table for your use. FundWare recommends that you copy this page as many times as necessary Payment Codes

113 Appendix A Worksheets for Setting Up Your System Table A.7 Payment Codes Worksheet Payment Code Description Reference Clearing Account Number Locked Table A.8 Payment Codes Worksheet Payment Code Description Reference Clearing Account Number Locked Table A.9 Payment Codes Worksheet Payment Code Description Reference Clearing Account Number Locked Blackbaud, Inc. 1.99

114 Blackbaud FundWare Accounts Receivable Guide Volume 1 CUSTOMERS For each customer, you must decide if the customer is an individual or organization, and have the: Address (one or more) Contact name (one or more) Phone number (one or more) Also, do you want to include this customer in one or more groups? FINANCIAL INSTITUTION ACCOUNTS Table A.10 Financial Institutions Worksheet FI Questions Settings Do you have the Financial Institution s contact information? Address (one or more) Contact name (one or more) Phone number (one or more) Accounts: Do you have the FI s account numbers? Type (e.g., checking) Number Description What is the associated FundWare account? REPORTS Modify the document template to reflect the company logo and address. See Customizing Your Documents on page for more information Customers

115 INDEX A Access From keyboard , 2.17 Shortcut menus , 2.17 Account selector Accounting impact Adding overpayments Adjusting payment items Applying credit memos Applying multiple payment items Applying overpayments Canceling pending invoices Canceling pending receipts Creating a one-time customer receipt Creating cash receipts Creating invoice receipts Creating invoices Depositing receipts Entering a partial payment Posting invoices Posting receipts Returned payment items Voiding posted invoices Voiding posted receipts Accounts Appending Clearing Default Filtering GL distribution Maintenance 1.45, 1.50, 1.51, 1.54, 1.55, , 2.35, 2.107, 2.109,.2.110, 2.162, 2.164, 2.165, Selecting Acronyms Menu , 2.18 Active Changing status Active customer Active status Activity Document Adding Cash receipts Cash receipts for one-time customers 2.147, Columns to detail pane..1.21, 2.21 Company logo Customers to groups , 2.63 Fields in Query , Filters in Query Groups Invoice receipts Invoices Invoices for group Notes , 2.52 One-time customers , 2.3 Payment codes Query Revenue codes Subtotal , Additional Query windows Blackbaud, Inc

116 Blackbaud FundWare Accounts Receivable Guide Volume 1 Address Bill to Printing company , Printing requirements Ship to Address tab Individual customer Adjusting Check amount New charge item Payment items Viewing a deposit adjustment Viewing receipt history ALT key , 2.17 Appending accounts Applying Credit memos Multiple payment items Overpayments Subtotal AR setup ASCII Asterisks , 2.10 B Balance Receipts , Batch tab Account maintenance.2.109, Editing customers , Invoices Receipts Removing invoices Removing receipts Viewing invoices Viewing receipts Bill to address Bold , 2.24 Business date. 2.78, 2.86, 2.126, Defaults , 2.9 Opening multiple , 2.13 Query Business Office , 2.24 Business rules , 1.28, 2.3 Accounts Receivable , 2.3 Deposits Invoices Receipts C Canceling Pending invoices Pending receipts Capital letters , 2.24 Cash receipt , Cash Receipts Creating Cash receipts Adjusting check amount Balance Canceling pending Editing deposits Editing posted One-time customers , Payment code account distribution Posting Printing Revenue account distribution Saving Viewing Viewing an adjustment Voiding posted Caution , 2.24 Changing Customer status ,

117 Index Customer s prefix address , 2.45 Charge item Entering on invoices , Charge items Adding as a correction Check mark Customer columns 2.29, 2.83, 2.123, Classic Edition Mapping banks Clearing Subtotal Clearing account , 2.2 About , 2.2 Using When to use , 2.2 Code Customer Codes Payment Revenue Columns Adding to detail pane , 2.21 Formatting , Locking Moving Removing from detail pane , 2.21 Re-ordering in detail pane 1.21, 2.21 Resizing in detail pane , 2.22 Sorting in detail pane , 2.22 Comma-separated text Query Company information Printing Conditions Advanced elementary , Complex , Deleting in Query Elementary , Elements Moving Consulting services , 2.23 Contacts Tab Converting Memo invoices Copying Query Copying a Query Security restrictions Correcting New charge item Creating Cash receipts Cash receipts for one-time customers 2.147, Customer Invoice receipts Invoices New query One-time customers , 2.3 Payment codes Revenue codes Subtotal Credit memo , 2.81 Credit memos Applying Customer Active Activity tab Bill to address Code , 2.45 Creating Deleting information Blackbaud, Inc

