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  • Process a Refund for a Voucher

    1. Navigate to the Vendor Record page and click Create Refund from the left side menu.

    2. Fill in the Refund Date. 

    3. Fill in the Refund Method. 

    4. Type a brief reason for the refund in Refund Description. 

    5. Choose the Refund Fund. 

    6. Finally, choose the Refund Expense Account.

    7. Click Create

    8. Now, you’ve created the refund and there is a check waiting to be deposited in the till. 

    9. Click Deposit to Bank.

    10. Choose the Bank Account. 

    11. Fill in the Deposit Date. 

    12. Check mark the correct line item. 

    13. Click Deposit.

  • Cancel a Voucher

    Cancel a voucher that's been approved and posted.

    You cannot undo this action. You should consider unposting the voucher before proceeding. 
    1. Select Vouchers from the Home page.

    2. Select the Posted voucher bucket.

    3. Select the voucher ID.

    4. Select Cancel.

    5. If necessary, edit the Post Date, then click Cancel Voucher.

    6. The cancelled amount will be recorded in the Items window, and in the General Ledger.

       
     
  • Import Vouchers

    Import regular vouchers and statement vouchers into CommunitySuite.

    1. Select Vouchers from the Home page.

    2. Click Import Vouchers.

    3. Select Download Template under the type of voucher that you want to upload.

      The template will download as a .csv file, and save to your computer's Downloads folder.

    4. Open the template, enter voucher information for each voucher that you want to import, then save the template to your computer.

    Voucher Field Descriptions:

    Column 1: profile_id: The profile ID for the vendor. Note that profile ID is not necessarily the same as the ID on the vendor screen, so make sure you follow this to the actual profile screen for the ID.

    Column 2: voucher_date: The date for the voucher in M/D/YYYY format. So for the end of March in 2020, you would set this to the value 3/31/2020. Will be the date used for posting the voucher.

    Column 3: ref_num: The reference number for the statement from the vendor. This needs to have a value but can be anything. Note that each change in this value will generate a new voucher so you will usually want this to be the same for all lines in the vendor.

    Column 4: due_date: The date the voucher payment is due.

    Column 5: reduce_spendable: Enter a Y if this should reduce the spendable amount of the fund. Enter a N if it is not a fund that has track spendable on or it should come out of retained earnings.

    Column 6: funit_id: The CSuite identifier for the fund that is making the voucher payment.

    Column 7: account_num: The GL account number for the activity. This is the account number for the expense account that is making the voucher payment.

    Column 8: description: The description for the voucher detail.

    Column 9: qty: The quantity that will be on the voucher. This is typically 1.

    Column 10: unit_cost:  The dollar amount to be paid on the voucher. Note that this will be multiplied by the quantity to get the total amount.

     

    Statement Voucher Field Descriptions:

    Column 1: profile_id: The profile ID for the vendor. Note that profile ID is not necessarily the same as the ID on the vendor screen, so make sure you follow this to the actual profile screen for the ID.

    Column 2: voucher_date: The date for the voucher in M/D/YYYY format. So for the end of March in 2020, you would set this to the value 3/31/2020. Will be the date used for posting the voucher.

    Column 3: ref_num: The reference number for the statement from the vendor. This needs to have a value but can be anything. Note that each change in this value will generate a new statement voucher so you will usually want this to be the same for all lines in the investment asset.

    Column 4: due_date: Same as voucher date.

    Column 5: funit_id: The CSuite identifier for the revenue share holding fund. Typically it is fund ID 1001.

    Column 6: account_num: The GL account number for the activity. This is the account number for the revenue or expense account like realized gains, unrealized gains, etc.

    Column 7: statement_account_num: This is the asset account in your GL that the statement is for. Each change in this value will also generate a new statement voucher.

    Column 8: description: The description for the statement voucher line. Normally, this is the account name for column 6 (Realized Gains, Unrealized Gains, etc.)

    Column 9: amount: The dollar amount for the net change in the asset for the GL account in the statement voucher period.

    5. Click Choose File.

    6. Open the .csv template file that you saved in step 4.

    7. Click Process.

    8. The imported vouchers will load into the New voucher bucket.

     
  • Assign Expenses to a Campaign*
    • Access the applicable voucher. 
    • Select [add] in the Campaign column next to the applicable line item.
    • You will see a list of all your Campaigns.
    • Select the Event you wish to tag the expense to.

    To review expenses and income for a Campaign, you will need to go to the Campaign and then select Income Statement on the left side menu. Income Statement will redirect you to Financials where you will see all items tagged to the campaign, including expenses and donations. 

     
  • Vouchers*

    Create Vouchers to pay vendors and employees. Vendors can include nonprofits, grantees, businesses and people you pay. All incoming bills, payments to employees, payment of employee benefits, expenses for events, office supplies and grants to be paid out are Vouchers. You can find all your New Vouchers, Posted Vouchers and Paid Vouchers organized in Voucher Buckets. Select the hyperlinked bucket to view the vouchers. The selected bucket will be highlighted yellow.

     

  • Payroll Vouchers

    Track your payroll expenses by creating and paying Vouchers for each expense.

    Examples:

    • Employee Paycheck

    • Retirement Benefits

    • Labor and Industry

    • Employment Security Payments

    • IRS (US Treasury)

     

    Note: We highly recommend the use of an outside payroll company to process payroll.

  • Create and Edit Statement Vouchers

    Use Statement Vouchers to record Bank Fees, Investment Fees and Interest. You can also use Statement Vouchers to record the accrual and reversal of interest or dividends where applicable. 

