081106
©2006 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any
form or by any means, electronic, or mechanical, including photocopying, recording, storage in an
information retrieval system, or otherwise, without the prior written permission of Blackbaud, Inc.
The information in this manual has been carefully checked and is believed to be accurate. Blackbaud, Inc.,
assumes no responsibility for any inaccuracies, errors, or omissions in this manual. In no event will
Blackbaud, Inc., be liable for direct, indirect, special, incidental, or consequential damages resulting from
any defect or omission in this manual, even if advised of the possibility of damages.
In the interest of continuing product development, Blackbaud, Inc., reserves the right to make improvements
in this manual and the products it describes at any time, without notice or obligation.
The Raiser’s Edge, MatchFinder, ParaGon, RE:Alum, RE:Event, RE:Member, RE:Queue, RE:Tribute,
RE:Volunteer, RE:Zip, and Blackbaud are registered trademarks of Blackbaud, Inc.
All other products and company names mentioned herein are trademarks of their respective holder.
AFN-SubledgerReconciliationGuide-081106
Subsidiary Ledger
Reconciliation
Guide
SUBSIDIARY LEDGER RECONCILIATION . . . . . . . . . . . . . . . . . . . 1
Considerations Before Reconciling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Reconciling Accounts Payable to General Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Reconciling Student Billing to General Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Reconciling Accounts Receivable to General Ledger . . . . . . . . . . . . . . . . . . . . . . . . 53
Reconciling Purchase Orders to General Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Reconciling The Raiser’s Edge 6.4.1 or Higher to General Ledger . . . . . . . . . . . . . 78
Reconciling Miscellaneous Cash Receipts to General Ledger . . . . . . . . . . . . . . . . . 88
Reconciling Fixed Assets to General Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Reconciling Payroll to General Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
GLOSSARY . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
INDEX . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Subsidiary Ledger
Reconciliation
In This Chapter
Considerations Before Reconciling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
Reconciling Accounts Payable to General Ledger . . . . . . . . . . . . . . . . . . . . . .4
Using Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
Open Invoice Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
Bank Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
Transaction Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9
General Ledger Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12
Reconciliation Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .16
Locating Deleted Invoices and Credit Memos . . . . . . . . . . . . . . . . . . . . . . . .17
Reconciling Student Billing to General Ledger . . . . . . . . . . . . . . . . . . . . . . .25
Using Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Open Item Summary Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Account Activity Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27
Account Distribution Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30
Aging Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .33
Account Balance Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35
Charge and Credit List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .37
Cash Receipts Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43
General Ledger Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46
Transaction Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .50
Reconciliation Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53
Reconciling Accounts Receivable to General Ledger . . . . . . . . . . . . . . . . . . .53
Suspense Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .54
Journal Entries For Suspense Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . .54
Using Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .54
Open Item Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55
Account Distribution Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58
General Ledger Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61
Reconciliation Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .64
Locating Invoices With Application and Post Dates in Different Periods . . .65
Reconciling Purchase Orders to General Ledger . . . . . . . . . . . . . . . . . . . . . .71
Using Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71
Encumbrance Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .71
General Ledger Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .74
Reconciliation Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77
2
CHAPTER 1
Reconciling The Raiser’s Edge 6.4.1 or Higher to General Ledger . . . . . . . 78
Using Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Account Distribution Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
General Ledger Audit Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
General Ledger Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Reconciliation Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Reconciling Miscellaneous Cash Receipts to General Ledger . . . . . . . . . . . 88
Using Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Cash Receipts Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Account Distribution Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
General Ledger Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Reconciliation Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Reconciling Fixed Assets to General Ledger . . . . . . . . . . . . . . . . . . . . . . . . . 99
Using Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Account Distribution Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Year to Date Depreciation Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
General Ledger Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Reconciliation Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Reconciling Payroll to General Ledger . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Using Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Account Distribution Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
941 Tax Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112
State Tax Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Local Tax Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Payroll Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
General Ledger Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Reconciliation Considerations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
SUBSIDIARY LEDGER RECONCILIATION
3
By following procedures outlined in this guide, you can reconcile subsidiary
ledgers in Accounting for Nonprofits 6.4 and The Raiser’s Edge to General
Ledger. In version 6.4 of Accounting for Nonprofits, subsidiary ledgers include
Accounts Payable, Accounts Receivable, Miscellaneous Cash Receipts, Student
Billing, Fixed Assets, and Payroll as well as Purchase Orders, an optional
module to Accounts Payable.
