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  • Close the Books

    Overview

    Closing the books locks down the selected period and prevents changes that could affect Fund Statements. Books can be closed either monthly or yearly, depending on your organization's set up; but books must be closed in order for Fund Statements to be generated. All entries such as revenue share, admin fees, transfers, checks, and bank reconciliations for the selected time period should be entered before books are closed. 

    Closing the books for your fiscal year sets Revenue and Expense accounts to a zero balance for the next accounting period. Asset, liability, and equity account balances are carried over to the next accounting period. 

    Close the Books

    1. Navigate to the General Ledger page.close_1.png

    2. Click Close Books on the left-side menu.close_2.png


    3. In the next screen, select End of Month and fill in Year.
    close_3a.png

    4. Click Close.

    close_4a.png

    For additional information specific to year-end tasks, visit Your Community Foundation Year-end Checklist
  • Journal Entry Approval

    Overview

    Journal entry approval is a way to manage the journal entries that are entered into your site. By setting journal entry approvers for certain amount ranges, you can control who verifies and approves the journal entries within your site. On the System Data page, journal entry approvers can be enabled and certain settings related to journal entry approvers can be toggled on or off to fit your foundation's needs. 

    System Data Settings

    JournalEntry1.png

    The settings are located in the Journal Entry Options category. Below are the three options and what they control within CommunitySuite: 

    • Enable Journal Entry Approval: Enables the journal entry approval feature and allows you to set journal entry approvers.
    • Disable Journal Entry Self Approval: Disables the ability for a journal entry approver to approve a journal entry that they created. 
    • Disable Journal Approval Emails: Disables any emails being sent to journal entry approvers when there is a journal entry ready for them to approve. 

    Enable Journal Entry Approval is the only setting that must be enabled to turn on the journal entry approval feature in your site. 

    Setting a Journal Entry Approval Level 

    Journal Entry Approval Levels need to be configured before journal entry approvers can be set. A journal entry approval level is a range between a minimum and maximum amount to check for journal entry approval. When setting a journal entry approval level, only the minimum amount will be set, and the maximum amount will update automatically according to the minimum amount in the next highest level.

    For example, if your minimum amount for the first level is set to $12, and the minimum amount for the next level is set to $100, the first approval level will have a maximum amount of $99.99. 

    To set a journal entry approval level, follow the steps below:

    1. Click General Ledger.JournalEntry2.png

    2. Click Journal Entry.JournalEntry3.png

    3. Click Journal Entry Approval.JournalEntry4.png

    4. Click Edit.JournalEntry5.png

    5. Enter the minimum amount and approval percentage required per level. Extra rows will appear as the available ones are filled out. The percentage must be entered as a decimal amount. JournalEntry6.png

    Setting Journal Entry Approvers

    Once a journal entry approval level has been added, JournalEntry7.pngjournal entry approvers can be set specifically per approval level. 

    To set journal entry approvers per level, follow the steps below:

    1. Click General Ledger.

    2. Click Journal Entry.JournalEntry8.png

    3. Click Journal Entry Approval.
      JournalEntry9.png

    4.  Click Edit Approvers next to a specific level.JournalEntry10.png

    5. Select Approval Employees in the drop-down lists below the approval level.JournalEntry11.png
  • Import Financial Transactions

    Use the process below to import and post historical financial transactions into CommunitySuite.

    1. Select General Ledger from the Home page.

    2. Select Journal Entry on the left side menu.

    3.  Click Import on the left side menu. 

    4. Click Download Template, then enter your financial transaction data into the template, and save the template to your computer.

    5. Select Choose File, then locate the file (template) containing the financial data that you just entered, and click Open.

    6. Click Process and your financial transactions will import into CommunitySuite.

    7. Review the financial transactions and click Post.

    8. Click Post Journal Entries. 

    9. Confirm Post All Journal Entries by selecting Yes.
       

     

  • Reclass Transactions

    Use the Reclass feature to move transactions from one General Ledger account to another. 

