Table of Contents Introduction... 1 ACS 2006 Edition Enhancement List... 3 General Enhancements People Organizations...

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2 Copyright Copyright 2006 ACS Technologies Group, Inc. All rights reserved. Reproduction of any part of this publication by mechanical or electronic means, including facsimile transmission and , without the express permission of ACS Technologies Group, Inc. is strictly prohibited.

3 Table of Contents Introduction... 1 How to Use the Enhancement Guide...1 ACS 2006 Edition Enhancement List... 3 People Suite...3 Financial Suite...19 General Enhancements The Limit Groups Option...27 Security Rights Social Security Numbers...28 People Find Person Window Customize Option...29 Find Person Copy to Clipboard Option...30 Find Person Print Grid...30 Find Person Export Grid...30 Define Lists Type...31 Organizations Organizations Reports Include Individuals...33 Contributions Gift Search Criteria Period Options...35 Gift Search Criteria Transaction Type...36 Gift Search Criteria Value of Service...36 Gift Search Criteria Transaction Description...37 Gift Search Type Find Top Contributors...37 Pledges Search Type Find Top Pledgers...38 Gifts and Pledges Search Type Not Within Range...38 General Ledger Customizing the Inquiry Window...39 Accounts Payable The 1099 Option...41 Invoice Number...41 Customizing the Vendor Lookup Window...42 Getting Help... 45

4 Introduction This Enhancement Guide is intended to familiarize you with some of the new features and improvements in the ACS 2006 Edition software release. This document outlines some of the most important features. To help you make a smooth transition, it also gives you detailed procedures for using the new features. Many of the enhancements to the ACS 2006 Edition were requested by users. The complete Enhancement List is printed in this guide immediately following this introduction. How to Use the Enhancement Guide This guide contains many different types of information and can be used in several different ways. The concept of each enhancement is discussed, and a procedure is often provided to describe how you can implement the enhancement. You can read this document from cover to cover or use it as a reference manual. You can also read only the sections that provide information on the modules you own and use. 1

5 ACS 2006 Edition Enhancement List Several important enhancements have been made in the ACS People and Financial Suites. This chapter provides a brief list of all of the enhancements included in the ACS 2006 Edition. The following chapters list detailed procedures for some of the more important enhancements. For video demonstrations of the most exciting enhancements, visit our Web site at For help using these enhancements, in the ACS program, press F1 or click Help and then click Contents. People Suite General Enhancements General ACS windows require a minimum resolution of 800 x 600 dpi. Add/Edit Users Added new security permissions for Organization Comments, Organization Activities, and Mass Change. Added Limit Groups option that lets you select the activity, class, worship, and Volunteer Manager Master groups that users can access. Added a Limit Contact Types option that lets you select the Contact Types that users can access. Add/Edit Users The Old Password field is no longer required when you edit a password. (Added in Version ) Add/Edit Users Added a new Add/Edit Individuals security bit for the Checkpoint module on the Security tab of the Edit Users window. (Added in Version ) Add/Edit Users The Print to File option for the User Profile report now includes PDF and RTF file formats. (Added in Version ) Automatic Backup Uninstall Added a new prompt that displays when you uninstall the Automatic Backup program. (Added in Version ) LifeTouch Import The ID number, selected drive, and selected picture type are now saved. Menus Module tabs now display at the top of the menus. Added module icons to each tab menu. A new status bar displays the current user name, site name, NUM LOCK key status, CAPS LOCK key status, Insert/Overwrite mode, and SCROLL LOCK key status. You can now save the last module tab selected by each user. Menus Online Resources The Online Resources Support link now uses the ACS Web site/ form. Menus Site Information Similar information is grouped together. Your registration code is now a display field. Pastor and Assistant Pastor fields are now named Contact 1 and Contact 2, respectively. The Company address line is now in the address section. Menus Visitation Module is now named Connections. The Add/Edit Visits option is now named Add/Edit Contacts. Menus Web News Added Don t Show Again option on the Web News page. 3

6 ACS 2006 Edtion Enhancement Guide Olan Mills Import You can now select a drive and directory location when importing files. Organizations Statistics Import The Print to File option for the User Profile report now include PDF and RTF file formats. (Added in Version ) People Import Added as a destination field when importing Special Mailings records. People Import Added a confirmation message display inquiring as to whether you want to overwrite records when importing the FIRST_NAME, LAST_NAME, and ADDRESS 1 fields if duplicate records already exist in People. (Added in Version ) Web News Added a new Web News window that displays monthly news items, frequent support calls, and promotional offers when you log in to the ACS People Suite. (Added in Version ) Uninstall Removed the Uninstall ACS Server, Uninstall ACS Terminal Server, and Uninstall Single PC options from the ACS program group. The daily Support password for uninstalling ACS is no longer required. (Added in Version ) User Configuration Added Use Alternate Row Color option that is used when displaying data in grids. People Suite color can differ from Financial Suite. The Reset Web News option now allows you to select the same viewing options that are available on the Web News page. User Configuration Added a new Reset Auto Login option. (Added in Version ) Utilities User Configuration Added a new Reset Auto Login option. (Added in Version ) People General Redesigned the ACS login splash window. Also, changed the Help/About window. General When you click Add/Edit Individual/Groups tab, View/Edit Groups, and Group Setup, the Master Group drop-down list shows only the master groups that the user can access. General Moved Mass Change option on the People main menu. General Added Middle Name field to the name field display. Change Family Unit The Age field now displays in the grid for all selected records. Delete Individual Family Members tab Added Age field for each individual listed. Define Lists Added Suffix as an option under Individual>Lists. Suffix elements are now defined by the user. Comment Type, Type, Phone Type, and Relationship Type are now grouped under Other. You can now add Type elements separate from Phone Type elements. Find Person Added Middle Name to the Name field display. 4

7 People Suite Find Person All three Sort List By options now display at the bottom of the window. When Sort List By is set to Family, search results and filter results now group by family, but do not indent family member. Find Person Print Profile and Print Family Profile are now two separate options. Find Person Customize Replaced the Configure button with the Customize option on the right-click menu. Added Auto Size Column Width and Show Grid Lines options. Added Copy to Clipboard, Print Grid, and Export Grid options to the right-click menu. Added a Show Sort/Results Options option on the Customize Grid Options tab. Group Setup Added a new group type named Small Groups. You must also own the Access ACS product to use Small Groups. Users manage Small Groups online using Access ACS and use the ACS powerful searching and reporting tools. Group Setup Group Setup The Start day/month is now Start Date, mm/dd/yyyy. Added new Add/Edit Lists option to main Group Setup window. Events and List Fields are available under this new option. Added new option named Reorder which allows you to reorder all groups at once regardless of the group type. Options available under Reorder include Alpha Sort, Move Up, and Move Down. Added a new Copy Group option that allows you to copy an entire group at one time. You can select to include or exclude dropped rosters. Group Setup Added new Add/Edit Lists option to main Group Setup window. Events and List Fields are available under this new option. Added new option named Reorder that lets you reorder all groups at once regardless of the group type. Options available under Reorder include Alpha Sort, Move Up, and Move Down. Added a new Copy Group option that allows you to copy an entire group at one time. You can select to include or exclude dropped rosters. Group Setup Maintenance options are moved to a new Maintenance button on the Group Setup window. The window is enhanced to be more user-friendly. Group Setup Edit Category When editing a category, Settings, Lists, Group Levels, and Roster Fields tabs are now available. Group Setup Edit Group Added Inactive option to the Edit Group window. You can make groups at any level inactive. Added a Master Settings button that allows you to edit group level names, edit Group Options, and edit Enter/Post Options. You can also edit Reserved List fields and Detail Marking fields. Group Setup Edit Group When editing activity master groups, two tabs named Lists and Group Levels are now available. If the Use Comment option is selected, General tab displays when editing activity master groups. Group Setup Edit Group Group Levels When editing an activity master group, you can add, edit, and delete groups without going back to the main Group Setup menu. Group Setup Groups tab Added Master Group drop-down list so that only the levels for the selected group display in the tree view. Group Setup Lists tab You can add or edit events on the Lists tab. You can also add or edit List fields elements. 5