To reconcile the various subsidiary ledgers to General Ledger, you can run
several reports and follow a few procedures specific to each subsidiary to locate
any discrepancies.
These reconciliation procedures assume a standard configuration of Accounting
for Nonprofits 6.4. If you configure the software with different settings, you may
need to adjust these procedures for your organization.
Considerations Before
Reconciling
Before you reconcile any of the subsidiary ledgers to General Ledger, you should
carefully consider several factors and their implications.
Posting method. You can post activity in summary or detail. We strongly
recommend you post in detail. Posting in summary removes all line item
detail from the general ledger, making it difficult to find incorrect entries.
Posting in detail adds each individual transaction, a process that makes
finding incorrect transactions quicker and easier. If you need to post in
summary, you should first print a detailed pre-posting report.
We strongly
recommend you post in
detail. If you need to post in
summary, you should first
print a detailed pre-posting
report.
Manual journal entries. Manual journal entries you make to accounts used by
subsidiary programs change the accounts’ balances and do not appear on the
subsidiary’s side. Filtering out these transactions may make reconciliation
difficult.
Frequency of reconciliations. Before you first use Accounting for
Nonprofits 6.4, make sure your general ledger and subsidiary ledgers are in
balance. If you have been using an earlier version of Accounting for
Nonprofits, find a starting point you know is in balance. We strongly
recommend you reconcile monthly at a minimum to ensure the program
remains in balance. For example, if you wait a few months or until the end of
the fiscal year, you may encounter difficulties locating incorrect activity over
a longer period. Additionally, if you have had difficulty reconciling in the
past, you may want to reconcile the program after each post to General
Ledger.
Source codes. With source codes in General Ledger, you can track each
transaction’s origins. We recommend you establish a system of source codes
and use them consistently. You should use a different source code for manual
journal entries from those you use with subsidiary ledger programs; each
subsidiary should use its own source code. You can use source codes as a
filter when running General Ledger reports. If you are reconciling pledge
receivables between The Raiser’s Edge and General Ledger, you should run
the General Ledger Report only for transactions that originated in The
Raiser’s Edge.
We strongly
recommend you
reconcile monthly at a
minimum to ensure the
program remains in balance.
4
CHAPTER 1
Getting Started
If you cannot establish
a beginning balanced
point, you may need to force
a reconciled balance by
using a journal entry.
Use the following procedure to find a balanced and reconciled starting point. If a
beginning balanced point cannot be established, you may need to force a
reconciled balance by using a journal entry. For more information about
reconciliation reports, see the subsidiary’s Reports Guide.
¾
Finding a balanced and reconciled starting point
1. Run reconciling reports for an entire fiscal year. If reports are in balance,
you know the accounting system is in balance as of the last day of the year
of the reports.
2. If the annual reports do not balance, start with period 12 or 13 and work
backwards to period 1 to find a period in balance. Then, starting with the
first period in balance, move forward period by period looking for
incorrect posts of transactions.
3. If no period in the year is in balance, move to the previous year. Repeat
the process until you find a period and year in balance. When you find a
balanced period, move forward while correcting activity until your
program is in balance for the current period.
Reconciling Accounts Payable
to General Ledger
To ensure the program is in balance, reconcile the open invoice balance in
Accounts Payable to the accounts payable liability account in General Ledger on
a monthly basis.
Using Reports
As part of this reconciliation process, we recommend you run the Open Invoice
Report, Bank Register, the Transaction Register from Accounts Payable, and the
General Ledger Report in detail.
Open Invoice Report
The Open Invoice Report is a list of outstanding invoices and credit memos in a
specified date range. This report reflects the balance of the accounts payable
summary account.
If you restrict the report to a range of post dates, you include invoices or credit
memos with transaction dates in a different period from the post date. If you select
posted activity only, the report only includes invoices and credit memos affecting
the general ledger.
