Campagne Associates Software Support

Transcription

1 Reference Manual

2 Copyright 2005, Campagne Associates, Ltd. All rights reserved Information in this manual is subject to change without notice and does not represent a commitment on the part of Campagne Associates, Ltd. The software described in this document is furnished under a license agreement or non-disclosure agreement. The software may only be used in accordance with the terms of the agreement. It is against the law to copy GiftMaker Pro on magnetic tape, disk, or any other medium for any purpose other than the purchaser s use. GiftMaker Pro is a registered trademark of Campagne Associates, Ltd. Campagne Associates Software Support For assistance using any Campagne products, please contact us at: 195 McGregor Street, Suite 410 Manchester, New Hampshire USA Telephone: support@campagne.com Web Site: September, 2005 Fund Accounting Bridge, v. 8.3

3 Table of Contents Installation... 1 Overview... 3 How the Fund Accounting Bridge Module Affects Your GiftMaker Pro Data... 4 Help Bar... 6 Toolbars... 6 Getting Started... 9 Gather Necessary Information from your Accounting Department... 9 Fund Accounting Preferences Fund Table Export Map Characteristics Enter Accounting Export Map Characteristics Importing New Maps Processing Sessions Fund Accounting Bridge and Cougar Mountain Special Issues for Cougar Mountain Processing Special Export Map Issue for Cougar Mountain Setup Fund Accounting Bridge and QuickBooks Before You Begin Export Map Data Definitions Index Fund Accounting Bridge i Table of Contents

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5 Installation If you purchased the Fund Accounting Bridge at the same time you purchased GiftMaker Pro, the serial number you received enabled the Accounting Bridge module. You will know if the Fund Accounting Bridge is enabled if you have the Fund Accounting Journal Sessions menu item available under the Retrieval menu. If GiftMaker Pro is not enabled with an appropriate serial number for the Fund Accounting Bridge module, the Accounting Bridge options will be grayed out. If you purchased the Fund Accounting Bridge module after your initial purchase of GiftMaker Pro, you should have received a new serial number from Campagne Associates. You will need to serialize GiftMaker Pro with this new serial number. See the Add Module section of the Program Installation chapter of the GiftMaker Pro Reference Manual for more information. Once serialized, the Accounting Bridge options will be available throughout GiftMaker Pro. Fund Accounting Bridge 1 Installation

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7 Overview The Accounting Bridge has been created as an extension of GiftMaker Pro, which creates export files of gift transactions for use with accounting software. Campagne provides several predefined export maps including detail and summary formats. These may be used to import gift transactions managed in GiftMaker Pro into your accounting package. Additionally, the Accounting Bridge allows you to create and define your own export maps, giving you the most flexibility possible. Getting started requires substantial knowledge about your accounting software. You will need to know what pay type accounts, fund accounts, and special asset accounts need to be supported. You should also know which accounting method should be employed (accrual or cash), as well as detail about what your accounting software requires to import gift transactions successfully. If you are using accounting software with which Campagne Associates has an established relationship, then you may not need to know the specific import requirements for that system. Campagne has established relationships with Cougar Mountain Software and QuickBooks. If you are using either of these accounting systems, please refer the chapters dedicated to each one later in this manual for more information. We also strongly recommend having someone from your accounting department work with you while you set up the Fund Accounting Bridge. Initially, you will determine the export map that you wish to use, and set other preferences about how you wish to work with your accounting software. This information is entered and stored in the GiftMaker Pro System Preferences area. Accounting Bridge preferences like Posting Frequency, Accounting Method, Printing and Processing, as well as Generic Account definitions, are kept in this area. Once you have established your preferences, you will need to define the Fund Accounts that you will be supporting. This information is entered and stored in the Fund Table accessible through the Table Maintenance area of GiftMaker Pro. Only after these preferences and options have been established can you begin to use the Fund Accounting Bridge. Fund Accounting Bridge 3 Overview

8 The Accounting Bridge supports your accounting system by creating gift transaction journal sessions. You can process these sessions from GiftMaker Pro as frequently as required. The setup of each session is saved for processing and session history purposes. The setup information includes a session identification number, the date range for gifts to be included, the General Ledger effective date, and the export map to be used with the session. There are three phases of processing a journal session: phase one selects the gifts to be included, phase two builds the journal transactions for those gifts, and phase three exports the data to a file for use by your accounting software. You will then need to use the import functionality of your accounting software to bring that data into your accounting system. Important: Other staff members should not be able to amend the Fund Accounting Bridge preferences and options easily. To ensure proper mapping maintenance, we recommend that you use the Security feature within GiftMaker Pro. See the Security chapter of the GiftMaker Pro Reference Manual for details on setting up security within the program. How the Fund Accounting Bridge Module Affects Your GiftMaker Pro Data Using the Accounting Bridge between GiftMaker Pro and your accounting software creates unique situations for gift entry. Your gift entry staff members need to be aware of these requirements prior to entering gifts. For instance, the gift entry date should be the date the gift was received as opposed to the date the gift is being entered. Once a gift is exported from the Fund Accounting Bridge, there are some fields such as gift type, date, fiscal year, fund, and payment type, which are protected from being updated. To help maintain the reconcilability between GiftMaker Pro and your target accounting system, the Fund Accounting Bridge implements the following measures: Gift selection when in Batch Gift Processing Mode: If there are gifts that have not been posted, you cannot continue with the Journal Session until all gifts are posted. A message will advise you if there are gifts that have not been posted when processing a session. Select the OK button to remove the message and then post all gifts from the Batch Gift Processing window before reattempting to process the Journal Session. Updating Gifts: Until a gift has a journal transaction record associated with it (i.e., it has been included in a journal session), the Fund Accounting Bridge imposes no additional restraints on updating than are otherwise expected in GiftMaker Pro. Once a gift has an association with a journal session and has had a journal transaction record established, then certain additional fields are protected. These fields are: Gift Type, Gift Date, Fiscal Year, Fund, and Payment Type. These fields will become non-editable. A gift acquires an association with a journal transaction record when it has been processed by a session through phase 3 (i.e., Fund Accounting Bridge 4 Overview

