The Real-time Data Sync feature for DonorCentral 4 is included with the FIMS upgrade.

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1 FIMS Release Notes Upgrade Overview This document contains brief summaries of the new features included in FIMS version Fund Statement Designer A new System Integrity Report Real-time Sync for DonorCentral 4 Known Issues Fixed For more details on any of the items discussed below, please refer to the FIMS Online Help or User Guides. Upgrading to FIMS Host*Net clients are scheduled to be upgraded the weekend of Feb 6, Please be advised, the servers will be down from 8am to 5pm EST. The General Release is scheduled for February 8, Clients who are currently using FIMS version 12.5 or higher and wish to upgrade to FIMS 14.20, may send an upgrade request to the upgrade_inquiries@microedge.com mailbox. You will be able to self-update to by downloading the installation zip file from MicroEdge and running the Setup.exe file once extracted. Clients with a version of FIMS prior to 12.5 must request the upgrade by ing fimssupport@microedge.com. Real-time Data Sync for DonorCentral 4 The Real-time Data Sync feature for DonorCentral 4 is included with the FIMS upgrade. The MicroEdge Community Resources Site To keep up with all the latest news on MicroEdge products, access our knowledgebase, or join in relevant discussions on our forums, go to - FIMS Support Need Help or Have Questions? If you have questions or need assistance in any way, please contact MicroEdge Technical Support. Support Hours: M-F, 8:00 am 8:00 pm ET. Phone: (800) Online: fimssupport@microedge.com Login to PowerME at Click the Case tab at the top of the homepage and click Create New Case.

2 Table of Contents Upgrade Overview... 1 Upgrading to FIMS Real-time Data Sync for DonorCentral The MicroEdge Community Resources Site... 1 FIMS Support... 1 New Features... 3 Fund Statement Designer... 3 Saved Report Settings Used for Preview... 4 Test Values Used for Display Values... 4 The Save Options Form... 5 Running Statements from the Reports Menu... 6 Working in the General Ledger View... 7 Working in Statement Layout View... 9 A New System Integrity Report Real-time Data Syncing Between DonorCentral 4 and FIMS Resolved Issues

3 New Features FIMS provides new functionality to three key areas that can make your experience easier and more efficient. Fund Statement Designer The new Fund Statement Designer utility is found in the File Maintenance > General Ledger submenu. 1. Statement: This is the statement name or code used to identify the statement when the report is run. It is the combination of the Row and Column Formats. 2. Description: This is the description associated with the statement selected. You may edit the value in this field if desired. 3. Base Year: This is the default run time year for the statement. 4. Base Period: This is the as of period for the statement. 5. Row Format: This field determines the General Ledger account or range of accounts that should be reflected on each line or row of the financial statement. 6. Column Format: This field defines the following: a. Period(s) reflected on the financial statement. b. Whether Actual or Budget figures will be used. c. Whether the GL value should reflect a specific fund or fund category (range of Division, Class, Type, Sub-Type or Functional Expense codes) 3

4 d. If the column should display a calculated value based on previous columns. Once a Statement is selected, the Form Statement Designer can be viewed in two ways: General Ledger View this view shows the general ledger grid. You can toggle between Formula or Values display by clicking the Show Formulas / Values button on the left. Statement Layout View this view displays the current statement design as it would look if it were printed. Saved Report Settings Used for Preview In this section, the name entered reflects the Saved Report name in the Fund Statement Report and Fund Statement Export menus. The Preview button will launch the financial statement. Skip Prompts will launch the report in the FIMS Viewer based on the current saved report settings. Prompt will open the report to the Format Tab in the Fund Statement Report menu process. Test Values Used for Display Values This section lets you determine the Fund ID to be used. Clicking on the Display Formulas / Values toggle button will change the display values in the statement accordingly. 4