    1. Navigate to General Ledger from the Home page.
    2. In the Show Transactions window:
      • Enter your desired search criteria.
      • Click Show.
      • Click on the account name for the transaction you wish to reclass.
    3. Select Reclass from the left-side menu.
    4. In the Reclass Transactions window:
      • Click the box next to each transaction that you want to reclass.
      • Click Next.
      • Select the first drop-down box under To Account and select which account you want to reclass to.
        • If more detail is needed, you can select individual accounts for each line item.
      • Click Do Reclass and the system will automatically create Journal Entries for the reclassed transactions.

    Note:

    • The Reclass feature will reclass to the original transaction date, not the current date. 
    • The Reclass feature will update the associated Journal Entry, but will not update the Voucher. 
  • FIMS Reconcile
    1. Within FIMS, export your Fund Trial Balance to your computer.
      • You will need to adjust the column titles of your FIMS data to match the format below:
        • fund (short name)
        • acc_number
        • debit
        • credit


    2. Within CommunitySuite, navigate to General Ledger from the Home page.
    3. Select FIMS Reconcile from the left-side menu.
    4. In the Upload Fund Trial Balance window, click Choose File.
    5. Locate and select your exported Fund Trial Balance .csv file, then click Open.
    6. Below the Fund Trial Balance window, click Process.
    7. From the left-side menu:
      • Click Map Funds.
      • Click Map Accounts.
      • Click Compare.
        • Note: If the option to Compare does not appear, certain Fund and/or Account data did not map correctly. Failed data will display as a blank cell in the FundID and/or Account columns of the FIMS Reconcile window.
        • In the Compare to CSuite window:
          • Enter a Date.
          • Click Compare and a .csv file will download to your computer's downloads folder.

    The Compare file contains:

    • fund_name
    • acc_number
    • account_name
    • fims_balance
    • diff_balance
  • Record a Journal Entry

    You can utilize Journal Entry (JE) to record adjusting entries. For example, at the end of each month, there may be a journal entry to record equipment depreciation. This JE will include a debit to Depreciation Expense (E) and a credit to Accumulated Depreciation (A).

    To Record a Journal Entry:

    1. Navigate to General Ledger.
    2. Select Journal Entry from the left-side menu.
    3. In the Create Journal Entries window, enter the:
      • Transaction Date
      • Description
    4. In the Fund Entry window, enter the:
      • Fund
      • Account
      • Description
      • Debit
        • A second line will appear where you enter the Account, Description and Credit. You can continue adding Accounts and Debits or Credit as needed, but Credit and Debit totals must match before you can continue.
    5. If you need to Record a Journal Entry for another Fund, click the +Fund button and complete the fields. 

    6. Once all information is entered, click Save. 
    7. Review your transaction and click Post from the left-side menu.

     

    Note: CommunitySuite does not have a Recurring Journal Entry function. Instead, you are encouraged to track all financial transactions, such as expenses and money coming in, through Vouchers, Invoices, Payments, Grants and Donations.

  • Open the Books
    1. Navigate to General Ledger from the Home page.
    2. Select Open Books from the left-side menu.
    3. In the Open Books Back To window:
      • Click the drop-down menu to the right of End of Month and select a month.
      • Enter a Year.
      • Click Open.

    Note: If you open the books and make changes to existing transactions; all reports, statements, etc. will be altered to reflect the new calculations. 

  • General Ledger Overview

    The General Ledger is a complete record of financial transactions over the life of the foundation. If contains the information needed to prepare financial statements and includes accounts for Assets, Liabilities, Equity, Revenue and Expenses.

    To perform a search of the general ledger, go to the General Ledger page and enter the applicable search criteria. At a minimum you must enter both a start and an end date to perform a search. The other fields are optional. 

    • Transaction Reference is a (Trans Ref) to search specific types of transactions such as admin fees, customer payments, donations, etc. 
    • Account Types is a drop-down that allows you to search for items such as accounts payable, payroll expense, support, program.
    • Account is a drop-down that allows you to pick from your chart of accounts.
    • Fund is a drop-down that lists all your Funds, so you can search for transactions within a Fund.
    • Fund Type is a drop-down that allows you to choose permanently restricted, temporarily restricted or unrestricted funds.
    • TransID is where you can enter a specific transaction ID number.
    • Description allows users to type a description to help narrow down the search, eg. donation, dinner. 
      • This search will pick up any transaction where the description appears, even if it is within another word.