9 completion). Please note that a journal transaction record of the transaction amount is not created until phase 3 is accepted. Until that point, these fields are editable. You may update the Amount of a previously journalized gift. Updates to previously journalized gifts still will be reflected in a subsequent journal session, but you will need to broaden your date range sufficiently to catch the gift date of the updated gifts. When a gift amount has been updated and its date is captured by a subsequent journal session date range, the amount of change will be exported with the session. Please note that when you view Phase 1 of a session, the amount reflects the current gift amount to assist in locating a particular gift for research. Phase 2 of the session will show the amount of change, which is the portion exported for your accounting software. Deletion: It is possible to delete gifts from GiftMaker Pro. Journalized gifts that are deleted later must be reported to accounting separately. They are not synchronized with the general ledger through Fund Accounting Bridge because they are not included in the next journal session with updated gifts. You will have to make a manual entry to the General Ledger to remove the gift; therefore, be sure to track manually all gifts deleted from GiftMaker Pro. In-kind gifts: When you enter an in-kind gift in GiftMaker Pro, the gift must have an amount associated with it. Many users enter $0.01 for these gifts when there is not a real dollar value that should be associated with it. You should make note to distinguish these amounts from other cash transactions for reconciliation purposes. If this is not managed properly, the amount of $0.01 with the pay type being cash (or other) will be accounted for in the journal, sending a debit to the cash account and a credit to the fund account for $0.01, when there was no cash actually received. We suggest adding a specific pay type, pay type account, and a specific fund and fund account, for in-kind gifts. These pay types and funds should be used during gift entry of in-kind donations. The gifts are still journalized but will then be debited and credited into slush accounts instead of altering the cash and fund accounts, making for easier reconciliation between the development office and the accounting department. Pledge write-offs require a manual adjustment to your general ledger since they are not included in any Fund Accounting Bridge journal sessions. Special concerns for historical gift data entered manually or through data conversion. It is important to note that if you will be entering historical gift data, or converting data from one system into GiftMaker Pro, that you do not wish to include in your accounting software, you must enter that data separate from your current gift data. This must be managed in this way because the journal sessions will pull gift transactions based on the gift date. In effort to import only current gift entries you probably will want to enter your historical gift entries and then run a Fund Accounting Bridge journal session completely through the final phase of processing. You may then discard the export file Fund Accounting Bridge 5 Overview

10 generated by that session. Once a gift has been journalized it will only be included in another journal session if it has been updated. Help Bar It is recommended that you show the help bar while setting up and starting to use the module. That way, as you move your mouse pointer on or over window elements, a description will appear on the bottom left corner of your monitor. Toolbars To turn the help bar on: 1. Go to the File menu>user Preferences menu>user Preferences Window (or, press Ctrl/Cmd 7 ). The User Preferences dialog for the logged-in user will be displayed. 2. Click on the Toolbars tab and be sure the Show Help Bar option is checked. 3. Click the Save button or press your Enter key. The following are samples of some of the basic toolbar icons used throughout this module. Help Record information Lookup Add new information Update information Delete Back/Previous record Next record Find fund Fund Accounting Bridge 6 Overview

11 Copy mailing information to clipboard Print output Display output Export output Return to Dashboard Fund Accounting Bridge 7 Overview

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13 Getting Started Once GiftMaker Pro has been enabled to use Fund Accounting Bridge, (see the Installation chapter earlier in this manual) you will need to establish various preferences and tables before actually being able to create the transaction journals to pass on to your Accounting Department. You will be unable to access the Fund Accounting Journal Sessions option under the Retrieval menu until your preferences, and at least one map, have been established. Gather Necessary Information from your Accounting Department Prior to setting up the Fund Accounting Bridge in GiftMaker Pro, there is data needed from the Accounting Department. The information needed indicates many specifics about accounts that will be tracked in GiftMaker Pro and the file formats your Accounting System can use when importing the exported data from GiftMaker Pro. To get started you will need the following. a. A Chart of Accounts (the actual General Ledger (GL) account debit and credit numbers. i.e. Building , Programs and Services ). b. A list of the corresponding GL Debit account numbers for each GiftMaker Pro payment type. (i.e. cash , check , visa ). c. A list of the corresponding GL Credit account numbers for each GiftMaker Pro Fund code. (i.e. Building , Programs and Services ). d. A pre determined accounting method (accrual or cash). e. The planned frequency of export (once a month, once a week, daily). f. The file type needed by your Accounting Department. If your accounting software is Cougar Mountain, a specialized export map has been predefined that must be used without customization, (except its export file naming Fund Accounting Bridge 9 Getting Started