8 ACS 2006 Edtion Enhancement Guide Labels Layout tab Added a Labels Per Record option that allows you to print multiple copies of the same label. Labels Label Designer Added an Envelopes label template that lets you customize and print No. 10 Envelopes. (Added in Version ) Mail Merge On the Merge Options tab, added two new options named Always Include Cents and Always Include Thousands Separators for currency fields. Reports Extract Added a Need PhoneTree? icon to the ACS Reports window that links to the Forms & Supplies page of the ACS Technologies Web site. (Added in Version ) Reports Added new Print Only Records with Pictures and Print Thumbnails options to the Setup tab for the Family 12-Up Picture Directory, Family 20-Up Picture Directory, Individual 12-Up Picture Directory, and Individual 20-Up Picture Directory reports. (Added in Version ) Reports Added Record Selection options to the Setup tab for the PDA Export report. (Added in Version ) Reports If the Print Other Phone option is not selected on the Setup tab for the Master Listing of People report, additional phone numbers do not print. (Added in Version ) Reports Updated the export file format based upon requirements from Portrait Company of America (PCA) and available options on the Setup tab for the PCA Directory Export report. (Added in Version ) Searches When accessing People Exports from Searches, the Use Last Search Results option is now automatically selected for all Extract report types. (Added in Version ) Searches User s ACS security access determines which Master Groups are available for selection when choosing Activities, Classes, or Attendance criteria. Searches User s ACS security access determines which Contact Types are available for selection when choosing Connections criteria. Searches and Filters To incorporate new Connections wording, the following table contains field name changes: Individual>Dates Criteria Family>Dates Criteria Visits Field Names Connections Field Names Visits Field Names Connections Field Names Date Last Inward Last Inward Contact Last Outward Contact Date Last Contacted Date Last Visited Date Last Outward Contact Date Last Inward Contact Date Last Outward 6

9 People Suite Searches Enhanced program to process search criteria faster when using Activities, Classes, or Attendance criteria. (Added in Version ) Send Editor Added a new Send window that displays after you click the Send option. The window provides a detailed status of each phase of the process. (Added in Version ) Send Editor Added the ability to save unique layouts using the Save As option. Added Goes By name as an available field selection for Personalized types. An information message now displays once s are successfully sent. The Send BCC option is now selected by default. The Send a List to the From Address option now sends one listing to all addresses. (Added in Version ) View/Edit Activities and Classes tabs Combined these tabs into one tab named Groups. On the Groups tab, you can select Activities, Classes, or Small Groups. View/Edit Additional Fields tab New name of User-define tab. View/Edit Addresses tab Changed tab name Address to plural form, Addresses. Added Map Address and Dial Phone buttons to tab. View/Edit Comments tab You can now sort data in the grid by clicking any column header. Added Customize option on the right-click menu. Added options Wrap Text, Auto Size Column Width, and Show Grid Lines. View/Edit Connections tab New name for Visits tab. Visits are now called Contacts. Family Contacts and Individual Contacts now display on two separate tabs. View/Edit Connections tab Added Customize option on the right-click menu. Selections include Wrap Text, Auto Size Column Width, and Show Grid Lines, as well as selecting fields to display in the grid. Data can be sorted by clicking any column header. View/Edit Family tab Family Additional Fields are now grouped together at the top of the tab window. Age now displays for each family member. Added right-click menu to Family Members and Other Relationships sections of the Family tab window. View/Edit Family tab Other Relationships Added Print button. You can print a list of the Other Relationships for the selected individual, including their address and phone number. View/Edit Personal tab Renamed tab to Profile. View/Edit Profile tab New name of Personal tab. View/Edit Profile tab Added Suffix as a drop-down list in the Name Information group box. List items are added in Define Lists>Individual>Lists. View/Edit Profile tab Added Contact Information group box that displays the primary address, primary phone number, and first assigned to the individual. Also, added hyperlinks to the elements in the group box that map address, dial phone, and send . 7

10 ACS 2006 Edtion Enhancement Guide View/Edit Phones/ s tab Added Dial Phone, Send , and Print buttons. View/Edit Pictures tab Family and Individual pictures are now displayed on the same screen. View/Edit User-defined tab Renamed tab to Additional Fields. View/Edit Visits tab Renamed tab to Connections. View/Edit Individual Added an Edit Checkpoint Information option to the Personal tab. (Added in Version ) View/Edit Small Groups Added new option for viewing and editing individuals assigned to a Small Group. View/Edit Small Groups Added Print Detail to the right-click menu. Contributions Add/Edit Fund Codes On the Giving Plans window, you can now click the column heading to sort the data in the grid. Add/Edit Pledges The year selected in the Year drop-down list remains the same for any record selected until the Add/Edit Pledges window is closed. Add/Edit Pledges You can now click any column heading to sort the data in the grid. Columns can be resized, and Auto Size Column Width has been added as an option on the right-click menu. Add/Edit Pledges Mass Add The Mass Add window was updated to show the pledge data and the records to which the pledges will be added on the same screen. Enter/Post Contributions The Goesby Name recorded for Head of Household records now displays for Combined contribution records on the Add/Edit Transactions window. (Added in Version ) Enter/Post Contributions You can now scan checks using the MicrImage Check Scanner from a USB port. (Added in Version ) Enter/Post Contributions Add/Edit Transactions You can now access the Inquiry by Individual window from the Add Transaction window after a record is selected. Enter/Post Contributions Deposit Listing Added a line for Total Cash and Checks to the report under the Money Type Totals section. Also added Print Name option on the report setup window. Enter/Post Contributions Post to General Ledger You can now enter a 20 character alphanumeric reference number. Enter/Post Contributions Proof List Added a line for Total Cash and Checks to the report under the Money Type Totals section. Enter/Post Contributions Quick Entry Added Contributor Active flag to the name information group box, and removed Home as label to the phone number. On the Find Person window, selecting View/Edit displays all of the tabs the user has rights to see. 8

11 People Suite Enter/Post Contributions Weekly Register The Posting Date and column headings print on each page of the Weekly Register. Graphs When including Gifts in graphs, ACS now uses the Start Date and End Date for the data pulled, regardless of the Analysis Year. Inquiry by Fund Code Fund Code Lookup The leading zeros are not required in the Fund Code. Unless there is an alpha character in the Fund Code, the leading zeros are removed. You are now able to perform searches in the Fund Code Lookup grid. Inquiry by Individual Removed Home as label for phone number in the Name Information group box. Also, moved Auto Column Width and Wrap Text options to new Customize window. Added Show Grid Lines option to Customize Grid window. Inquiry by Individual You can now print the image of a scanned check. (Added in Version ) Inquiry by Individual Only Active contributors now display in the Inquiry by Individual grid when using the Browse buttons to navigate between records. (Added in Version ) Reports Added a new Plain Paper Statement Format report as an report type that you can use to Access ACS only. Once uploaded, a contributor can view and print the statement from the Access ACS Member Login screen. (Added in Version ) Reports Extracts Increased fields Name, Address Line 1, and Address Line 2 to 40 characters on the Envelope and NCS Envelope extracts. Reports Extracts To accommodate First Class mailing option, file name for Charitable Tax Extract must begin with CT or CF; file name for Flex Statement must begin with FS or FF. Reports Setup Changed Include if Only Pledged option to read Only Contributors with Pledges. Reports Statements Removed the Statements button on the Reports menu. All supported statements are available under the Reports option. Reports Statements The Canadian Tax Receipt now prints with Canadian Revenue Agency text, followed by the Canadian Revenue Agency Web site address ( (Added in Version ) Reports Statements Added a Need Statements? icon to the ACS Reports window that links to the Forms & Supplies page of the ACS Technologies Web site. (Added in Version ) Searches Gifts When selecting Gifts criteria, you can now search on transaction type, transaction description, and Item of Value amount. Added Not Within Range as a Search Type option. Searches Gifts Added Find Top Contributors as an option under Search Type. Can enter a year or date range as search criteria. Searches Pledges Added Find Top Pledgers as an option under Search Type. Can enter a year or date range as search criteria. Searches Pledges Added Terms (in Months) as an option under Filter Values. 9

12 ACS 2006 Edtion Enhancement Guide Setup Envelope Maintenance tab Added a Selected Member Statuses box. You can now click the check box beside each member status in the Selected Member Statuses box. Removed the Member Status button. Setup Added a Need Check Reader? icon to the Configurations tab that links to the Forms & Supplies page of the ACS Technologies Web site. (Added in Version ) Setup Entry order selection is now saved per user. When choosing Check Order, you can now select a Mini MICIRImage USB scanner. Attendance General You can now give users access to only those Master Groups you want them to select in the Master Groups drop-down list. General Added Show Grid Lines, Wrap Text, and Auto Size Column Width options to the Customize window. General Setup The Add Group expert is more user-friendly and includes a Summary window that lists the options selected for the new group you are adding. The Start Day/Month is now a complete date in the format of mm/dd/yyyy. The Structure tab has been removed. General Setup Events and Positions are now available under the new Add/Edit Lists option on the main window. Added a new Copy Group option on the Setup window that allows you to copy an entire group at once. You can also include the roster records and exclude dropped roster records. Enter/Post Attendance The Use Marking Color setting is now saved for each user. The Name and Mark fields do not move when you scroll horizontally to see other fields. Primary and Enrolled records now display a green check in the respective columns. Integer marking fields can be edited by using drop-down lists or by entering a number in the fields. Attendance Status field now displays in the grid. Enter/Post Attendance Added a Need Bar Code Scanner? icon to the Enter/Post Attendance window that links to the Forms & Supplies page of the ACS Technologies Web site. (Added in Version ) Enter/Post Attendance Added a Member Status column to the Marking Grid. (Added in Version ) Promotion Added a Need Training? icon to the Promotion and Promotion Setup windows that links to the Training page of the ACS Technologies Web site. (Added in Version ) Promotion The Promotion Setup window now loads faster after clicking Open on the Promotion menu. (Added in Version ) Reports Added new Print Roster Totals option. Clear the check box beside the option to select not to print the Totals for Members, Totals for Prospects, Totals for Primary, or Totals for Associate on the Marking Sheet, Marking Grid, Rolls, Absentee Report, or Individual Attendance Summary. Reports Added a new Individual Attendance Detail report that prints a list of individuals grouped by class. It also provides an option to include Detail Marking or other Attendance marking fields for the selected dated range. (Added in Version ) 10