5 The Save Options Form The Save Options button opens the Save Design Statement form: Save Row Formatter Section This section lets you control how or if the Row Format is saved. CAUTION: If you make changes to a Row Formatter that may currently be used in existing reports, select Save Row Formatter As and enter a new saved name for this formatter. Making changes to an existing Row Formatter could create issues with existing reports. Don t Save Row Formatter Save Row Formatter Save Row Formatter As Save Column Formatter Section This section lets you control how or if the Column Format is saved. Changes to column positioning, whether made on the General Ledger tab or Statement Layout tab for GL Row, is saved here. Don t Save Column Formatter Save Column Formatter Save Column Formatter As If you made changes to an existing Column Formatter, choose the option to Save Column Formatter As and enter a new name for it. If you have created either new Row or Column Formatters, then select Save Statement As and enter a new Statement Record name. 5

6 Save Statement Section This section lets you control how or if the statement design is saved. Note that all items and detail section changes made on the Statement Layout is saved with the statement except for Column Formatter changes. Don t Save Statement Save Statement this option will update the existing saved report. Save Statement As this option will let you create a new Saved Report in the Fund Statement Reports menu. Undo Button The Undo button located next to the Save Options button will reverse all changes made to the statement design since the last save. If you ve changed multiple items since the last Save and don t want to lose them all, be very careful not to use this button. Running Statements from the Reports Menu Once your statements have been designed, your users can just run and generate Fund Statements from the Reports menu as they always were able to do. Simply go to Reports > General Ledger > Fund Statements and select the desired one from the Statement menu. This will allow for menu security on FSD set to only those who are allowed to create and modify statements. 6

7 Working in the General Ledger View In the General Ledger view, rows and columns can be modified by clicking in a cell and right-clicking on it. Right-clicking on a header cell will bring up the following options: Edit Column: Opens the Edit Column form. o Heading: Let s you change the column header label. o Type: Define if this is a Calculation, GL, or Percentage column. o Formula: This will only be available for Calculation and Percentage type columns and will open the Paste Formula window which can be used to create a formula for multiple columns. o Fiscal Year Relative to Base Year: o Period Through Relative to Base: o Hide Column: Check this box to hide the column. Remove Column: This will prompt you for a confirmation. Click Yes to remove the column. Insert Column Before: Selecting this will create a copy of the current column and add it to the left. Insert Column After: Selecting this will create a copy of the current column and add it to the right. Right-clicking on a cell below the headers will provide a different menu: 7

8 Edit Row lets you modify the currently selected row. Add Row opens the edit row form and adds a new row below the current row. Copy Row opens the edit row form for the current row. Makes a copy of selected row. Typically used to create a row that requires a combination of noncontiguous general ledger accounts. If there are 2 rows with the same row number the system will combine the totals and display just 1 amount. Remove Row will prompt for confirmation to delete the current row. Edit Column opens the Edit Column Position form. For more details on the options in General Ledger View, please refer to the Fund Statement Designer Guide. 8

9 Working in Statement Layout View Statement Layout view shows the statement similar to how it would look if printed. Any of the elements shown on the layout may be clicked on and modified as needed. Simple fields and labels can be dragged to new positions. NOTE: All position values shown on edit forms are in inches. Insert Layout Item This option on the Statement Layout lets you add one of the following items: Text (label) - Single Line or Box. Enter the desired text in the Text field. Field (entry field) select an entry field from one of the tables available. Image image can be added as a single line or box. You must specify the image file location. Div Logo add a logo to the statement using single or box format. You must specify the image file location. Shape lets you add an Ellipse, Filled Rectangle, Rectangle, or Line to the form. Insert Merge Text The Insert Merge Text option allows you to add paragraphs or lines of text and data intermixed like in a merge document. Up to nine merge fields can be assigned on the form and referred to in the Merge Text field as &1, & 2, &3, etc. Simply select a Table and then a Field from that table to assign to each number. You can then refer to the number in the Merge Text area preceded by an & symbol. NOTE: Carriage returns are supported in the Merge Text field. 9