14 characteristics). If the software is QuickBooks, a set of possible export maps are provided from which the best match may be selected, and if necessary, a copy of one of the predefined QuickBooks maps could be cloned and edited to create an improved match to your accounting software preferences. See either the Cougar Mountain or QuickBooks section later in this manual for additional details about the special export maps available for these accounting packages. Other accounting software, having no relationship with Campagne Associates, may require you to create a custom export map for Fund Accounting Bridge. In this case you will need to know the following: A detailed list of each field the accounting system will need from GiftMaker Pro (i.e., amount of gift, date of gift, check number, account number). A detailed list of the order in which each of these fields will need to be exported from GiftMaker Pro. If your accounting system needs fixed length, you should obtain a detailed list of the length, pad, and justify requirements for each field. A list of any other specific formatting requirements required by the accounting system. (i.e. needs numbers formatted as +100, 200 instead of 100db, 200cr). Some systems will require the + or signs to be in its own column, others will want it with the number or not at all. These requirements need to be known up front. Does the accounting system want any of the fields being brought into the accounting system subtotaled? g. Determine what the default file name should be and where to export the file (i.e. Call it FABexport.txt and place it in our network drive F:\Fabexport). Fund Accounting Preferences Fund Accounting Preferences are located in a separate window under System Preferences. This is where you customize the features and defaults for the Accounting Bridge. These preferences are used system wide and include default General Ledger Account Numbers and other accounting processing preferences. You are able to store multiple Export Maps for your journal sessions. You can set up as many export maps as you need, but you will be required to set up at least one in order to run a Journal Session. Select one as your Preferred Export Map. Fund Accounting Bridge 10 Getting Started

15 To set up Fund Accounting Preferences for your organization: 1. From the File menu, select System Preferences. 2. Under the Additional Preferences drop down menu, select Fund Accounting Bridge. Fund Accounting Preferences can be found under the Additional Preferences drop down menu. 3. The Fund Accounting Preferences window will open in update mode. Enter your preferences such as Preferred General Ledger Posting Frequency, Accounting Method, Session Processing defaults, and Generic General Ledger Account Numbers. For helpful details about each of these fields, see the Fields Definition section later in this chapter. The Preferences window is where you begin to set up the Accounting Bridge module. The Payment Types (as defined in the Edit Code/Payment Type Table in GiftMaker Pro) will be displayed under the Generic General Ledger Account Numbers. This is where you enter the usual general ledger account numbers from your Accounting Department for each payment type. When you open the Fund Table, these account numbers will automatically be displayed for each fund. If you have a special asset account for a particular fund, you will be able to change the generic account numbers to specific account numbers for that fund on the Fund Table. See the Fund Table section on page 14 for more details. 4. Choose a Preferred Export Map from the drop-down list. Fund Accounting Bridge 11 Getting Started

16 If necessary, use the Clone option to make an editable copy of one of the predefined maps. This can be helpful if you find one of the standard export maps matches your accounting software well, but you need to update one or two minor details (such as a field delimiter or literal keyword, for example). Note that the Cougar Mountain export map is locked from cloning, since it requires data to be exported exactly as defined in the standard map installed with the Fund Accounting Bridge. If the only changes needed for your accounting software are file naming characteristics (export path and/or file naming convention) use the Update option to edit those preferences for your preferred export map. The following export maps are predefined for Fund Accounting Bridge to assist in data transfer to many of the popular accounting packages: CYMA Cougar Mountain Generic (Detail or Summary) MIP QuickBooks (Cash or Journal, Detail or Summary) If none of the standard export maps suit the needs of your accounting package, you may design your own custom map for Fund Accounting Bridge. Use the Add button to start a completely new map, or clone and update one of the Generic maps to work from a template. In either case, you ll be defining your own custom mapping preferences, and should refer to the Export Map Characteristics chapter later in this manual for further details. 5. When finished, click the Return to System Preferences button on the Preferences window. 6. Click the Save/Enter button on the System Preferences window to complete the set up. Accounting Module Preferences Field Definition Field Preferred General Ledger Posting Frequency Description Preferred date range for each session. (How often do you plan to run this session? What is the posting frequency?) Select from the preset options (None, Daily, Weekly, Bi-weekly, Monthly, Quarterly and Annually), in the drop down list. Fund Accounting Bridge 12 Getting Started