13 People Suite Reports Added a new Replace First Name option to the Setup tab. This option is only available if the Custom Label Name and Print Goes By Name options are selected. (Added in Version ) Setup When adding new Class groups, the Group level selections now read Class Level 1, Class 2 Levels, Class 3 Levels, and Worship. The new group name now defaults to Untitled. You can have different Group Level descriptions for each Master Group. Setup When editing class groups, two tabs named Lists and Group Levels are now available. If the Use Comment option is selected, a Settings tab displays. When editing Worship groups, two tabs named Lists and Worship Filter are now available. The Worship Filter tab allows you to select the member statuses and record types of the individuals for which you want to mark attendance. Setup Master Group settings are now grouped together by type. You can add both Detail and Summary marking fields from the same window. The Master Settings option is used to edit Group Level names, view and edit Enter/Post options, roster group options, edit Reserved List fields, and edit Detail and Summary marking fields. The Lists tab allows you to add or edit Events and list fields elements. The Groups Levels tab allows you to add, edit, or delete groups without returning to the main Group Setup menu. Setup Added an Inactive check box that allows you to change the status of a group. Added a Reorder option that allows you to Move Up, Move Down, or Alpha Sort all the group names. Setup The maintenance tab options have been moved to the new Maintenance tab on the main Setup window. The options have been rearranged to be more user-friendly. Added a Year drop-down list for Clear Markings. Setup Added a Need Training? icon to the Group Setup window that links to the Training page of the ACS Technologies Web site. (Added in Version ) View/Edit Groups Added a separator line in the grid so that names stay in place when scrolling horizontally. The number of selected records and total records now display below the grid. View/Edit Groups The Position, Status, and Primary Flag field have been moved to the Filter window. Added Member Status as a field on the Filter window. Only active groups are available unless Deactivated Groups is selected. View/Edit Groups Add On the Add window, you can select Status and Position first, then select either Select People or Select Orgs. The Status field is now a drop-down list. The selected Effective Date and Group now display in blue at the top of the window. View/Edit Groups Transfer The Status field is now a drop-down list. The selected Effective Date and Group now display in blue at the top of the window. View/Edit Groups The Transfer option is now available without having to select values for the Position and Status fields. (Added in Version ) 11

14 ACS 2006 Edtion Enhancement Guide Connections Reservations General Individual connections (formerly Visitation) records are added using the Add/Edit Contacts button. General Organization connections records are added using the Add/Edit Org Contacts button. Add/Edit Contacts The People Find Person window automatically displays when selecting Add/Edit Contacts. Add/Edit Contacts The Add/Edit Contacts window us now the same as the People Add/Edit Individual Connections tab window. Add/Edit Contacts Removed the Callers tab. Assigned Callers now display with Contact information. The Add Contact and Edit Contact windows have been redesigned. The Primary Phone Number now displays for each caller. Add/Edit Contacts Visit Types are now grouped as Classification. Description is now named Type. The Responses tab window now displays all available responses. Selected responses are grouped together by similarity. Add/Edit Contacts You can now have multiple contacts with the same date and same type. Define Lists The Define Lists window has been redesigned and is part of the People Define Lists so you can now access Connections fields from the Connections or People modules. Fields have been grouped under Lists, Inward Contact Type, Outward Contact Type, Teams, and Templates. Inquiry The Properties button has been replaced with a Customize option on the right-click menus of the calendar and the grid. The calendar Customize option allows you to select the information to display in the calendar. The grid Customize option allows you to select the fields to display in the grid. You can also select Wrap Text, Auto Size Column Width, and Show Grid Lines grid settings. You can now sort any of the data in the grid by clicking the appropriate column heading. Mass Add The Mass Add window now displays the contact data and the records for which the data will be added on the same window. Mass Change Responses are selected using check boxes. Search criteria is now grouped together. Callers are selected using Select Caller or Select Team options. Reports When printing the Connections Master Listing, you can now print a separate page for each family by selecting the Page Break on Family option on the Report Setup window. General Menu The Select Activity option has been removed from the Reservations main menu and added to the Add/Edit, Send , and Setup windows. Add/Edit Added a Select Activity drop-down list which allows you to switch to another activity. Added new Picture tab so individual pictures can be imported. The Location and Coordinator s phone number now displays in the Activity Information section. 12

15 People Suite Special Mailings Locate Record Removed the Address button. All address information now displays at the bottom of the window. You can now sort data in the grid by clicking any column header. Reports Extracts Added PhoneTree Export as a report option. Reports Setup The Select Activity button has been replaced with the Select Activity drop-down list. Send You can now select a specific activity or all activities. Setup Address field names on the Coordinator tab now match the address field names in Add/Edit. Setup Copy Total Registrants now displays in the grid for each activity. Setup Added a new confirmation message that displays after using the Clear option. (Added in Version ) General When similar information is displayed in a window, similar information is grouped together in sections. Add/Edit Renamed the Address tab to Profile. Renamed the Comments tab to Notes. Add/Edit The Locate Record window automatically displays when Add/Edit is selected. The Add and Delete buttons are now on the Locate Record window. Added new Add Record window. Add/Edit Added a Copy to Clipboard button that copies name and address to clipboard. Add/Edit Groups are now listed on the Groups tab in alphabetical order with assigned Groups displaying at the top of the list. You can now select multiple records in the grid. You can now copy or move all records or only selected records. The Total Records and Selected Records totals now display. Add/Edit You can now sort the data in the grid. The right-click menu has new options. Define Lists Define Lists are now interfaced with People Define Lists. Define Group Lists option is now part of Define Lists. You can now add list elements to the Suffix and Title fields. You can select the Suffix and Title list elements from a drop-down box on the windows where they display. Locate Record Added a Settings section with Show Address, Show Sort By Options, and Shift to Edit mode after add check boxes. The Address now displays at the bottom of the grid. Locate Record Added Customize option to the right-click menu. This option allows you to select which fields display in the grid. You can also select Auto Size Column Width and Show Grid Lines. Added Selection Mode option in Customize that allows you to search for names using Locate or Search method. If using the Search method, you can now also search on Address/Phone. 13

16 ACS 2006 Edtion Enhancement Guide Reports Added Address to the List of Mailing Groups report. Organizations General Added new Mass Change option. General Define Lists and Define Positions are now combined into one window named Define Lists and moved to the Other section. General Added View/Edit Groups and Groups Setup as options under Groups section. View/Edit Grouped name fields together in a Name Information group box. Moved Statistics to a tab instead of a button. View/Edit Activities Fields Renamed tab to Groups. View/Edit Additional Fields New name of User-defined tab. Grouped field types together on screen. Added four ID fields. View/Edit Address tab Added ability to enter Mailing Address, Primary Address, Meeting Address, and Statement Address. Added Map Address button and Dial Phone button. View/Edit Comments tab Added Print button. Added security to give user rights based on Comment Types. View/Edit Comments tab Added Customize to the right-click menu. User can now select Wrap Text, Auto Size Column Width, and Show Grid Lines. User can also select the fields to display in the grid. You can now sort data in the grid. View/Edit Connections tab New name of Visits tab. Redesigned screen to group similar data together. Changed Visits terminology to Contacts. View/Edit Groups tab When adding, editing, and dropping records, you can now select the Effective Date. Added Show All and Quick Entry options. Added Inquiry icon that accesses Attendance Inquiry. View/Edit Phones/ tab Added Print button to the options list. Now displays Meeting Phone that matches Meeting Address. View/Edit Profile tab New name of View/Edit Identification tab. Added new reserved list fields for Status, Language, and Ethnicity. View/Edit Profile tab Combined the Newsletter Flag and Deliver By fields into one field named Send Newsletter. Options include , Mail, Both, and None. View/Edit Profile tab Combined the Contributor Flag and Active Contributor fields into a check box named Active Contributor. Added drop-down box to Send Statement. Elements in box include , Mail, Both, and None. Added new Primary Address/Phone section that allows you to map, dial phone, or send with a click on the appropriate data. View/Edit Sponsors tab Sponsored By and Sponsored Of records now display in separate grids. View/Edit Sponsors tab Added Print button to the options list, and added Print on the right-click menu. You can now click any column heading to sort data. 14