    To create a Statement Voucher:

    1. Navigate to the Accounts page.

    2. Select the Asset Account number.

    3. Click Add Fee/Interest from the left-side menu.

    • If the account does not have a Vendor assigned, you will be required to choose one.
    • Note: If you need to record accruals, you will need to create a separate Statement Voucher for only those line items.

    4. In the Create Statement Voucher window, complete the following:

    • Vendor
    • Statement Date
    • Fund:
      • Select a Revenue Share Fund if the account is in a pool and you want to allocate investment activity across participating funds.
      • Select any other Fund if the account is held by only one fund and does not need to be shared out.
    • Reference Number - Usually located on the invoice (if left blank a unique ID number will be assigned).
    • Attachments - Attach a file that's associated with the Voucher (optional).

    5. In the Items Window, enter all Fees, Interest, Dividends, Losses and Gains:

    • Select an Account.
    • Enter a Description.
    • Enter the Amount for each line item.

    6. Click Save.

    7. OPTIONAL: If you’re recording accrued interest or dividends, click Edit from the left side menu. Enter in an accrual account and reversal date and then resave.

    Once you’ve saved the Statement Voucher the final step is to click Post from the left menu.

    To edit a Statement Voucher:

    • 1. Navigate to the Statement Voucher.
    • 2. If Posted, select Unpost from the left-side menu.
    • 3. Click Edit from the left-side menu.
    • 4. Make any edits and click Save.
    • 5. Select Post from the left-side menu.

     

    Pro Tips:

    Statement Vouchers do not create a Check, the entry just adds or removes money directly. Use a standard Voucher if you plan to pay your Vendors electronically or with a check.

    CommunitySuite retains a list of the most recent Statement Vouchers in the Recent Statement Vouchers table. If your statement is similar to one created in the past, click Copy and your Statement Voucher will populate with the associated Investment Holding Fund, the Revenue and Expense Accounts, the Description and the previous Amount. Be sure to edit the details to reflect the current statement.

  • Delete a Voucher
    A Voucher must be unposted and unpaid in order to be deleted. 
    1. From the Home page, click Vouchers.
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    2. Select the Voucher ID number.
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    3. Click Delete from the left-side menu.
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    4. Click Yes to delete the Voucher.
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  • Post and Pay a Voucher
    1. Select Vouchers from the Home page.

    2. Select the New voucher bucket.

      • If you would like to post all vouchers that are in the New bucket at the same time, click Post All in the left menu. Continue reading to learn about posting individual vouchers and how to pay a voucher.

    3. Click the voucher ID that you want to pay.

    Depending on your workflow (voucher approval, or no voucher approval), select one of the following options for further instructions:

    No Voucher Approval Workflow

    1. Click Post.

      • The voucher will move into the Posted voucher bucket.

    2. Click Pay.

    3. You will be redirected to the Accounts Payable page where you can pay the voucher.

    4. Once the voucher has been paid, you'll be redirected to the Checks page, where you can print the check.

      • The voucher will move into the Paid bucket on the Grants page.
    Voucher Approval Workflow

    To use this feature, Voucher Approval must be configured in System Data, and Voucher Approvers must be added to your funds.

    This feature is specifically for non-scholarship and non-grant vouchers.

    1. Click Post & Get Approval.

      • The voucher will move to the Approval bucket, and voucher approvals will receive an email notification that they need to review the voucher before it can be posted.

    2. Click I Approve to approve the voucher for payment.

      • This will move the voucher into the Posted bucket.

    3. Click Pay.

    4. You will be redirected to the Accounts Payable page where you can pay the voucher.
    5. Once the voucher has been paid, you'll be redirected to the Checks page, where you can print the check.


      • The voucher will move into the Paid bucket on the Grants page.
     
  • Edit a Voucher
    1. Navigate to Vouchers.
    2. Select the Voucher ID number.
    3. Click Edit in the left-side menu.

    4. Once all edits have been made, click Save.

    You can also edit the address from the main Voucher page (after selecting the Voucher ID number) but clicking [edit] from within the address field.

     

     

  • Create Vouchers
    • Select Vouchers from the Home page.

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    • Click Create.

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    • Search for a Vendor and select from the drop-down menu, or click Show List and select from the a list of all vendors.

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    • If you clicked Show List, select the name of the vendor from the list.

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    • Select the Address where you want the check to go.
      • This will default to the address that was designated as Pay in the Profile.
      • If there isn't a Pay address noted in the Profile then it will default to the Primary address.

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    • Click the calendar icon and select the Voucher Date.

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    • Begin typing the name of the Fund that the voucher will be paid from, and select it from the drop-down menu.
    • Enter a Reference Number.

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      The Reference Number is usually located on the invoice. If this is left blank, a unique ID number will be assigned to the voucher.

    • Click Choose File to attach a copy of an invoice, or related documentation.

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    • If applicable, click the calendar icon and select a Due Date for the voucher.

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    • Check the box next to Reduce Spendable to pay the voucher from the associated fund's spendable balance.

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    • For each line item, select an Expense Account, then enter a Description of the voucher, Qty (quantity), and Unit Cost.

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        • The Expense Account is the account being charged.
        • If the Qty (quantity) is left blank, it will default to 1.
        • Unit Cost is the amount from the bill.
    • Click Save
    • For repeat vouchers, select Copy from your list of Recent Vouchers. The AccountDescriptionQuantity and Amount will all be duplicated - so remember to enter the new charges and date as needed. This is only available after you have created at least one voucher for the vendor.

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