17 Preferred Export Map Accounting Method Session Processing Show Session Logs Review Each PhaseError! Bookmark not defined. Print Options: As you define your export maps, the names will be listed in this drop down list. Select the one you will use most often as a default into your Fund Accounting Journal Session processing window. Add: Add a new export map. Update: Update the selected existing export map. Clone: Duplicate the selected existing export map. This allows you to modify the newly cloned map, while maintaining the original. Delete: Remove the selected export map from the list. Predefined maps installed with Fund Accounting Bridge cannot be removed. Only new maps you add or create through cloning can be deleted. The Import button will import the export map definition files. The Export button will export all the export map definitions as tab delimited text file. Select either the Accrual or Cash radio button (do not switch back and forth). The Accrual method will include donations, pledges, and pledge payments, while the Cash method only includes donations and pledge payments. These option settings will automatically be brought into the Journal Session window when adding a session. They are to be used as defaults, but can be overwritten at the time of processing. When this option is checked and the Journal Session window is opened, it will display a historical listing of sessions processed. When processing phases of a session, a window will be displayed with the results of each phase as they complete. Print Session Info? Check which phase(s) of the session to print: 1, 2 and/or 3. Fund Accounting Bridge 13 Getting Started

18 Session ID Sequence The program automatically generates Session numbers. This button will open a window to set the starting point, and increment value for each session number (see below). The Session ID Sequence button will open this window to set the session ID number and increment value. Generic General Ledger Account Numbers The Payment Types (as defined in the Edit Code/Payment Type Table) will be displayed here. Enter the general ledger account numbers from your Accounting Department for each payment type. Fund Table Funds are the accounts to which gifts are to be posted. An organization can have just one fund or several funds to which monies received can be applied. Gifts can be restricted and applied to a specific program or area, or unrestricted. The Fund Table allows you to define and record information about each fund. The information includes a code, name (description), status (open or closed), and the general ledger credit and debit account numbers used by your Accounting Department to post gifts received for that fund. As you open the Fund Table window, the generic account numbers as defined in your Fund Accounting Preferences window will be brought in to the Debits fields. The payments will be applied to these account numbers. If you have a special asset account (*) for a particular fund, you can check the payment type(s) checkbox and change the account number(s) to that fund. Otherwise, the program will use the generic account numbers as displayed under the Debits section of the window. *A special asset account is simply a designated account that is different from your generic accounts. For example, you may have a special cash account for specific restricted fund monies. Fund Accounting Bridge 14 Getting Started

19 The Fund Table maintenance window displays all funds defined in your program. Fund Table Field Definition Field Fund Code Name Fund Status General Ledger Account Numbers Credit Description The code for the fund. It can be up to six (6) characters long (alphanumeric), is a required entry, forced upper case, and must be unique. You will not be able to enter a duplicate fund code. A description of the fund. It can be up to forty (40) characters long (alphanumeric) and is a required entry. Is the fund open or closed? Click on the appropriate radio button to signify if the fund is active or not. Default is open. The revenue account code as defined by your Accounting Department. This field appears on the fund analysis reports only. Up to 128 characters long (alphanumeric), not required. Fund Accounting Bridge 15 Getting Started

20 Debit You are required to define which account you want to debit for each payment type. Generic (default) entries can be entered in the Fund Accounting Preferences window but you may customize here for each fund. Payment types are defined in the Edit Code/Payment Type Table. Add a Fund Code To add a new fund, click the Add button on the command toolbar, press Cmd/Ctrl A, or select Add Fund from the Command menu. After typing the new fund code, description and other information, press the <Enter> or <Return> key to add the record into the database. After entering a fund record the program stays in add mode. The following is an example of the steps you can take to add a new fund to your Fund Table. You can exit add mode at any time by clicking the Cancel button. 1. From the Data menu, select Table Maintenance>Fund Table/Report. 2. Click the Add/A button on the command toolbar. 3. Enter the new Fund Code and name. 4. Tab to the Credit field and enter the credit account number. 5. Customize the debit information, if necessary. 6. Press the <Enter> key to save the information. You can now add another fund or end by clicking the Cancel button or pressing the ESC key. Update a Fund Record To update fund information, click on the one to change while in view mode. This will display the information in the upper portion of the window. Select the Update function from either the Command menu or toolbar, or by press Cmd/Ctrl U. When you have finished making changes to the information, press the <Enter> key or click the Save/Enter button. Changes to the code are reflected on all corresponding gift records. Delete a Fund Code A fund can only be deleted if there have been no gifts or journal records posted to it. If you attempt to delete a fund that has associated gifts, a message will appear to give notice that the action cannot be completed. To delete a fund with no associated gifts, click on the line you wish to delete in the Fund Table list. Once selected and displayed on the record display portion of the window, Fund Accounting Bridge 16 Getting Started