17 People Suite View/Edit Staff tab Added Start Date and Stop Date to staff positions. Added an option to Terminate a staff record. Added Effective Date field. This field is used to view staff records and when using the Terminate option. View/Edit Staff tab Added Show All check box under Staff Information. Added Print button to the options list. View/Edit Staff tab Added Lay Staff as a staff record type. Other staff record types are Ordained and Licensed. Added a Date field to enter the date a staff person was ordained or licensed. Changed Status (Full Time or Part Time) to a drop-down box. You can enter notes on each staff record. Users can set Mail To address to Organization address or Home address for each staff position. View/Edit Staff tab Added Customize option on the right-click menu. User can now select Wrap Text, Auto Size Column Width, and Show Grid Lines. User can also select the fields to display in the grid. Added Assigned Primary Contact as a display field. View/Edit Statistics You can now access statistics pages using the Statistics Fields tab. Define Lists Positions Added a three-character Position Code to the Staff tab that can be assigned to a position. This is also an available field for Advance Exports. Find Organizations Replaced the Configure button with the new Customize option on the right-click menu. Added View/Edit, Add New Organization, Copy to Clipboard, Print Grid, and Export Grid as options on the right-click menu. Added Search By options to the Customize Options tab. Added sorting capability to Name, Reference Number, and PIN. Find Organizations ACS grid You can locate records using new search process. You can locate records using City, Address, Phone, and PIN. Find Organizations Customize settings Added Auto Size Column Width and Show Grid Lines as options. Added Show Reference Name in Grid on the Customize Options tab. Option allows display of Reference Name instead of Organization Name. Find Organizations Document Library You can now access documents from the Find Person Library button. Find Organizations Filter You can now edit Filter results. Find Organizations Statistics Views Now accessed from the View/Edit Statistics Views tab. Reports Added Include Individuals and Include Deactivated options to the Setup tab for all Contributions report types except the Custom Staff Totals and Quarterly Statement reports. (Added in Version ) Reports Organization Reports The Fund Code now displays for the highlighted fund on the Selection window after choosing the Selected Funds option on the Setup tab. (Added in Version ) 15

18 ACS 2006 Edtion Enhancement Guide Exports Advanced Export Elements are now selected using the new Filter option. Added Member Status as a filter option. Advanced Export When using the File Export option, the file location now defaults to the user s My Documents default location. Advanced Export Removed the 256 character limit assigned to Microsoft Access, Foxpro, Report Designer, and dbase file types for the following comment types: PE.Family Comments, PE.Individual Comments, SM.Comments, VT.Fam Special Instructions, VT.Ind Special Instructions, RV.Notes, GLAccounts.Acct Comment, GLAccounts.Bank Account Fields.Comment, Orgs.Description, Orgs.Sponsors.Description, VM.Available Times.Note, VM.Consultations.Note, VM.Log.Note, and VM.Positions.Note. (Added in Version ) Advanced Export Added an option for Activities and Class Rolls data types when creating a Database Export. You can now include Pledge data for multiple years when creating a Database Export. (Added in Version ) Advanced Export Added new Checkpoint fields that are available when creating a file export with the People data group selected. (Added in Version ) Advanced Export Database Export If including CB gifts when using the Database Export, you can now select multiple years for the CB gifts option. The CB individual totals file now only includes records with total gifts greater than $0.00. If including CB gifts when using the Database Export, correcting entries are not included in the export file. Advanced Export Database Export Updated Database Export with name change from Visitation to Connections. Also included field name changes as follows: Visitation Date Last Visited Date Last Contacted Family Date Last Visited Family Date Last Contacted Connections Last Inward Contact Last Outward Contact Family Last Inward Contact Family Last Outward Contact Advanced Export File Export Updated File Export to reflect module and field name changes from Visitation to Connections. Field names changed included: Visitation Date Last Contacted Family Date Last Visited Connections Last Outward Contact Family Last Inward Contact Advanced Export File Export People Groups Added ability to select Visit related fields under Individuals. Fields include: 16

19 People Suite Last Inward Contact Family Last Outward Contact Family Review Date Individual Review Date Prospect Source Assigned To Advanced Export File Export Program now processed data faster when selecting Microsoft Word Mail Merge of Microsoft Outlook as the File Format. Advanced Export File Export Outlook Export Program now pulls only specific fields. User must select extra phone numbers, date of birth, or addressees to include in export. Fields that are included in export: Last Name First Name Middle Name Goes By Name Title Suffix Mailing Address fields Home Phone Number Primary Phone Number one address Advanced Export Reservations Added Company as an available field for Reservations. Checkpoint General Check In/Out Added Badge Printer selection screen. You can select a printer, or choose not to print badges. You can print more than one parent badge. Features are available in both Express Check In/Out and Check In/Out. General Check In/Out You can check in individuals for a maximum of four sessions at one time. Feature is available in both Express Check In/Out and Check In/Out. General Check In/Out Setup defaults If Return Individual option is selected, only the individual scanned is returned when locating individuals by bar code. Feature is available in both Express Check In/Out and Check In/Out. General Security Badges If GoesByName is selected and the field is blank on the individual s record, the First Name prints on security badges. The SecurityID now prints in 12 pt font on the children s and parent s badges. General Added a new Add/Edit option that allows you to view, add, or edit Checkpoint information, including pager numbers, bar code numbers, and notes. (Added in ) Add/Edit The Individual List window now only displays records that match the value entered in the Locate field. (Added in Version ) Check In/Out Unmanned workstation option is now Express Check in/out and interfaces with touch screens. 17

20 ACS 2006 Edtion Enhancement Guide Check In/Out You can select option in Setup to display Individual s picture on Check In and Check Out windows only. This option is not available in Express Check In/Out. Check In/Out You can now access the People Find Person feature. Express Check In/Out When the Login Users Automatically option is selected in Add/Edit Users, users will now be automatically logged in to Checkpoint kiosks. (Added in ) Reports Cards Added a Need Name Badges? icon to the ACS Reports window that links to the Forms & Supplies page of the ACS Technologies Web site. (Added in Version ) Reports Security Badges The session date now prints when Session is selected as a field. Reports The Security Badges report now prints with individual pictures and background images if included on the badge for the selected session. (Added in Version ) Reports The Security Badges report now prints with fields centered. (Added in Version ) Reports Added a new Listing of Names, Barcode, Pager #'s, and Notes report. (Added in Version ) Sessions When selecting the family positions to Pager Number of SecurityID, you can now choose not print the Pager Number of SecurityID. Sessions Added an Add Another option to the Session Setup window. (Added in Version ) Setup Badge Design Added text alignment radio buttons to left-justify, right-justify, and center printing on name badges. Setup Checkpoint Default You can now auto-assign pager numbers. Setup Checkpoint Default You can now configure the SecurityID to print a minimum of five characters. Setup Check In/Out Defaults When the By scanning a barcode option is selected, a new option named Return Individual displays. Setup Check In/Out Colors Added Yellow as a choice in Select Default Color Scheme. Setup Added Display Address and Phone, Display Print Badge dialog box, and Auto Popup Pager# dialog box options to the Check In/Out Defaults menu. (Added in Version ) Setup Added a Display Family Verification screen on unmanned workstations option to the Check In/Out Defaults menu. (Added in Version ) Setup Added Locate Options to the Check In/Out Defaults menu. (Added in Version ) 18

21 Financial Suite Setup Added First Name, Last Name, and Goes By Name as available badge fields on the Badge Design menu. (Added in Version ) Setup Added Print Individual Picture and Background Image options to Badge Design menu. (Added in Version ) Setup Moved the Sessions menu to the main Checkpoint menu. (Added in Version ) Setup Session Statistics Refresh Time, Clear Security IDs, and Clear Pager Numbers options are now available on the new Checkpoint Defaults menu. (Added in Version ) Volunteer Manager Configuration Display Renamed Display to Setup. Added Import Activity Group option. Reports Now deactivated individuals are not included on the Positions Profile report unless Deactivated Individuals is selected. Check box under records section now reads Include Deactivated Positions. Yahrzeit Reports The Include Records without Recipients option is now available on the Setup tab for the Recipient Extract report. (Added in Version ) Reports The Include Records without Recipients option is now available on the Setup tab for Yahrzeit Cards report types. (Added in Version ) Financial Suite General Enhancements General ACS screens require a minimum resolution of 800x600 dpi. General Add/Edit When entering notes on customers, vendors, employees, or items, the focus remains in the Notes field when you press ENTER. (Added in Beta 3) General Check Design Layout Added a date format to check design layout in the setup of General Ledger, Accounts Payable, and Payroll. In check designer, right-click in the check date field, select Display Format, and select the correct date format. Add/Edit Lists You can now sort and resize all columns, as well as perform a search in any column. Add/Edit Transactions Added a splitter bar to the Add/Edit Transaction window that allows you to make the top or bottom portion of the window larger or smaller. This gives you the option to view more transactions in the top portion of the window, or to view more distribution lines in the bottom portion of the window. Click the splitter bar once to fully expand the top portion of the window, or click and drag it up and down to control both portions of the window. Add/Edit Transactions When editing or viewing transactions, ACS now retains the last record selected. 19