10 Modifying Layout Items Simple layout items can be modified in three ways: Double-click the item on the layout page Select the item on the layout page and click Modify Layout Item on top Right-click on the item The layout item s Menu form will be displayed with the currently selected item listed. 10

11 You may use the drop-down menu to select a different item at this point or continue by clicking the Edit, Copy, or Remove buttons. Editing Clicking Edit will open the item s associated edit form for you to modify as needed. Copy Clicking Copy will create a copy of the selected item and allow you to enter a new position for it. Remove Clicking Remove will delete the selected item from the layout. Note there is no confirmation for this action. Once you click Remove, the item is gone unless you use the Undo button. Add/Modify Detail Section Detail Sections contain multiple related data items that must be added or modified at the same time. NOTE: To edit an existing detail section on the statement layout, simply click on it. To add or modify a detail section, do the following: 1. Click Add/Modify Detail Section on top. 2. Select from the drop-down menu a section to add or modify. Detail sections already on the layout will say Exists while new ones you can add will say Create. If you select an Exists section, you will have Edit, Remove, or Cancel options. If you select a Create section, you will have Add or Cancel options. NOTE: There is no confirmation prompt for the Remove action. NOTE: Width and Position measurements are in inches. Available Detail Sections Financial Summary Gift Details Pledge Details Grant Details Administrative Payment Details 11

12 Stock Activity Details Stock Inventory Details For more details on the options in Statement Layout View, please refer to the Fund Statement Designer Guide. A New System Integrity Report Location: Tools>System Utilities>System Reports>System Integrity Report This new report was developed initially to identify any issues with bad data in FIMS before the data was loaded into CRM for the first time. It is now being made available for all FIMS users and is recommended for use on a regular basis. Check Profile IDcodes don t have an underscore. Last name blank for individual Org name blank for org Invalid profile or partner Check Profile Affiliations Items that can only be fixed by a programmer o Profile missing. o Group affiliation missing. Check Fund Associations Item that can only be fixed by a programmer o Fund and Profile Missing Fund Missing Profile Missing Rep Type Missing Duplicate o Fundid, idcode, rep-type Check Relationships Item that can only be fixed by a programmer o Relator and Relatee Missing Relator Missing Non-Blank Relatee Missing o Blank Relatee is allowed 12

13 Association Missing Check Other Profile Orphans Item that can only be fixed by a programmer o DonorHistory Profile Missing Menu items will be enabled in the Fix Records menu if there are records to fix. 13

14 Real-time Data Syncing Between DonorCentral 4 and FIMS This feature will automatically send any changes made in FIMS to DonorCentral related data immediately to DonorCentral. NOTE: If DonorCentral is open, the page must be refreshed for the changes from FIMS to be reflected. The Real Time Sync options are available on the DonorCentral Options page in FIMS. The Real Time Sync can be enabled for the following data types: Fund Advisors Gifts Grants (and Scholarships) Market Values Organizations Unposted Applications The default for all of these settings is <None>. To enable a data type: 1. Select it from the Option list. 2. Select On in the Value list. 3. Click Apply to save your changes or OK to save and close the form. To disable a data type: 1. Select it from the Option list. 2. Select Off in the Value list. 3. Click Apply to save your changes or OK to save and close the form. 14