21 click the Delete button or select Delete Fund from the Command menu. GiftMaker Pro will ask you to confirm your action. Once a deletion is processed, it can t be undone. Print a Fund Report You can print a Fund Table report to get a listing of the fund information. You can output the report to the printer, screen, or clipboard. To print a report, press the Print/Y button. A print option window appears with destination and sorting options for your report. Select the desired one and press the <Enter> key or click on the Process/Enter button to output the report. Otherwise, click the Cancel button to return to the Fund Table window. Report destinations include: Display - Display the report on your screen. Printer - Print the report to the currently selected printer Clipboard - Output the report to your system clipboard. Fund Accounting Bridge 17 Getting Started

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23 Export Map Characteristics Before designing your own custom map for Fund Accounting Bridge, check the dropdown list of standard maps predefined for some of the popular accounting packages. These are listed under Preferred Export Map in the Accounting Module Preferences window of System Preferences. If your accounting software is Cougar Mountain or QuickBooks, you should be able to use one of the maps available and do NOT need to continue with this section of the manual. See the Cougar Mountain or QuickBooks section, later in this manual. If none of the predefined maps suit the needs of your accounting software, you can design your own custom map through Fund Accounting Bridge. Once constructed, saved, and tested, this new map can be reused for each journal session you process. Use the Add button to start a completely new map. If you prefer instead to edit one of the predefined maps, use the Clone button to make a copy (which can be renamed and saved). Then use the Update button to begin customizing your cloned map. When you click on the Add or Update buttons under the Preferred Export Map section of the Preferences window, the Export Map Characteristics window will open in edit mode. In defining the characteristics of a custom map, it is imperative that you consult with your Information Systems specialist and/or Accounting Department to determine which fields to use and in which order. You may also need to consult your accounting software manual to determine import file requirements. The Accounting Export Map Characteristics window is where you define and save each of your export maps. Fund Accounting Bridge 19 Export Map Characteristics

24 Map and Format GiftMaker Pro Gift Info to GL Export Lines The Map and Format GiftMaker Pro Gift Info to GL Export Lines section defines how the exported data will look. For example, which pieces of information should be used in the export, how they re labeled, and the order in which they will be exported. The header label buttons identifying each column can be selected to sort the view. Selecting a column button places a >1 to right of the label, indicating that this column has the first sort order. For example: Selecting the Use button places a >1 next to it, and then all items with the checkboxes checked are moved to the top of the list. The next selection will have a >2 placed next to it, and so on. You can sort on GMP Info Field, Use, Label, Col and Sort. Field Definition Format GMP Info Field Use Label Col Sort Σ (sum) Length Pad Justify Description This list includes preset fields as well as ten literal fields for you to define. A maximum of twenty-five (25) fields may be exported. Placing a checkbox in this column identifies this field for use in the export output. Checked = yes. You may enter a custom label for each export field to replace the default label. The label will accept up to 64 characters. Column ordering/sequence. Check to select the field(s) for sorting purposes. Determines the level at which the exported information is summarized; one selection only. Only sorted fields may be summarized. If none are indicated, details of each gift will be exported. Exported data field length as determined by your accounting software. Only available if Fixed Length is selected. Padding characters. Space is defaulted but you can enter any keyboard character. Only available if Fixed Length is selected. Left justify, right justify, or center exported data for this field. Only available if Fixed Length is selected. Fund Accounting Bridge 20 Export Map Characteristics

25 GiftMaker Pro Info Field Definition Format Description GMP The literal GMP. GMP +SessionID The concatenation of GMP and Session ID padded with zeros e.g. GMP Donor Master Record The constituent record number for the gift record. Number Donor User Defined 1 The data from the donor user defined 1 field. Donor User Defined 2 The data from the donor user defined 2 field. Donor User Defined 3 The data from the donor user defined 3 field. Donor User Defined 4 The data from the donor user defined 4 field. Export Map Name/ID Name & identification number. GL Code The entire GL Code (debit or credit) as shown in the Fund table. Gift Amount (signed) The positive or negative Journal record amount. Gift Amount (unsigned) The Journal record amount as a positive number. Gift Date The date of the Gift, e.g., 11/05/1999. Gift Date Month Number The Month number of the Gift Date e.g. 11. Gift Date Year Number The Year number of the Gift Date e.g Gift Effective Date The date of the Gift, e.g., 11/05/1999. Gift Transaction Type (D,C) Debit/Credit. Gift Type The Gift type e.g. I for In-kind, L for Pledge. Gift unsigned Credit Amount The Journal record Credit amount as a positive number. Typically used with unsigned Debit Amount. Gift unsigned Debit Amount The Journal record Debit amount as a positive number. Typically used with unsigned Credit Amount. Journal Description Posting frequency and session #. Literal Enter your own customizable static text. Sequence Number of the Gift The GiftMaker Pro internal identification number of the Gift. Session Effective Date The GL Effective date from the Session record. The date the transactions in this session are to be posted. Fund Accounting Bridge 21 Export Map Characteristics