22 ACS 2006 Edtion Enhancement Guide Add/Edit Users General Ledger Security Added a security option for the Social Security Number (SSN) that displays and prints in the Financial modules. You can now assign user rights for viewing, editing, and printing the SSN. Tax reports that require the SSN, such as the W-2s and 1099s, continue to print the SSN regardless of the user s setting. Financials Redesigned the ACS login splash window. Also, changed the Help/About window. Menus Moved module tabs to the top of the menus. Added module icons to each tab menu. Added a status bar that displays the current user name, site name, Num Lock key status, Caps Lock key status, Insert/Overwrite mode, and Scroll Lock key status. Added capability to save the last module tab selected by each user. Menus Online Resources The Online Resources Support link now uses the ACS Web site/ form. Setup screens You can now click in any editable field to update without clicking the Edit button. Utilities Site Information now displays your site s registration code and also groups church and contact information. Utilities Add/Edit Users The Print to File option for the User Profile report now includes PDF and RTF file formats. (Added in Version ) Utilities Add/Edit Users Added a message to the Allow Access to GL Inquiry window indicating that the General Ledger Inquiry Limit can only be set for one financial dataset. (Added in Version ) Utilities Add/Edit Zip Codes You can now right click and customize the grid, as well as search on, sort, and resize any column in the grid. Utilities User Configuration Added a new option Use Alternate Row Color to use when displaying data in grids. You can use different colors in People and Financials. Utilities User Configuration The Reset Web News option now lets you select the same viewing options that are available on the Web News page. Utilities User Configuration Added a new Reset Web News Date option. (Added in Version ) Utilities User Configuration Added Reset Auto Login option. (Added in Version ) Web News Added a Don t Show Again option on the Web News page. Web News Added a new Web News window that displays News Items, Frequent Support Calls, and Promotional Offers for ACS upon logging in to the Financial Suite. (Added in Version ) General Ledger General The reference Number is now a fifteen digit alphanumeric number. Add/Edit Chart of Accounts Added a Print button to the account lookup screen. 20

23 Financial Suite Add/Edit Chart of Accounts You can right-click in the grid to customize the fields that display on the account code lookup screen. You can also sort and resize all columns, as well as perform a search in any column. Add/Edit Chart of Accounts When adding from the Chart of Accounts or Heading tabs, you can now change the Account Heading. (Added in Beta 3) Add/Edit Lists Bank Accounts ACH Setup Added Company ID field to Required Information to add a ten digit number for banks that prefer the Fed_Tax_ID as their ID number. Add/Edit Transactions You can now right-click to customize the grid to display payee Last Name, First Name. You can also sort and resize all columns, as well as perform a search in any column. Add/Edit Transactions Add Sel Mem You can now sort columns and select Wrap Text, Auto Column Width, and Sort by Entry Order right-click options on the Select Memorized Transaction window. (Added in Version ) Check Reconciliation Mark Group Added a From File option to give the ability to select a downloaded bank file (in OFX format) to automatically clear transactions that match the bank. Enter/Post Transactions You can now set up HeadMaster Billing (version ) to interface with the ACS General Ledger. When payments are posted from HeadMaster Billing, a notification window displays upon login to ACS. The message prompts you to import the HeadMaster payments. The transactions are imported as Open transactions so you will need to print the proof list and post the transactions as normal under Enter/Post Transactions. Enter/Post Transactions Posting Journal When printing the batch posting journal by posting period, the Batch Number now displays in the report header information when previewing or printing. Enter/Post Transactions Proof List When printing the proof list, you now receive a printer redirection screen with options to select network printer and Print to File (including PDF format). Enter/Post Transactions Void Transaction You can now enter an explanation when voiding a transaction. Enter/Post Transactions Add/Edit Transactions Added a Need Checks? icon to the Do you want to print this check? window that links to the Forms & Supplies page of the ACS Technologies Web site. (Added in Version ) Enter/Post Transactions Added a Void option to the Add/Edit Transactions window. (Added in Version ) Inquiry You can right-click in the grid to customize the Inquiry screen to display Payee, Comment, and Explanation. You can also sort and resize all columns, as well as perform a search in any column. Inquiry When exporting Inquiry information to Excel, ACS now exports dates in a mm/dd/yyyy format. Amounts are exported as numbers for calculations. Inquiry You can now print from the Headings tab. (Added in Beta 3) 21

24 ACS 2006 Edtion Enhancement Guide Inquiry Added a User field and Print option to the Transaction Detail section of the General Ledger - Inquiry window. (Added in Version ) Reports Analysis of Revenues & Expenses Added new columns: Quarter 1, Quarter 2, Quarter 3, and Quarter 4 for Last Year and This Year. (Added in Version ) Reports Balance Sheet To follow GAAP formatting, single lines now print beneath columns that are subtotaled. Reports Payee Lists, Payee Journal Added printer redirection screen with options to select network printer and Print to File (including PDF format). Reports Statements Added a Layout tab with the ability to edit report header and footer information and options for printing the date/time stamp and the dollar sign. Reports Statements Added an Extract option on the Reports menu for the Analysis of Revenues and Expenses report types. (Added in Version ) Setup Added a Need Training? icon to the General Ledger - Setup window that links to the Training page of the ACS Technologies Web site. (Added in Version ) Accounts Payable General The invoice number has been expanded to twenty digits. General The check number has been expanded to fifteen digits. Add/Edit Invoices Added the ability to edit the 1099 flag on posted invoice distributions. Add/Edit Invoices You can right-click in the grid to customize the Add/Edit Invoices window to display vendor Last Name and First Name. You can also sort and resize all columns, as well as perform a search in any column. Add/Edit Vendors Added a Print button to the vendor lookup screen. Add/Edit Vendors You can right-click in the grid and select the Print Only Selected option to print a range of vendor records, or specific records. To select specific vendors, use CTRL+Left click. To select a range of vendors, click the first vendor, hold down the SHIFT key, then click the last vendor in the range. Add/Edit Vendors Updated the vendor lookup window to the ACS grid format. You can right-click to customize the grid on the vendor lookup window. You can also sort and resize all columns, as well as perform a search or filter in any column. Add/Edit Vendors Vendor Lookup All vendor fields are now available for input when adding a vendor in Add/Edit Invoices. Add/Edit Invoices Vendor Lookup You now receive a prompt to update billing addresses when changing street addresses on the Edit Vendor window. (Added in Version ) Add/Edit Vendors Added the option to display the vendor s address when performing vendor lookup. Add/Edit Vendors ACS now retains the last record selected while performing a vendor lookup. 22

25 Financial Suite Enter/Post Invoices Memorized Invoices Added a Retain option to memorized invoices to keep the invoice number entered rather than adding a sequential number each time an invoice is generated. Enter/Post Invoices Invoice Proof List When printing the proof list, you now receive a printer redirection screen with options to select network printer and Print to File (including PDF format). Inquiry Invoices tab Added Invoice date as a field selection in the Customize option. Inquiry Checks tab An asterisk displays beside the check number of voided checks. Pay Invoices Added a Sort Checks link tip to the Checks tab. (Added in Version ) Print/Post Checks Pay Invoices Added a Check Number Range to the Check Proof List and Print/Post Checks windows. (Added in Version ) Print/Post Checks Pay Invoices Added a Need Checks? icon to the Print Checks window that links to the Forms & Supplies page of the ACS Technologies Web site. (Added in Version ) Print/Post Checks Pay Invoices Added a Pay Separate? caption that displays when you highlight an invoice that has been marked to Pay Separate. (Added in Version ) Reports YTD Purchases List Added a printer redirection screen with options to select network printer and Print to File (including PDF format). Reports Journals Added two new aging journals, Aging Journal Detail and Aging Journal Summary. (Added in Version ) Void Invoice/Check Added a field to enter an explanation when voiding an invoice or a check. Accounts Receivable General The invoice number has been expanded to twenty digits. General The check number has been expanded to fifteen digits. Add/Edit Customers Added Third Party Revenue as a field selection in the Customize option. (Added in Beta 5) Add/Edit Invoices Add/Edit Payments Added the ability to right-click on the screen and customize the grid to display Last Name, First Name. You can also search, sort, and resize any column in grid. Add/Edit Payments Added a description field to the Payment Codes window. (Added in Beta 3) Enter/Post Payments Reference Number and Date have been added to the Payment Proof List window. Enter/Post Payments Payment Date has been added to the Issue Receipts window. 23