15 The table below lists some examples of changes in FIMS that will be sync d to DonorCentral. Option Examples of data Included in sync RTS_Fund_Advisors New Advisors Changes to advisor My Profile information Changes to the Staff code table related to DonorCentral RTS_Gifts Pledge information Gift Date Gift Amount Non-Gift Amount Description Gift History changes Gift adjustments/reversals NOTE: For Pledge information to sync, the DonorCentral System option for Pledges must be set to On. RTS_Grants New Grant or Scholarship applications NOTE: Requires both RTS_Grants and RTS_Unposted_Apps to be turned on. o imported o auto-created o manually created o recurring grants from fund distributions o interfund grant posting o application history copy o student eligibility report Grant or Scholarship adjustments o Amount corrections o Fund corrections o Cancellations o Refunds o Payment Date change o New Payments o Grantee correction/change Grantee profile changes Grantee affiliation changes RTS_Market_Values This option will affect Fund Balances, GL Drilldowns, and Available to Spend values depending on the DonorCentral System options you have turned on. RTS_Organizations New Organizations Changes to Organization details RTS_Unposted_Apps If set this option to On, you must also set the DonorCentral System options for Unposted Applications to define which ones are included in the sync. Include_Approved_Unposted_Applications Include_Imported_Unposted_Applications Include_Open_Unposted_Applications 15

16 Resolved Issues The following issues are resolved in this release. We have provided the case numbers for internal referencing along with a description of the issue. ID Module Description of Issue Resolved N/A AP When combining payments for Payee, checks will no longer improperly display with a $0 amount in the check preprint report. N/A AP When a series of grant adjustments (a grant cancellation followed by an amount correction) result in two unposted debit memos, the voucher will now properly show as open for payment in Open Items AP Improved the message displayed during the unvoid process to indicate what date values are changed AP Message regarding incorrect split amount for AP open items is now worded correctly AP Canceling a check renumbering with a number in the field no longer changes the check number AP Checks and Voucher history use the date of the transaction to obtain account descriptions, they do not just look in the current year. This does mean that if an account has a different description in two different years, the proper one will be used. For instance Internet Expense in 2015 will appear on 2015 vouchers and check stubs, WIFI Internet Charges will appear in 2016 expenses. The same account number was used in both years, but the description was changed by the user to more closely reflect the type of charge AP The check void report now shows the correct void date and also only displays the voided payment lines Checks Modified the logic used in determining the payee name value in the Donor advised check body to accommodate the new APheader payee value. The payee name should no longer be blank in the body of the donor advised letter Checks Under certain conditions, when checks printed onto multiple forms, additional payment lines were created in error. This issue could only be fixed by MicroEdge IT. The logic used in handling the payment records has now been fixed and a fully paid voucher should no longer appear as a negative voucher in Open Items. The upgrade will not fix existing records so FIMS Support should be contacted to fix existing records CRM Fund names are now properly flowing to the associated CRM fields DonorCentral The Donor Central Usernames, Passwords and Types can now be added, modified and changed successfully in the Profile Staff Code Maintenance table DonorCentral Running the DonorCentral Crystal Fund Statement Export and selecting on Entity ID is now working. N/A FACTS If you are using the UNIT feature in FACTS (rare), there is a new box on the transaction window that allows you to force the transaction to be considered a beginning of day transaction. Transactions normally occur at the end of the day. When the total of all the transactions in a cycle for a fund occur on the first day of the cycle to reverse out the beginning balance it is currently processing them as begin of day transactions on the first day of the cycle. This also guarantees that the units and book go to zero. This new feature was added so that a fund could be removed from the pool on the first day of the cycle with one transaction marked as begin of day bringing the balance to $0 (so it receives no allocations) then has other transactions happening later (typically the last day of the cycle) with this transaction left as an end of day transaction. Thus the fund will receive no allocations at all because the balance will 16