26 Session Effective Month Number Session Effective Year Number Session ID Gift unsigned Credit Amount The Month number of the Session GL Effective Date. The Year number of the Session GL Effective Date. The internally generated unique Identification Number of the Session. Implied decimal point. The Journal record Credit amount as a positive number no decimal point, e.g is output as Typically used with unsigned Debit Amount. Gift unsigned Debit Amount Implied decimal point. The Journal record Debit amount as a positive number no decimal point, e.g., is output as Typically used with unsigned Credit Amount. Gift Campaign The Campaign code of the gift. Gift Fund The Fund Code of the gift. Gift Source The Source Code of the gift. Now The time at export, H:M:S format. Today The Date at export. Unique Transaction ID The Unique ID for a transaction record. Unique Gift ID The GMP assigned gift ID created at the time of gift entry. Gift From Person The From Person (text) of the gift, e.g. Mr. and Mrs. John Smith. Gift Charitable Gift Receipt The gift s charitable gift receipt number. Number Gift UD1 The data from the gift user defined 1 field. Gift UD2 The data from the gift user defined 2 field. If you need to design your own export map characteristics, make a five-column list mapping FAB Functions to the custom fields required by your accounting software, like this: Order Sort 1 or more Summarize? 1 only FAB Function Custom Field Literal 01 Session ID TRANSTYPE Fund Accounting Bridge 22 Export Map Characteristics

27 Yes Session Effective Date Journal Description GL Code Gift Amount (Signed) Gift Date Unique Gift ID The order is not important, but you must correctly identify and spell the custom fields exactly as shown in your accounting software documentation. Enter Accounting Export Map Characteristics Once you create the table described in the previous section, you are ready to set the accounting export map characteristics. 1. In GiftMaker Pro, select File>System Preferences. The System Preferences window appears. 2. Click on the Additional Preferences pop-up menu, then select Fund Accounting Bridge. The Accounting Module Preferences window appears. 3. Click on the Add button. The Accounting Export Map Characteristics window appears. 4. Enter a name for the export map you are creating. 5. In the Export Characteristics area, click on the Record Delimiter pull-down menu, then select an appropriate record delimiter. 6. In the Extension field in the File Name Characteristics area, enter the field specified by your accounting software. 7. Make other entries in the File Name Characteristics fields (path, filename, and variable part) as appropriate for your system. For the next few steps, you will be working in the Map Format GMP Gift Info to GL Export Lines table in the bottom half of the window. You will also need to refer to the table you created in the preceding section of this manual. 8. Select the GMP Information Functions you identified in your table by clicking on the Use box next to the function name. Enter the row number to define the column output order. 9. After you have selected the functions, click on the Map and Format GMP Gift Info text. This will re-sort the table and all of your selected functions will now appear at the top of the list. Fund Accounting Bridge 23 Export Map Characteristics

28 10. For each FAB function, enter the corresponding custom field names exactly from your table in the Label field. 11. Click the Sort and Summarize check boxes as appropriate from your table. 12. Some fields are constants; for FAB to know what to put into these constant fields, follow these steps: a. Check the Fixed Field Widths box. b. In the expanded Map and Format GMP Gift Info table, click on the letter y on the Justify column label. c. Using the horizontal scroll bar that appears, scroll the table contents right until you see the Jst() text column. Click on the Fixed Field Widths checkbox, then click on the y in justify to display the horizontal scroll bar. d. In the Jst ( ) text field, enter your static text like this: :Your STATIC text. (Don t enter the quotes). You must prefix your text with the colon (:). e. Uncheck the Fixed Field Widths checkbox if not needed for your map. (Very important!) 13. Look over your work. Click on Save. Fund Accounting Bridge 24 Export Map Characteristics

29 Importing New Maps If one or more of the standard, predefined export maps for Fund Accounting Bridge is missing from your installation of GiftMaker Pro, you may update the drop-down list by importing from the most recent text file. If a map is damaged, you can export your set of maps (and save the resulting text file for backup purposes), then delete the bad map from Fund Accounting Bridge and import a replacement. Note that only your custom or cloned maps can be deleted, not the standard templates installed with Fund Accounting Bridge. To check which maps are currently installed for Fund Accounting Bridge: 1) From the File menu, choose System Preferences. 2) Click the Additional Preferences button in the upper right corner of the window. 3) Select Fund Accounting Bridge. 4) Click the down-arrow to expand the drop-down list for the Preferred Export Map field. This list should contain 11 predefined maps, plus an initial entry for None Selected: CYMA Cougar Mountain Generic Detail Generic Summary MIP QuickBooks CASH Detail QuickBooks CASH Detail DEP QuickBooks CASH Summary QuickBooks CASH Summary DEP QuickBooks Journal Detail QuickBooks Journal Summary Fund Accounting Bridge 25 Importing New Maps

30 5) If your drop-down list contains extra entries, they may be ignored. They probably are cloned maps or new custom maps created by someone at your organization. 6) If your drop-down list is missing one or more of the maps listed above, and you wish to use that map, you may import the map from a text file installed with GiftMaker Pro: Consider making a backup of your existing maps before starting the import, especially if custom maps you wish to protect are listed. To the right of the drop-down listing, click the Export button. Browse to a location to which you wish to save the backup, and provide a file name (such as FAB Export Maps_backup.txt). Click Save. Click the Import button. Answer Yes to confirm you have made a backup of your current maps. Browse to the Campagne/GiftMaker_Pro folder on your local hard-drive. Choose the most recent text file name FAB Export Maps. Click Open to begin the import. Click the Return to System Preferences button, then the Save/Enter button to exit System Preferences and retain your Fund Accounting Bridge edits. Fund Accounting Bridge 26 Importing New Maps