26 ACS 2006 Edtion Enhancement Guide Reports Customer Master List Added printer redirection screen with options to select network printer and Print to File (including PDF format). Reports Added the Voided Invoice List and Voided Payment List. (Added in Version ) Reports Setup Changed the Include Invoices Not Yet Due option to work with the Filter by Date Range option. (Added in Version ) Setup Setup tab Added a new Optimize Statements option for network users experiencing slow statement processing. (Added in Beta 5) Statements Changed the Total descriptions that print below the statement detail from Amt. Billed to Total Billed and Amt. Paid to Payments/Credits. (Added in Version ) Statements Added an Include Credit Balance Customers option to the Setup tab. (Added in Version ) Void Invoice/Check Added a field to enter an explanation when voiding an invoice or a check. Payroll General Expanded check number to fifteen digits. Add/Edit Employees Updated the employee lookup screen to the ACS grid format. You can now right-click and customize the grid to display any employee information that displays on the employee data tab. You can also sort and resize all columns, as well as perform a search or filter in any column. Add/Edit Employees You can now right-click in the grid and select the Print Only Selected option to print a range of employee records, or specific records. To select specific employees, use CTRL+Left click. To select a range of employees, click the first employee, hold down the SHIFT key, then click the last employee in the range. Add/Edit Employees Added a Date Hired field to the Vacation/Sick tab. (Added in Version ) Add/Edit Employees Print Added a Print Only Selected option. Check Layout Design Added Department Code, Department Description, and Cost Center fields for selection when modifying the check templates. (Added in Version ) Enter/Post Payroll Added a MTD/YTD/ALL filter to the Void Posted Checks and Reprint Posted Checks windows to quickly find current checks. Enter/Post Payroll Added a Need TimeClock Plus? icon to the Enter Time Sheets window that links to the Forms & Supplies page of the ACS Technologies Web site. (Added in Version ) Enter/Post Payroll Time Sheet Journal Added a printer redirection window with options to select network printer and Print to File (including PDF format). 24

27 Financial Suite Enter/Post Payroll Issue Checks Added vacation and sick accrual information to the Issue Check screen. Also added a Do Not Accrue option that can be selected for the current check. Enter/Post Payroll Issue Checks Added the ability to edit local tax 2 and local tax 3 while issuing or editing a check transaction. Enter/Post Payroll Payroll Journal Added new Total# of Non-ACH Checks and Total# of ACH Checks fields to the report. (Added in Version ) Enter/Post Payroll Preview Checks You can now view checks in Employee Name or Employee Number order. You can sort and resize all columns, as well as perform a search in any column. Enter/Post Payroll Print Payroll Checks Added a Need Checks? icon to the Print Payroll Checks window that links to the Forms & Supplies page of the ACS Technologies Web site. (Added in Version ) Enter/Post Payroll Print Checks Added "Other Deductions" as the 11th deduction line on the check stub. If an employee needs more than 10 deduction lines, the remaining deductions are included in "Other Deductions." (Added in Version ) Enter/Post Payroll Void Checks You can now sort checks using any column in the grid. You can also sort and resize all columns, as well as perform a search or filter in any column. Enter/Post Payroll Void Checks You can now select the bank on the Void Check screen. Inquiry You can right-click on the Inquiry screen to customize the grid to display the bank code and user name. You can also sort and resize all columns, as well as perform a search in any column. Reports You can now select a date range when printing the Workers Compensation report. Reports Added a new TimeClock Export option. (Added in Version ) Period End Reports Added the number of employees to the Liability report. (Added in Beta 5) Period End Reports 941A Added a YTD Gross Pay column to the report. (Added in Version ) Period End Reports W2 Extract Changed description of the Send to Magnetic Media option to Create Extract File to comply with IRS regulations regarding magnetic media after (Added in Version ) Reprint/Void Checks Added a MTD/YTD/ALL selection for viewing check transactions to reprint or void. Setup Added a Need Training? icon to the Payroll - Setup window that links to the Training page of the ACS Technologies Web site. (Added in Version ) Setup Posting Tab Added a new Optimize Payroll Journal option for network users experiencing slow Payroll Journal processing. (Added in Version ) 25

28 ACS 2006 Edtion Enhancement Guide Setup Added Change Employee Code option. (Added in Version ) Utilities Add/Edit Tax Tables You can now sort, search, resize, or filter on any column in the top portion of the tax table window. Void Checks Added a field to enter a description when voiding a check. Fixed Assets Reports Added Print Barcode option to Fixed Assets List report. (Added in Version ) Setup Added a Next Item Number field which lets you assign a starting number for fixed assets. (Added in Beta 5) Purchase Orders Add/Edit Users Purchase Order security Added a Prevent Over Budget Override option that allows authorized users to override the display warning for over budget purchase orders. (Added in Beta 3) Enter/Post P.O. s Added a Print to File (PDF)) option to the Purchase Order Proof List. (Added in Beta 3) Setup Added a Check Balance option for restricted accounts. If entering a purchase order that exceeds the restricted account balance, user now receives a warning message. (Added in Beta 3) Setup Added a Next PO Number field which lets you assign a starting number for purchase numbers. (Added in Beta 5) 26

29 General Enhancements The Utilities module includes several enhancements in the ACS 2006 Edition upgrade. Two of the most important enhancements let you select activities, classes, worship, and Volunteer Manager master groups that you want a user to access, and assign user rights for Social Security numbers in your ACS database. The Limit Groups Option When you create or edit an ACS user account in either ACS People Suite or ACS Financial Suite, you can select the Volunteer Manager, activity, class, and worship master groups that the user can access. Once you select the Limit Groups option, you must select the master groups. To select the master groups that an existing user can access 1. On the Utilities menu, click Add/Edit Users. 2. On the Users tab, select the user account that you want to customize and click Edit. The Edit User window displays. 3. Under People Suite, select Limit Groups and click Select. 4. Select the master groups that you want the user to access and click OK. 5. Click OK again. 27

30 ACS 2006 Edtion Enhancement Guide Security Rights Social Security Numbers Because of Privacy Acts and Database Security Laws, one of the most important concerns is the security of personal identification information. To address this issue, ACS 2006 Edition includes a security option that lets you assign rights for viewing, editing, and printing social security numbers (SSN) in ACS Financial Suite. The ACS 2006 Edition grants full access to users who can access windows and features that display the social security number, such as Add/Edit Vendors, Add/Edit Customers, and Add/Edit Employees. A user with rights to the Add/Edit Users window (usually a system administrator) can assign users rights to social security numbers. Note If a user has rights to print tax reports such as W2 forms or 1099 forms, SSNs print on the reports regardless of the Social Security Number security setting. To assign user rights for the Social Security Number option 1. On the Utilities menu, click Add/Edit Users. 2. On the Users tab, select the user account that you want to customize and click Edit. The Edit User window displays. 3. Click the Security tab. 4. Double-click General Ledger to expand the section. 5. Click the Social Security Number option until the appropriate rights display: All User has full access. View User has view-only access. None User has no access. 6. Click Apply. 7. Click OK. 8. Click Close. 28

31 People The ACS 2006 Edition upgrade incorporated several enhancements in the People module. This chapter provides information about some of the most important enhancements. Find Person Window Customize Option When you view the Find Person window, the right-click menu now displays a Customize option. This new option replaces the Configure button in previous versions of ACS People Suite. With this option, you can select and organize the information that you want to display in the grid, select your grid display settings, and select additional settings for the Find Person window. To customize the Find Person window 1. On the People menu, click Add/Edit Individuals. The Find Person window displays. 2. Right-click anywhere in the grid and click Customize. The Customize window displays. 3. Select the options that you want. 4. Click OK. The Customize window also features two new options on the Grid tab the Show Grid Lines option and the Auto Size Column Width option. When you select the Show Grid Lines option, the lines in the Find Person grid display. To view the grid without the lines, clear the option. 29