118 Blackbaud FundWare Accounts Receivable Guide Volume 1 Editing information History Inactive Individual Info tab Name New Number On hold One-time Organization Records Ship to address Status , 2.34, 2.74 type Customer information Customer name Entering for invoice Entering for receipt , Customer number Entering for invoice Entering for receipt , Zero Customer statements Customized printing Customer status Deleting customers Customers Adding from invoice form Adding from receipt form Adding to groups , 2.63 Columns in grid. 2.29, 2.83, 2.123, Deleting Detail pane Editing from invoice receipts Editing from invoices address , 2.45 Filtering in group maintenance 2.63 Filtering in notes maintenance.2.55 Folder General Setup Making active and inactive One-time , 2.3, 2.147, Removing from group Removing from group invoice.2.97 Setup Viewing group list Viewing in a group Customized printing Customizing Display , 2.20 D Data Sample , 2.4 Data entry Locking Date Invoice date Receipt date , Default Account settings Clearing account Defaults Business date , 2.9 Division , 2.9 HomePage , 2.9 Password , 2.9 System Administration , 2.9 User name , 2.9 Defining Fields in Query Deleting Conditions in Query Customer information

119 Index Customers Customers from group Fields in Query Groups Individual customer information 2.72 Invoices from batch Notes , 2.58 Organization customers information 2.73 Payment codes Query Receipts from batch Reports Revenue codes Subtotal Deleting a Query Security restrictions Deposit detail Viewing Depositing Receipts Deposits Adjusting check amount Adjusting payment items Data entry error Deposit detail Detail pane Entering Folder Printing Returning payment items Viewing adjusted receipt history Viewing an adjustment Viewing receipts Description Invoice Receipt , Detail pane , 2.8 Adding columns , 2.21 Customers Deposits Invoices Receipts Removing columns , 2.21 Re-ordering columns , 2.21 Resizing columns , 2.22 Sorting data , 2.22 Detail tab General setup Disabled menu items , 2.18 Display Customizing , 2.20 Query areas Division Defaults , 2.9 Division , 2.4 Division , 2.4 Divisions Opening multiple , 2.13 Sample , 2.4 Document activity Dr. prefix Drop-down lists , 2.17 Due date E Editing Customer information Customer record , Customer status Customer s prefix address , 2.45 Menu bar , 2.18 Notes , 2.57 Organization customers Blackbaud, Inc

120 Blackbaud FundWare Accounts Receivable Guide Volume 1 Payment codes Pending invoices Pending receipts Posted invoices Posted receipts Revenue codes customer , 2.45 Entering Charge item on invoices 2.88, Deposits , Overpayments Partial payments Payment items , Revenue codes on invoices , Errors Adding charges Example , 2.24 Excel Expanding Receipts in Posted folder Exporting Invoice information Query results Receipt information Reports To other programs F F , 2.22 F , 2.17 Fields Adding in Query , Defining in Query Deleting in Query Moving in Query Names in Query Filter Account Filtering Customers in group maintenance Customers in notes maintenance 2.55 Filtering information in reports Filters Setting in Query Financial Institution Definition Financial Institution account Definition Financial Institutions Account names Adding an FIA Associating accounts Associating AP accounts Associating Cash Receipts accounts 1.84 Associating Payroll/Personnel accounts By GL Cash Account radio button 1.77 By Use radio button Column size Deleting an association Deleting an FIA Displaying the information Editing an association Editing an FIA Folder Re-ordering the information Folders , 2.7 Deposits Expanding receipts Financial Institution accounts Invoices

121 Index Pending invoices Pending receipts Personal Posted invoices Posted receipts Predefined Query Receipts Shared Footers Query Formatting Cells Columns , Page setup Query results Rows Sheet Forms Customizing , 2.20 Function Query Query options G General Ledger Account maintenance , 1.50, 1.51, 1.54, 1.55, 2.34, 2.35, 2.107,.2.109, 2.110, 2.162, 2.164, , Invoice receipts General Setup customers General setup Customers Default accounts Detail tab General tab Invoices Journal settings Posting options Posting settings Receipts General tab General setup Getting , 2.24 GL account distribution Invoice receipts GL batch ID GL distribution Account maintenance.2.109, Groups Adding Adding customers , 2.63 Creating invoices Deleting Manual invoice numbers Removing a customer Removing customers Renaming Viewing Viewing members Groups maintenance Adding customers Filtering customers Removing customer from group 2.67 Groups tab Adding customers Removing customer from group 2.67 Guides , 2.22 H Headers Query Help , 2.22 Hide Blackbaud, Inc