31 Processing Sessions Once your preferences and tables are set up, you are ready to begin processing your Fund Accounting Bridge journal sessions. Note: If you have historical gifts in your GiftMaker Pro database, your first journal session in Fund Accounting Bridge should include all of the gifts from the first date in your system to the day before you start using Fund Accounting Bridge. Use the steps outlined below to run this session. It will create an export file; however, you will not import this file into your accounting system. Once this process is complete, you can go live with Fund Accounting Bridge. When you add a new session, the preferences are brought in from the Fund Accounting Preferences window, but you can overwrite the field entries. For example, if the date range is not quiet what you need, just type correct dates into each field, overwriting the defaults. The program completes three phases during the processing of a session: Phase # Description 1 Selects the gifts as defined by the session date range. Journal sessions generated by date range will search by the gift date. All gifts in that range will be journalized (except those already included in a previous journal session). 2 Builds the journal to include the actual transactions within those gifts. 3 Exports the data to a file for use by your accounting software. You can only process one journal session at a time but you can overwrite the field entries if necessary. To process a Fund Accounting Bridge session: 1. From the Retrieval menu, select Fund Accounting Journal Session. When the Show Session Logs option is unchecked in the Fund Accounting Preferences window, the Fund Accounting Journal Sessions window opens with Fund Accounting Bridge 27 Processing Sessions

32 the Session Logs section closed (not showing the history of all processed sessions). If the Show Session Logs option is not checked in the Preferences window, the Sessions window opens small, not displaying the list of session history Click on the Session Logs triangle to display the complete window. 2. Click on the Add button. The first time this window is used, you will need to specify the date range to be used for the session. For each consecutive session added, the date range will increment to the next period, according to the general ledger posting frequency preference established in the Accounting Preferences window. The default date range can be overwritten at this time. Note: If you need to enter a batch of historical gifts to GiftMaker Pro, you will be able to exclude these records from your next Fund Accounting Bridge journal session by narrowing your journal date range to only your current gift entry. 3. Adjust the GL Effective Date and select an Export Map, if the default is not correct. 4. Adjust the Print/Review Options section, if necessary. The Print Session Info box will allow you to print a report for each phase of the session. Check which phase(s) for which you wish to print a report: 1, 2, and/or 3. The Review Each Phase checkbox gives you the option to view the results (as each phase completes on screen) before continuing to the next. 5. To save the setup parameters for this session, click the Save button. 6. To begin phase 1 of the session, click the Process button. Fund Accounting Bridge 28 Processing Sessions

33 Note: If you are in Batch Gift Processing mode and you have gifts that have not been posted, a message will appear stating that you must post all gifts prior to processing your journal session. You will not be able to process journal sessions until all gifts have been posted. 7. If the Review Each Phase option is checked, the journal session will be processed and each phase will display to screen for review. You have the option to print each display window, but keep in mind the final report will contain the information for each checked phase. Click Continue for each review screen. Click Stop to complete the current phase shown, but return to the Journal Sessions window. Click Cancel to cancel the current phase displayed and return to the Journal Sessions window. If the Review Each Phase option is not checked, the three phases are processed and your export file is created. If the Review Each Phase option is checked, each phase will have its own display window for you to review. This is an example of Phase 1. Upon completion of all three phases, the session info will be displayed in the Session History section of the window with all three phases checked. You are now able to add a new session. Note: It is recommended that you print the session report after each completed session for a detailed hard copy report of the exported transactions. Reusing Prior Date Ranges The Fund Accounting Bridge will not restrict journal sessions from using overlapping or nonconsecutive date ranges. You may reuse prior date ranges as necessary to capture updated or backdated gifts in your next journal session. For example, if your typical routine is to process one journal session per week, you might wish to end each month with an additional journal session covering the whole month. This will allow you to check for gifts entered late, such as a gift entered this week but with a gift date of two weeks ago. Occasional use of a wide date range also will help you capture recent updates to previously journalized gifts. Journal Sessions Field Definition Field Start Description Session start date. Fund Accounting Bridge 29 Processing Sessions

34 End GL Effective Date Export Map Comments Print/Review Options: Print Session Info Review Each Phase? Session end date. Date on which the session will be reported. Select one of the previously defined export maps from the drop-down list. Any additional information about this particular export. Print the report to screen or printer. Check which phase(s) of the session to be printed: 1, 2 and/or 3. Check to display a window for each phase. If not checked, the report will be sent directly to the printer at the end of processing. Button Definition Button Process Save Cancel Description Begins processing of session. Saves session setup and creates a line in the Session History list. Cancels session; closes window. Session Logs Field Definition Field Gift Selection 1 Date/Time By Whom Summary Count Journal Build 2 Description Phase 1 of the journal session. Date/Time phase 1 was completed. Logged in user, who completed phase 1 of the session. Total amount of gifts in the journal session. Number of gifts in the journal session. Phase 2 of the journal session. Fund Accounting Bridge 30 Processing Sessions