This report should balance to General Ledger; however, if you have problems
reconciling, check for manual journal entries that affect the accounts payable
liability account. For more information about the Open Invoice Report, see the
Reports chapter of the Accounts Payable Guide.
SUBSIDIARY LEDGER RECONCILIATION
¾
Running the Open Invoice Report for reconciling Accounts Payable with
the General Ledger
1. From the Start menu, select Programs, Blackbaud Accounts Payable.
2. Select the Reports module. The Blackbaud - Reports screen appears.
3. Open the Accounts Payable Reports folder.
4. Expand Invoice Reports and select Open Invoice Report.
5. Click the New Report button on the toolbar. The New Open Invoice
Report screen appears on the General tab.
5
6
CHAPTER 1
6. Mark the Show invoices open as of checkbox and enter the reconciliation
date.
7. Select the Dates tab or click Next.
8. In the Include Invoices with these Posting Dates frame, select
“<Specific range>” for the Date field and enter the starting and ending
dates for the reconciliation period.
SUBSIDIARY LEDGER RECONCILIATION
9. Mark the Posted checkbox for the Include invoices marked as field and
clear Not posted and Do not post.
10. Click Print. The Save Report As screen appears.
11. In the Report name field, enter a name for the report.
12. In the Description field, enter a description.
13. To give other users rights to run this Open Invoice Report, mark Others
can execute this report.
14. Click Save and Print. You return to the Blackbaud - Reports screen.
Bank Register
The Bank Register is a list of voided checks with their reversal dates. It locates
checks printed in one period and voided in another period.
When reconciling, you should account for any checks you voided in a period other
than the period in which you wrote the check. For more information about the
Bank Register, see the Bank Accounts chapter of the Accounts Payable Guide
7
8
CHAPTER 1
¾
Running the Bank Register for reconciling Accounts Payable with the
General Ledger
1. From the Start menu, select Programs, Blackbaud Accounts Payable.
2. Select the Bank Accounts module. The Bank Accounts screen appears.
3. In the Bank Account field, select the accounts payable bank account.
4. In the Status field, select “Voided”.
5. In the Transaction Date field, enter a beginning and ending date for the
reconciliation period.
6. Click Filter Now to run the Bank Register.
SUBSIDIARY LEDGER RECONCILIATION
7. To print the Bank Register with a list of all post dates and void dates of
voided checks within the specified date range, select File, Print. The
Print screen appears.
8. Set your printer properties to print the report in landscape orientation.
9. Click OK to print the Bank Register.
10. To exit the Bank Accounts screen, click the X.
Transaction Register
The Transaction Register is a list of invoices or credit memos in a specified
period. It includes all invoices posted from Accounts Payable during the
reconciling period. This report may help identify reconciliation issues. For more
information about the Transaction Register, see the Reports chapter of the
Accounts Payable Guide
¾
Running the Transaction Register for reconciling Accounts Payable with
the General Ledger
1. From the Start menu, select Programs, Blackbaud Accounts Payable.
2. Select the Reports module. The Blackbaud - Reports screen appears.
3. Open the Accounts Payable Reports folder.
9
Do not use the print
button on the toolbar to
print the bank register as its
purpose is for printing
checks.
10
CHAPTER 1
4. Expand Invoice Reports and select Transaction Register.
5. Click the New Report button on the toolbar. New Transaction Register
screen appears on the General tab.
6. In the Include these Transaction Types frame, select Invoices and
credit memos.
SUBSIDIARY LEDGER RECONCILIATION
7. Select the Dates tab or click Next.
8. In the Include Invoices with these Posting Dates frame, select
“<Specific range>” for the Date field and enter the starting and ending
dates for the reconciliation period.
9. In the Include Invoices with these Posting dates frame, mark Posted
only.
10. Select the Banks tab or click Next.
11
12
CHAPTER 1
11. Mark the Include Only Invoices Paid from the Banks Accounts
checkbox.
12. In the Bank Accounts box, highlight the accounts payable bank
account(s) you are reconciling and click the single right arrow. The bank
account appears in the Banks to include box.