122 Blackbaud FundWare Accounts Receivable Guide Volume 1 Query areas Hint History tab Account maintenance.2.110, Invoices Receipts HomePage Defaults , 2.9 HTML Query I Importing See System Administration Guide , Inactive Changing status Inactive customer Inactive status Individual customer Address tab Creating Phone tab Individual customers Deleting information Editing Info tab Instances , 2.13 From the desktop , 2.14 From the program , 2.14 From the Start menu , 2.14 Invoice Changing the date Credit memo definition..2.79, 2.81 Description Memo definition , 2.80 Payment due Pending Posted Standard definition , 2.80 Unsaved Invoice form Editing customers Invoice receipt , Invoice receipt form Editing customers Invoice Receipts Creating Editing customer records Invoice receipts Applying payment to invoices Balance Canceling pending Editing deposits Editing posted Entering payment items 2.128, GL account distribution Overpayments Partial payments Posting Printing Saving Total applied Total Payment Viewing Voiding posted Invoices Adding customer records Batch tab Canceling pending Creating Customized printing Detail pane Editing customer records Editing pending Entering charge item ,

123 Index Entering revenue code , Exporting Folder , 2.82 Group History tab Manual numbers Overview Pending Posted Posting , 2.103, 2.131, Printing Revenue account distribution.2.89, 2.98 Saving Setup Templates Viewing Voiding Italics , 2.24 J Journal Options Journal entry trace report Journals General setup K Keyboard Right-click menus , 2.17 Keyboard access , 2.17 L Letterhead Printing on , Locking Columns in Query Locking fields Logo Printing company , Printing requirements M Maintenance Account 1.45, 1.50, 1.51, 1.54, 1.55, 2.34, , 2.107, 2.109, 2.110,.2.162, 2.164, 2.165, Manual invoice numbers Groups Manuals , 2.22 Mapping Classic Edition banks Assigning accounts Assigning banks Message column Reviewing assignments Memo invoice , 2.80 Memo invoices Converting Menu acronyms , 2.18 Menu bar , 2.17 Editing , 2.18 Menu key , 2.17 Menus Keyboard access , 2.17 Security , 2.18 Merge cells Miss prefix Modifying Customer information Customer record , Notes , 2.57 Payment codes Pending invoices Pending receipts Posted invoices Blackbaud, Inc

124 Blackbaud FundWare Accounts Receivable Guide Volume 1 Posted receipts Revenue codes Module Navigator , 2.18 Module navigator Security , 2.20 Moving Columns in Query Conditions in Query Fields in Query Query Moving a Query Security restrictions Mr. prefix Mrs. prefix Ms. prefix Multiple Business dates , 2.13 Divisions , 2.13 Multiple payment items N Name Customer Navigation Query tree Navigation tree , 2.7 Navigator bar , 2.18 New Customer New query Creating Note Notes Adding , 2.52 Deleting , 2.58 Editing , 2.57 Notes maintenance Adding notes Deleting notes Editing notes Filtering customers Notes tab Adding notes Deleting notes Editing notes O On hold Changing status On hold customer One-time Customers , 2.3 One-time customer One-time customers Cash receipts , Online help , 2.22 Open Windows Navigator , 2.20 Open windows navigator Security , 2.20 Opening From the desktop , 2.14 From the program , 2.14 From the Start menu , 2.14 Query , Options Journal Organization customer Organization customers Deleting information Editing Organizational customer Contacts tab Creating Overpayments Applying Entering Overview 1.110

125 Index Invoices Receipts P Page margins Query Page orientation Query Page setup Formatting Partial payments Entering Password Asterisks , 2.10 Defaults , 2.9 Payment Memo invoices Payment code Account distribution Payment codes Creating Deleting Editing Overriding clearing accounts Payment due Payment items Adjusting Entering , Returning Payments Using credit memos Using multiple payment items Using overpayments Pending Invoice Receipt Pending invoices Canceling Editing Pending receipts Canceling Editing Permissions Phone tab Individual customer Posted Invoice Receipt Posted invoices Editing Voiding Posted receipts Editing Voiding Posting Invoices. 2.90, 2.103, 2.131, Receipts Posting options Setup Units and rates Posting settings General setup Prefix, Customer Preview option Previewing reports Primary fields Query Print preview Query Printer selection Query Printing Address requirements Company address , Company logo , Deposits Blackbaud, Inc