35 Date/Time By Whom Summary Count Export 3 Date/Time By Whom Summary Count File: Date/Time that phase 2 was completed. Logged in user, who completed phase 2 of the session. Total amount of Credits in the journal session. Number of Debit and Credit transactions in the journal session. Phase 3 of the journal session. Date/Time that phase 3 was completed. Logged in user, who completed phase 3 of the session. Credits plus Debits in the export file. Number of output lines in the journal sessions export file. Name of journal session export file. The columns within the Session History list can be sorted. Click on a column header to include the column in the sort process in ascending order. Click on the column header again to remove a sort level. Shift/Click to include the column in descending order. Fund Accounting Bridge 31 Processing Sessions

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37 Fund Accounting Bridge and Cougar Mountain Special Export Map Issue Cougar Mountain accounting software imports transactions in a special file format. When GiftMaker Pro transactions are exported, a minimum of three records are created, using two different record formats: a header record using one field layout, and two detail records (one debit and one credit) using a second field layout. This is pre-set in Cougar Mountain s export process to work specifically with the import ability of Cougar Mountain software. Export file processing for Cougar Mountain is different from the other maps. When the application recognizes that the Cougar Mountain export format is selected for processing, there is functionality run in the background that creates the special format for this export file. This functionality is dependent on having the Fund Accounting Bridge export map specifically designed for Cougar Mountain. Therefore, this map may not be cloned, renamed or deleted. If this map is not already in your GiftMaker Pro system, if can be added by importing new export maps. Please see the Importing New Maps chapter earlier in this manual. Once a Cougar Mountain map has been added, it cannot be deleted, and only the File name characteristics can be edited. All other values are pre-set by the Fund Accounting Bridge for use with Cougar Mountain. In order for GiftMaker Pro information to be imported into Cougar Mountain: The file exported from GMP must be named GLFEXT.XXX (no quotes), where XXX is the organization code, as defined in your Cougar Mountain application. The files should be saved in the directory where the Cougar Mountain application is installed. For more information, refer to your Cougar Mountain documentation. Journal Sessions A Cougar Mountain export is created much like any other Fund Accounting Bridge export: by processing a session from the Fund Accounting Bridge Accounting Journal Sessions window. However, a difference with a Cougar Mountain export is that the Fund Accounting Bridge 33 Cougar Mountain

38 information shown in Phase 3 of the review process and again in the Fund Accounting Session Report will not match the data that is actually exported exactly. This is because GiftMaker Pro's Fund Accounting Bridge has not been set up to print or display data in the format that Cougar Mountain requires. As long as you are using the predefined map for Cougar Mountain installed with Fund Accounting Bridge, or imported from one of the Fund Accounting Bridge export maps text files, the data displayed in the Phase 3 window and the Fund Accounting Session Report will be a close approximation to what is actually exported. The actual export data, however, will be formatted as required for import to Cougar Mountain. Fund Accounting Bridge 34 Cougar Mountain

39 Fund Accounting Bridge and QuickBooks Fund Accounting Bridge is compatible with Intuit s QuickBooks journal and cash style imports. Campagne Associates has provided, within Fund Accounting Bridge, the following predefined and tested QuickBooks export maps: Cash Detail, Cash Summary, Journal Detail, and Journal Summary. No additional formatting is necessary for you to use these maps; however, if you wish to specify a different format than has been provided with Fund Accounting Bridge, you will need to create your own custom map, referring to the Export Map Characteristics chapter earlier in this document. Also be sure to review carefully the Help section for the iff file format in your QuickBooks online guide. Before You Begin 1. You and your accountant should identify the type of output you want: Cash or Journal, and Detailed or Summarized. 2. If you choose either the QuickBooks Cash Detail or Cash Summary export type, you may need to update your System Preferences with the latest export maps available for QuickBooks, identified with the code DEP appended to the map name: QuickBooks CASH Detail DEP QuickBooks CASH Summary DEP If the new export maps do not appear in your GiftMaker Pro System Preferences for the Fund Accounting Bridge, you may import them from a text file. See the Importing New Maps chapter earlier in this manual. 3. In your Fund Accounting preferences, choose as your Preferred Export Map the appropriate QuickBooks map, QuickBooks CASH Detail DEP, QuickBooks CASH Summary DEP, QuickBooks Journal Detail, or QuickBooks Journal Summary. Fund Accounting Bridge 35 QuickBooks

40 After importing Fund Accounting Bridge maps from the new text file, select your Preferred Export Map, then Save the System Preferences. 4. Click the Return to System Preferences button, then the Save/Enter button, to exit System Preferences and retain your Fund Accounting Bridge edits. Now you are ready to use this new map for your Fund Accounting Bridge journal sessions. Fund Accounting Bridge 36 QuickBooks