13. Click Print. The Save Report As screen appears.
14. In the Report name field, enter a name for the report.
15. In the Description field, enter a description.
16. To give other users rights to run this Transaction Register, mark Others
can execute this report.
17. Click Save and Print. You return to the Blackbaud - Reports screen.
General Ledger Report
The detail General Ledger Report is a list of activity for one or more accounts
during a specified range of accounting periods. Details include beginning and
ending balances and debits and credits posted to the account. For more
information about the General Ledger Report, see the Reports chapter of the
General Ledger Guide.
SUBSIDIARY LEDGER RECONCILIATION
¾
Running the General Ledger Report in detail for reconciling Accounts
Payable with the General Ledger
1. From the Start menu, select Programs, Blackbaud Accounts Payable.
2. Select the Reports module. The Blackbaud - Reports screen appears.
3. Open the General Ledger Reports folder.
4. Expand Miscellaneous Reports and select General Ledger Report.
5. Click the New Report button on the toolbar. The General Ledger Report
screen appears on the General tab.
6. Mark Detail in the Report Type frame.
13
14
CHAPTER 1
7. In the Fiscal Periods frame, select the same start and end periods used for
the Accounts Payable reports.
8. Click Report Filters. The Report-Level Filters screen appears.
9. In the Filter By frame, mark Accounts.
SUBSIDIARY LEDGER RECONCILIATION
10. In the frame that appears on the right, you can mark All, Selected, or
Range. If you mark Selected or Range, you can enter specific account
numbers or ranges of account numbers in the grid, or click the binoculars
to locate the account numbers or ranges being reconciled.
11. In the Filter By frame, mark Sources.
12. In the frame that appears on the right, mark Selected in the Include field.
This enables the box below.
13. Highlight the Accounts Payable source code and click the single arrow to
move it into the Source Codes to include box.
14. Click OK to return to the General Ledger Report screen.
15
16
CHAPTER 1
15. Click Print. The Save Report As screen appears.
16. In the Report name field, enter a name for the report.
17. In the Description field, enter a description.
18. To give other users rights to run this General Ledger Report, mark Others
can execute this report.
19. Click Save and Print. You return to the Blackbaud - Reports screen.
Reconciliation Considerations
Using the Accounts Payable Open Invoice Report, Bank Register, and
Transaction Register, and the General Ledger Report in detail from General
Ledger, you can check for discrepancies and reconcile Accounts Payable to
General Ledger. The Open Invoice Report may not equal the General Ledger
balance for accounts payable for a number of reasons:
Deleted invoices. In version 6.4, a deleted invoice appears on the Open Invoice
Report until the deleted date. The invoice shows as open in General Ledger
from the original post date until the deleted date.
To view deleted invoices, select Edit, Preferences from the menu bar in the
Vendors module of Accounts Payable. On the General tab, mark Show
Deleted Records to see a vendor’s deleted invoices on the Activity tab. When
an invoice is deleted, a screen appears on which you can select a reversal date.
Select the same period as the invoice date. You must post reversals to General
Ledger before they reflect in the accounts payable account.
For information about locating deleted invoices, see “Locating deleted
invoices using Query and Export” on page 17.
Deleted Credit Memos. You must unapply a credit memo before you can
delete it. To view deleted credit memos on the vendor’s Activity tab, select
Edit, Preferences from the menu bar in the Vendors module of Accounts
Payable. On the General tab, mark Show Deleted Records to see a vendor’s
deleted invoices on the Activity tab.
You can track deleted credit memos by using almost the same procedures as
those for tracking deleted invoices. For more information, see “Locating
deleted credit memos using Query and Export” on page 21.
Posting date. Invoices appear on the General Ledger Report based on posting
date. If you use a post date in a different fiscal period from the invoice date,
you will see a discrepancy between Accounts Payable and General Ledger.
Manual journal entries. Manual journal entries to the accounts payable
account in General Ledger do not appear in Accounts Payable.
SUBSIDIARY LEDGER RECONCILIATION
Beginning balances. You may inadvertently double post if you enter
beginning balances to the accounts payable account, and then enter invoices
into Accounts Payable with a status of Not Yet Posted that are part of the
beginning balance amount.