32 ACS 2006 Edtion Enhancement Guide If you select the Auto Size Column Width option, ACS resizes all of the columns and displays them in the maximum width of the grid. In the following images, the Find Person grids display the same fields. In the Find Person grid on the left, the Auto Size Column Width option is selected. In the Find Person grid on the right, the option is not selected. Although both grids display the same fields, the Auto Size Column Width option forces all of the columns in the image on the left to display within the width of the grid. To view the fields in the image on the right, you must use the horizontal scroll bar. Find Person Copy to Clipboard Option With the ACS 2006 Edition upgrade, you can copy an individual s name and address information to your clipboard and paste it in another location. For example, you want to create a mailing envelope in a word processor. You can copy the name and address to your clipboard and paste it in to the word processor application. To copy an address to the clipboard 1. On the People menu, click Add/Edit Individuals. The Find Person window displays. 2. In the list of records, right-click the individual whose address you want to copy and click Copy to Clipboard. Find Person Print Grid On the Find Person window, you can print the grid in ACS 2006 Edition. ACS People Suite prints the records that currently display in the grid. If you view filter or search results in the grid, ACS only prints the records included in the results. To print the Find Person grid 1. On the People menu, click Add/Edit Individuals. The Find Person window displays. 2. Right-click anywhere in the grid and click Print Grid. The Print Preview window displays. 3. Click the Print button. Find Person Export Grid With the ACS 2006 Edition upgrade, you can also export the records that display in the grid in the Find Person window. When you export the records in the grid, ACS creates an.xls file that you can work with in Microsoft Excel. ACS People Suite exports the 30

33 Define Lists Type records that currently display in the grid. If you view filter or search results, ACS only exports the records included in the results. To view the export file, you must have Microsoft Excel. If Excel is not installed, you can download a free copy of Excel Viewer 2003 from the Microsoft Web site. To export the Find Person grid 1. On the People menu, click Add/Edit Individuals. The Find Person window displays. 2. Right-click anywhere in the grid and click Export Grid. 3. In the Save As dialog box, select the location where you want to save the file. 4. In the File name field, enter a name for the file and click Save. The export file opens in Microsoft Excel. Define Lists Type In the Define Lists window in ACS 2006 Edition, the Type field is separate from the Phone Type. You can view, add, edit, and delete your types under Other in the Define Lists window. To view the Type fields 1. On the People menu, click Define Lists. The Define Lists window displays. 2. Under Fields, double-click Other to expand the section. 3. Under Other, select Type. The fields display in the Type pane. 31

34 Organizations The Organizations module includes many enhancements in the ACS 2006 Edition. One of the most important enhancements lets you include active and deactivated individuals in most Contributions reports for organizations. Organizations Reports Include Individuals When you create reports in the ACS 2006 Edition Organizations module, you can customize some reports to include active and deactivated individuals who are associated with the organizations using the Include Individuals and Include Deactivated options on the Setup tab. These options are available on the following Contributions reports: Custom Totals Report Gifts by Fund Gifts by G/L Account Giving Statement Summary Totals MTD, YTD, YTD Prior To include deactivated individuals in a report, you must also include active individuals. Once you select the Include Individuals option, the Include Deactivated option becomes available. To include active individuals in a Contributions report 1. On the Organizations menu, click Reports. The ACS Reports window displays. 2. In the Report Type pane, select Contributions. 33

35 ACS 2006 Edtion Enhancement Guide 3. In the Reports pane, select the report that you want to create. You must select a report included in the list on the previous page. 4. Click the Setup tab. 5. Under People Options, select Include Individuals. 6. To preview the report, click Preview. To print the report, click Print. 7. Click OK. To include active and deactivated individuals 1. On the Organizations menu, click Reports. The ACS Reports window displays. 2. In the Report Type pane, select Contributions. 3. In the Reports pane, select the report that you want to create. You must select a report included in the list on the previous page. 4. Click the Setup tab. 5. Under People Options, select Include Individuals. 6. Select Include Deactivated. 7. To preview the report, click Preview. To print the report, click Print. 8. Click OK. 34

36 Contributions The Contributions module includes several enhancements in the ACS 2006 Edition upgrade. The most important enhancements include new search criteria options when you search for gifts and pledges. Gift Search Criteria Period Options With the ACS 2006 Edition upgrade, you can search for gifts given to your organization during a year or date range that you set. To search by year 1. On the Contributions menu, click Searches. 2. Click the Search Criteria tab. 3. In the Available Fields pane, double-click Gifts. 4. Under Period, select the By Year option and then select the year in the Year drop-down menu. 5. If necessary, select additional search criteria. 6. Click OK. 7. Click Process. 8. To view your search results, click the Results tab. To search by date range 1. On the Contributions menu, click Searches. 2. Click the Search Criteria tab. 3. In the Available Fields pane, double-click Gifts. 4. In the Beginning Date drop-down list, select the first date in the date range. 5. In the Ending Date drop-down list, select the last date in the date range. 6. If necessary, select additional search criteria. 35

37 ACS 2006 Edtion Enhancement Guide 7. Click OK. 8. Click Process. 9. To view your search results, click the Results tab. Gift Search Criteria Transaction Type Under Filter Values, you can filter your gift search results by transaction type. You can select the following transaction types: Regular Entry Gift with Description Gift for Item of Value Non-Cash Gift Non-Deductible Beginning Total Gift Search Criteria Value of Service When you search for gifts in the Contributions module, the Gift for Item of Value option in the Transaction Type drop-down menu lets you search for a gift that was given in return for a service. For example, a contributor gives a five dollar gift at a bake sale and receives a pie in return. When you search for Gift for Item Value transactions, you can filter the search results using the Value of Service fields to view gifts that are within an amount range. To search for Gift for Item of Value transactions 1. On the Contributions menu, click Searches. 2. Click the Search Criteria tab. 3. In the Available Fields pane, double-click Gifts. 4. Under Filter Values, in the Transaction Type drop-down list, select Gift for Item of Value. 36

38 Gift Search Criteria Transaction Description 5. In the Value of Service fields, enter the amount range. For example, you want to search for gifts between 15 and 60 dollars. In the first field, type 15. In the second field, type Click OK. 7. Click Process. 8. To view your search results, click the Results tab. Gift Search Criteria Transaction Description With the new Transaction Description field, you can search for gifts by their descriptions. To search by transaction description, you must select one of the following transaction types: Gift with Description Gift for Item of Value Non-Cash Gift Non-Deductible Beginning Total To search by transaction description 1. On the Contributions menu, click Searches. 2. Click the Search Criteria tab. 3. In the Available Fields pane, double-click Gifts. 4. Under Filter Values, in the Transaction Type drop-down list, select one of the types in the previous list. 5. In the Transaction Description, enter the description that you want to search for. 6. If necessary, select additional search criteria. 7. Click OK. 8. Click Process. 9. To view your search results, click the Results tab. Gift Search Type Find Top Contributors When you search for gifts in the Contributions module, the Find Top Contributors option lets you search for the top contributors to your organization. Once you select this option, you can set the number of top contributors that you want to locate under Gift Values. For example, you want to locate the top 15 contributors to your organization. Under Gift Values, type 15 in the Find box. To search for your top contributors 1. On the Contributions menu, click Searches. 2. Click the Search Criteria tab. 37

39 ACS 2006 Edtion Enhancement Guide 3. In the Available Fields pane, double-click Gifts. 4. Under Search Type, select Find Top Contributors. 5. Under Gift Values, enter the number of top contributors that you want to view. 6. If necessary, select additional criteria. 7. Click OK. 8. Click Process. 9. To view your search results, click the Results tab. Pledges Search Type Find Top Pledgers With the ACS 2006 Edition upgrade, you can search for the top pledgers to your organization using the Find Top Pledgers option. Once you select this option, you can set the number of top pledgers that you want to locate under Pledge Values. To search for your top pledgers 1. On the Contributions menu, click Searches. 2. Click the Search Criteria tab. 3. In the Available Fields pane, double-click Pledges. 4. Under Search Type, select Find Top Pledgers. 5. Under Pledge Values, enter the number of top pledgers that you want to view. 6. If necessary, select additional criteria. 7. Click OK. 8. Click Process. 9. To view your search results, click the Results tab. Gifts and Pledges Search Type Not Within Range When you search for gifts or pledges in the Contributions module, the Not Within Range option lets you search for contributions that are not within an amount range. Once you select this option, you must enter an amount range in the Starting Value and Ending Value fields. 38

40 General Ledger General Ledger includes some of the most important enhancements in the ACS 2006 Edition upgrade. One enhancement lets you customize the General Ledger Inquiry window to display the Payee, Comment, and Explanation fields at the same time. You can search, sort, resize, and filter any column in the grid. Customizing the Inquiry Window When you customize the Inquiry window, you can select the information that you want to display when you view account transactions, or any other tab on the Inquiry window. On the Customize window, you can also select the grid display options and organize the fields that you want to display. To customize the Inquiry window 1. On the General Ledger menu, click Inquiry. 2. Click one of the following tabs: Accounts Headings Bank Accounts Payee Information 3. Right-click in the area that displays data and click Customize. 4. Under Settings, select the options that you want to display in the grid. 5. Under Fields, select the items that you want to display in the Vendor Lookup window. You cannot clear required fields. 39