17 ID Module Description of Issue Resolved go to $0 on Day 1 and not add value until the last day. It will have a different number of units since it sold at one price and purchased at another (buy/sell could be switched if it had a negative market value), but it will not have earnings allocated. This process might help in Asset rebalancing situations where the offset fund should have minimal or no earnings in the pool. Please contact FIMS support if you think this option might help with allocating to an offset fund FACTS FACTS should no longer crash when using the page-up/page-down keys on the keyboard FM You are now prevented from creating FieldMaker field labels with improper characters. For instance, a message box will pop up if you try to insert a comma in a label and try to save it Gifts The soft credit amounts in the Gifts Trends & Analysis reports is calculated and displayed correctly Gifts The User Defined Gift History Export filters on affiliation codes properly Gifts When adding a soft credit record to a gift where the Profile ID of the soft credit has no prior giving history, the grantee history in the profile module became active even though there was no data there. This no longer happens Gifts The report selections made on the front screen of the Special donor export listing are now displayed in the selection criteria section of the report. This is helpful so you can see what initial date ranges you chose Gifts When entering or modifying existing stock gifts, it is sometimes necessary to modify the GL accounts to be used in the transactions associated with the position. For instance, when you initially posted a gift, the dividend account might not have been present. Now when you click the GL account lookup on the stock gift tab, the year associated with the gift is displayed instead of the current year Gifts It is no longer necessary to be logged in with the username of npo in order to modify the GL accounts on a posted stock gift Gifts Soft credits no longer disappear on Interfund Gifts after saving Gifts The Gift History Export ran into errors when exporting gifts using a numeric first fundid selection. The export can handle any combination of numbers and letters in the first fundid field now Grants Client received an error that no AP Line Item History Exists for a voucher that was clearly open in AP. The adjustment process that modified the open item has been fixed so that the AP Activity tab will find all the associated records Grants There was no way to post an orphan Interfund grant in a regular grant edit report Grants The Outstanding Grants by Fund report has a very important new option. By default "Display zero end balances" is not checked. This means that the report will display only grants that are not fully paid (non-zero balances) at the end of your period. (Outstanding grants only) For many users, this will drop the report display to very few pages if most of your grant activity confines itself to a small time period and doesn't have much in the way of outstanding payments or multi-year grant activity. If you want the report to display all grants as before, just check the box on the format tab Grants The grant letter field has been added to the grant import fields in the grant import tool Grants When The Tax Status has been checked for a grantee, the message asking if you wish to update unposted applications will only appear if there are unposted applications for this grantee. Before it was asking about updating unposted applications even if you had none Grants The Application Edit Report no longer displays an application twice if the ACH box is checked. 17

18 ID Module Description of Issue Resolved Grants Various issues associated with what we call a Paid fund grant adjustment were fixed. It is now possible to make the adjustment to move some or all of a grant to a different fund or group of funds without voiding an already processed check first Grants Issues encountered when a paid fund grant adjustment resulted in different cash accounts have been resolved IGAM The budget field in FIMS couldn't handle the growing size of many grantee organizations. It will now fit 9,999,999, IGAM Blank contact names did not cause an error during the consider process as it should have Interfund There was no unlink interfund process. Thus improperly linked gifts and grants had to be deleted and re-entered. There is now an unlink utility that will work on unposted gifts and grants. It is found in the same menu item as the linking tool inside Interfund > File Maintenance Pledges The pledge installment FundID selection will now select on the fundid. i.e. if you select on the bass fund, only bass installments will export Pledges The pledge import was fixed to use the fund associated with the imported pledge to create the installment records and not the final fund in the import file Profiles Bulk mail exports should now finish in a timely fashion Scholarships Payee has been added as an exported field to the application export found on the processes tab in the scholarship module Scholarships Scholarship import handles the SS# import properly Scholarships Scholarship Import application status lookup value is pointing to the correct status code now Selection Criteria Upon successive saves and modifications, the selection criteria in a data grid breaks and pieces stop saving. This created a mismatch between the fields listed in the selection tab and the selection criteria. This issue is now fixed System When an & is part of an organization name or other name part, the various displays of the value will now show only one & instead of &&. Ex. AB&S will not display as AB&&S Tools When doing a fund code change, a message box shows the progress of the change by displaying the gift numbers and grant numbers as it modifies the records. For users who have 6 character gift numbers, there was an error in the display and it was necessary to click past it. The display size has been modified to accommodate the larger gift number The grant letter field description now aligns with the field on the additional detail tab in both Application and Application History 18