126 Blackbaud FundWare Accounts Receivable Guide Volume 1 Invoices Logo requirements On letterhead , Query Receipts Reports Directly to your printer Reports from preview window Q Query Adding Adding fields , Advanced elementary conditions , Applying a subtotal Business date Clearing a subtotal Complex conditions , Condition elements Copying Creating a new Creating a subtotal Deleting Deleting conditions Deleting fields Display and hide areas Elementary conditions.2.221, Exporting Field name Folders Footers Formatting cells Formatting columns , Formatting page setup Formatting query results Formatting rows Formatting the sheet Function Function options Headers Locking columns Merge cells Moving a query Moving columns Moving conditions Moving fields Navigating the tree New Opening Overview Page margins Page orientation Personal folders Predefined folders Primary fields Print preview Printer selection Printing Running Save as Saving Security restrictions for copying Security restrictions for deleting Security restrictions for moving Security restrictions for running Security restrictions for save as Security restrictions for saving Setting filters Shared folders Sort results Sort value

127 Index Split cells Status bar Subtotal , Subtotal tips Toolbar Toolbar definitions Types Viewing R Rates Posting Receipt Cash definition , Changing the date , Description , Invoice definition , Pending Unsaved Receipt form Editing customers Receipt history Viewing when adjusted Receipt types Receipts Adding customer records Batch tab Canceling pending Customized printing Depositing , Detail pane Editing customer records Editing pending Editing posted Exporting Folder , General setup History tab One-time customers , 2.3 Overpayments Overriding clearing accounts Overview Partial payments Pending Posted Posting Printing Templates Total applied Viewing Viewing history Viewing when deposited Recording overpayments Records Customer Removing Columns from detail pane 1.21, 2.21 Customers from group Invoices from batch Payment codes Receipts from batch Revenue codes Renaming Group Re-ordering Columns in detail pane..1.21, 2.21 Replacement software , 2.25 Report files Reports ASCII Deleting Exporting , Filtering information GL account number text box Journal entry trace Previewing Blackbaud, Inc

128 Blackbaud FundWare Accounts Receivable Guide Volume 1 Printing Printing from preview window Printing to printer Selecting specific information Trace Resizing Columns in detail pane..1.22, 2.22 Results Formatting query Returning Payment items Revenue Applying payment Revenue account distribution Cash receipts Invoices , 2.98 Revenue code Description , 2.97, Entering on invoices , Revenue codes Creating Deleting Editing Right-click menus , 2.17 Rows Formatting Running a Query Security restrictions S Sample divisions , 2.4 Save as Query Security restrictions Saving Invoices Receipts , Saving a Query Security restrictions Security Menus , 2.18 Navigator bar , 2.20 Viewing Viewing receipts Select Accounts Selecting information for reports Setting Customer status Customer s prefix Filters in Query Setup Sheet Formatting Ship to address Shortcut keys , 2.17 Shortcut menus , 2.17 Sort query results Sort value Query Sorting Data in detail pane , 2.22 Split cells Standard invoice , 2.80 Standard invoices Converting memo invoices Status Active Changing customer Customer , 2.33, 2.34 Inactive Status bar Subtotal , Applying Clearing Creating

129 Index Subtotals Tips Suffix, customer , 2.45 System Administration Defaults , 2.9 T Tab-delimited text Query Technical support , 2.24 Templates Invoice and receipt Testing procedures , 2.4 Toolbar Query Query definitions Total applied Invoice receipts Overpayments Total payment Invoice receipts Trace report Training 1.4, 1.23, 1.25, 2.4, 2.23, 2.25 Tree , 2.7 Tree navigation Query Type customer Types Query U Units Posting Unsaved Invoice Receipt User guides , 2.22 User name Defaults , 2.9 Using this document , 2.23 V Viewing Deposit detail Group members Invoices Query Receipt from deposit Receipt history , Receipts Voiding Invoices Posted receipts W Warning , 2.24 World wide web , 2.25 Blackbaud, Inc

130 1.116 Blackbaud FundWare Accounts Receivable Guide Volume 1