41 ACS 2006 Edtion Enhancement Guide Settings On the Customize window, you can select the following options: Wrap Text Expands the row vertically to display all text. Auto Size Column Width Adjusts column width to display additional columns in the current grid size. Show Grid Lines Applies line borders to all records. Use Column Filtering Applies a filter to the data that displays in the grid. If you select this option, a down arrow displays in each column header. Click the down arrow to filter on a single value in the column, or click the Custom option to filter on multiple criteria. Use Group By Select to group the data in the grid by any column. When you select this option, you can select a column header and drag it to the gray box that displays above the grid to group the data by that column. Customize Buttons The following table provides information about the buttons that display in the Customize window: Button Description The Splitter Bar button displays under the Settings section in the Customize window. You can use it to resize the sections. To completely collapse or expand the Settings section, click the button. To partially collapse or expand the Settings section, click the button and drag it until the sections display like you want. The Move Up button displays beside the list of available fields. You can use it to set the order in which the fields display on the Inquiry grid. To move a field up in the list, select the field and click the Move Up button. The Move Down button displays beside the list of available fields. You can use it to set the order in which the fields display on the Inquiry grid. To move a field down in the list, select the field and click the Move Down button. 40

42 Accounts Payable Accounts Payable includes several enhancements in the ACS 2006 Edition. Some of the most important enhancements involve updating posted invoices and the Vendor Lookup window. These enhancements let you: Edit the 1099 option on posted invoice distributions Enter an invoice number up to 20 digits Customize the Vendor Lookup window, perform searches, and resize and sort any column in the grid The 1099 Option You can now edit the 1099 option on posted invoice distributions. This enhancement makes updating posted invoices easier when preparing for year-end. To edit the 1099 option on a posted invoice 1. On the Accounts Payable menu, click Enter/Post Invoices. 2. Click Add/Edit Invoices. 3. Click the View bar and select Posted Invoices. 4. Select All Users and All Periods. 5. Perform a search for the invoice. 6. Select the invoice and double-click. The invoice displays. 7. On the distribution line, select the 1099 option. 8. Select OK. To perform an invoice search 1. On the Accounts Payable menu, click Enter/Post Invoices. 2. Click Add/Edit Invoices. The ACS grid displays. 3. If necessary, right-click to customize the columns that display in the grid. 4. Click in the column to search. 5. Enter your search criteria. ACS performs the search as you type. 6. When the search is complete, the located item is highlighted. Invoice Number The invoice number has expanded to a twenty-character field. This enhancement lets you record and print long invoice numbers from vendors. A sort feature lets you sort for numbers that contain alpha characters and special characters such as dashes and slashes. ACS sorts the invoice number based on the numeric portion of the number. 41

43 ACS 2006 Edtion Enhancement Guide Reports can display invoice numbers that contain twenty-digit numeric codes. If you use capital letters and special characters, ACS might trim the invoice number. Invoice Number Entered Jan5 Jan52 Jan A100 A15 A1 T15234 A K14T ACS Sorts by Jan5 Jan7 Jan52 Sort Results A1 A15 A100 A T K14T15-00 Customizing the Vendor Lookup Window A new feature in ACS 2006 Edition is the customizable grid in the lookup windows. When you right-click in a grid, you can select the display options in the grid and the columns that display in the grid. The following are also included in the grid: Perform searches in any column Sort one column or multiple columns Resize columns Filter the columns in any order or use custom filtering Group items in a tree list view 42

44 Customizing the Vendor Lookup Window To customize the Vendor Lookup window 1. On the Accounts Payable menu, click Add/Edit Vendors. The Add/Edit Vendor window displays. 2. Right-click in the window and click Customize. The Customize window displays. 3. Under Settings, select the options that you want to display. 4. Under Fields, select the vendor fields that you want to display in the lookup window. You cannot select or clear required fields. Settings Wrap Text Expands the row vertically to display all text. Auto Size Column Width Adjusts column width to display additional columns in the current grid size. Show Grid Lines Applies line borders to all records. Use Column Filtering Applies a filter to the data that displays in the grid. If you select this option, a down arrow displays in each column header. Select the down arrow to filter a single value in the column, or select Custom to filter on multiple criteria. Use Group By Select to group the data in the grid by any column. When you select this option, you can select a column header and drag it to the gray box that displays above the grid to group the data by that column. To group similar items together in tree-list view, select the column header and drag it to the Group By box. To remove the grouping, select the column header again and drag it back into the grid. 43

45 ACS 2006 Edtion Enhancement Guide Customize Buttons The following table provides information about the buttons that display in the Customize window: Button Description The Splitter Bar button displays under the Settings section on the Customize window. You can use it to resize the sections. To completely collapse or expand the Settings section, click the button. To partially collapse or expand the Settings section, click the button and drag it until the sections display like you want. The Move Up button displays beside the list of available fields. You can use it to set the order in which the fields display on the Inquiry grid. To move a field up in the list, select the field and click the Move Up button. The Move Down button displays beside the list of available fields. You can use it to set the order in which the fields display on the Inquiry grid. To move a field down in the list, select the field and click the Move Down button. 44

46 Getting Help The ACS 2006 Edition contains many new features. In some cases, these new features change the functionality of the software. To help you learn the new features and changes, ACS Technologies provides the resources listed in this section. Context-Sensitive Help ACS 2006 provides a complete set of context-sensitive Help. The Help provides accessible information with a table of contents, an index, and a full-text search. A glossary is provided so you can look up unfamiliar terms without having to open another topic, and you can keep a list of frequently viewed topics on the Favorites tab. When you view topics, the navigation pane remains visible. Since Help is context-sensitive, you can press the F1 key from anywhere in ACS and access Help for the area you are working with. For example, you are reconciling a checking account and press F1. Information about check reconciliation displays. Printed Documentation ACS 2006 provides a complete set of printed documentation on your computer in PDF format. To view or print the printed documentation, you must have Adobe Reader. You can download a free version of Adobe Reader at To view ACS 2006 printed documentation 1. Start ACS People Suite, ACS Financial Suite, The Ministry Scheduler, or Volunteer Manager. 2. In the Help menu, click Printed Documentation. 3. Follow the instructions that display in the window. Internet The ACS Technologies Web site contains information to help you solve problems and use ACS more efficiently. From the main menu in ACS, you can click the Online Resources button or view the Online Resources menu. This connects you to our Web site and up-to-date information on the services that ACS Technologies provides. On our Web site, you can download the latest program revisions, view weekly tips and tricks, access online support, and troubleshoot problems using the Knowledge Base. You can visit our Web site at Note Some areas of the Web site are reserved for clients who are enrolled in the Preferred Client Program with ACS Technologies. To access these areas, you must have a site number and PIN. 45

47 ACS 2006 Edtion Enhancement Guide Enhancement Tours With each upgrade, ACS Technologies provides an Enhancement Tour on the product. The Enhancement Tour leads you through a few new features in the software and shows you how you can use them in your organization. To view the Enhancement Tour, visit our Web site at Training To get the most out of your ACS product, consider formal training. Formal training for novice users can make learning a new software program much easier. Advanced users can learn new shortcuts to help them become more efficient ACS users. ACS Technologies offers the following types of training: On-site training Online training courses Extended lab classes Hands-on training schools Lecture training schools Classes at national conventions and regional expos Telephone training For more information about the type of training that suits your needs, click the Online Resources button on the ACS main menu. This connects you to our Web site and up-to-date information on training services. You can also visit our Web site at or contact the Training department at (800) Support Services Although ACS software is designed for easy use, you might need to contact our Support department for assistance using ACS. Support is available Monday through Thursday from 9:00 a.m. 8:00 p.m. ET and Friday from 9:00 a.m. 6:00 p.m. ET. For more information about Support Services, click the Online Resources button on the ACS main menu. This connects you to our Web site and the most up-to-date information on Support Services. You can contact ACS Support by , fax, or telephone. You can also chat with ACS Support on the Internet. support@acstechnologies.com Internet Chat Fax (800) Telephone (800) For our Customer Support Representatives (CSRs) to best help you, have the following information available when you contact ACS Support: Site number Organization name Brief description of the situation. If you received an error message, record the error code and describe what you were doing when the error occurred to the CSR. Information regarding previous calls about this same problem 46

48 ACS Technologies CSRs can request additional information such as the computer operating system, the network operating system, installed hardware, and installed software other than ACS. If you contact the ACS Technologies Support department by telephone, follow the instructions on the automated attendant carefully so that your call is forwarded to the appropriate CSR. For more information about our support services and maintenance plans, visit our Web site at or call (800) Knowledge Base You can access the Knowledge Base 24 hours a day on the Internet. The Knowledge Base has an easy-to-use interface with over 7,000 articles that contain solutions to problems. For more information about the Knowledge Base, click the Online Resources button on the ACS main menu. This connects you to our Web site and the most up-to-date Knowledge Base articles. You can also visit our Web site at to access the Knowledge Base. 47

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