Different periods for payment and post dates. Payments with payment
and post dates in different periods may also change the accounts payable
summary account balance. These dates should be in the same period.
Locating Deleted Invoices and Credit Memos
If you are having difficulty reconciling Accounts Payable to General Ledger,
deleted invoices or credit memos may be the problem. You can use Query and
Export in Accounts Payable to locate deleted invoices and credit memos. For
more information, see the Query chapter of the Accounts Payable Guide.
¾
Locating deleted invoices using Query and Export
Using Query and Export in Accounts Payable, you can create a query
showing the invoice, post, and reversal post dates of any deleted invoice.
1. From the Start menu, select Programs, Blackbaud Accounts Payable.
2. Select the Query and Export module. The Query - Accounts Payable
screen appears.
17
18
CHAPTER 1
3. On the toolbar, click the New Query button. The New Query screen
appears.
4. In the Query type field, select “Invoice”, and click OK. The New Invoice
Query - Accounts Payable screen appears on the Criteria tab.
SUBSIDIARY LEDGER RECONCILIATION
5. Expand the Invoice Information category and select Deleted. The Edit
Field Criteria screen appears.
6. In the Operator field, select “equals”.
7. In the Value field, select “Yes”.
8. Click OK. You return to the Criteria tab. “Deleted equals Yes” appears in
the Filters box.
9. Select the Output tab or click Next.
10. Expand Vendor Information and General Information and select
Vendor name.
Vendor Name appears in the Output box.
11. Expand Invoice Information and select Invoice date, Post date, Post
status, Reversed post status, Reversed post date, and Invoice amount.
19
20
CHAPTER 1
Invoice date, Post date, Post status, Reversed post status, Reversed post
date, and Invoice amount appear in the Output box.
12. Select the Sort tab or click Next.
13. Expand Vendor Information and General Information and select
Vendor name.
Vendor Name appears in the Sort By box.
SUBSIDIARY LEDGER RECONCILIATION
14. Select the Results tab to run the query.
¾
Locating deleted credit memos using Query and Export
Using Query and Export in Accounts Payable, you can create a credit memo
query to locate deleted credit memos.
1. From the Start menu, select Programs, Blackbaud Accounts Payable.
2. Select the Query and Export module. The Query - Accounts Payable
screen appears.
3. On the toolbar, click the New Query button. The New Query screen
appears.
21
22
CHAPTER 1
4. In the Query type field, select “Credit memo” and click OK. The New
Credit Memo Query - Accounts Payable screen appears on the Criteria
tab.
5. Expand the Credit memo information category and select Reversed
post status. The Edit Field Criteria screen appears.
6. In the Operator field, select “equals”.
7. In the Value field, select “To be reversed on”.
SUBSIDIARY LEDGER RECONCILIATION
8. Click OK. You return to the Criteria tab. “Reversed post status equals To
be reversed on” appears in the Filters box.
9. Select the Output tab or click Next.
10. Expand Vendor information and General Information and select
Vendor name.
Vendor Name appears in the Output box.
11. Expand Credit memo information and select Date, Post date, Post
status, Reversed post status, and Reversed post date.
12. Expand Credit memo account distribution and select Amount.
23
24
CHAPTER 1
Date, Post date, Post status, Reversed post status, Reversed post date, and
Amount appear in the Output box.
13. Select the Sort tab or click Next.
14. Expand Vendor Information and General Information, and select
Vendor name.
Vendor Name appears in the Sort By box.
SUBSIDIARY LEDGER RECONCILIATION
15. Select the Results tab to run the query.
Reconciling Student Billing to
General Ledger
To ensure student billing activity is correctly reflected in the general ledger,
reconcile Student Billing 6.4 to the accounts receivable account in General
Ledger 7 on a monthly basis.
Using Reports
As part of the reconciliation process, we recommend you run the Open Item
Summary Report, Student Account Activity Report, Account Distribution Report,
Aging Report, Account Balance Report, Charge and Credit List, and Cash
Receipts Report from Student Billing, and the General Ledger Report in detail
and Transaction Journal from General Ledger.
Open Item Summary Report
The Open Item Summary Report appears in programs configured for open-item
accounting and shows the breakdown of unpaid charges. This report includes a list
of fees plus the amount due. You can compare this report’s total amount to the
accounts receivable balance on the General Ledger Report. For more information
about the Open Item Summary Report, see the Reports chapter of the Student
Billing Guide.
¾
Running the Open Item Report
1. From the Start menu, select Programs, Blackbaud Student Billing.
2. Select the Reports module. The Blackbaud - Reports screen appears.
3. Open the Student Billing Reports folder.
4. Expand Activity Reports and select Open Item Report.
25
26
CHAPTER 1
5. Click the New Report button on the toolbar. The New Open Item Report
screen opens to the General tab.
6. In the Include Transactions with These Dates frame, select “<Specific
range>” in the Transaction date field.
7. In the Start date and End date fields, enter the same starting and ending
dates used for the General Ledger reports.
SUBSIDIARY LEDGER RECONCILIATION
If activity exists with transaction and post dates in different periods, this
report may produce incorrect information. For this report, you must have
posted all activity and have no transactions marked as Do Not Post.
8. Click Print. The Save Report As screen appears.
9. In the Report name field, enter a name for the report.
10. In the Description field, enter a description.
11. To give other users rights to run this open item report, mark Others can
execute this report.
12. Click Save and Print. You return to the Blackbaud - Reports screen.
Account Activity Report
The Account Activity Report lists all student activity, including charges, credits,
and payments. This report provides specific details for each transaction and
receipt listed, including transaction or receipt number, date, type, fee, and amount.
You can compare this report’s total amount to the accounts receivable account in
the General Ledger Report. For more information about the Account Activity
Report, see the Reports chapter of the Student Billing Guide.
27
28
CHAPTER 1
¾
Running the Account Activity Report
1. From the Start menu, select Programs, Blackbaud Student Billing.
2. Select the Reports module. The Blackbaud - Reports screen appears.
3. Open the Student Billing Reports folder.
4. Expand Activity Reports and select Account Activity Report.
5. Click the New Report button on the toolbar. The New Account Activity
Report screen opens to the General tab.
6. In the Include Transactions with These Transaction Dates frame,
select a date range that includes both transaction dates and post dates
within the same period.
SUBSIDIARY LEDGER RECONCILIATION
7. Unmark the Include only those records with a balance over checkbox.
If you mark this box, the report excludes students with a balance below
the entered dollar amount.
8. Mark the Include records with a credit balance checkbox.
9. To shorten the length of the report, unmark the Include all records with a
zero balance checkbox.
10. Mark the Include records on credit hold checkbox to include students
with a charge or credit balance on their accounts.
11. Click Print. The Save Report As screen appears.
12. In the Report name field, enter a name for the report.
13. In the Description field, enter a description.
14. To give other users rights to run and modify the Account Activity Report,
mark Other users can execute this report and Other users can modify
this report.
15. Click Save and Print. You return to the Blackbaud - Reports screen.
29
30
CHAPTER 1
Account Distribution Report
The Account Distribution Report is a breakdown by account of charges, credits,
and payments created in Student Billing. This report should match the balance of
the specified General Ledger account. By selecting a range of post dates and
specific statuses, you can produce a better record of activity affecting the accounts
receivable account.
If the report displays
deleted transactions,
we recommend including
adjusted transactions and
running it again.
The Account Distribution Report reports on transactions marked Posted, Not Yet
Posted, and Do Not Post. Make sure to post all transactions from Student Billing.
Otherwise, run a pre-posting report to indicate Not Yet Posted transactions falling
within the posting period. Because you can filter by post date and status, the
Account Distribution Report is one of the most useful reconciliation reports in
Student Billing.
For more information about the Account Distribution Report, see the Reports
chapter of the Student Billing Guide.
¾
Running the Account Distribution Report
1. From the Start menu, select Programs, Blackbaud Student Billing.
2. Select the Reports module. The Blackbaud - Reports screen appears.
3. Open the Student Billing Reports folder and select Account
Distribution Report.
SUBSIDIARY LEDGER RECONCILIATION
4. Click the New Report button on the toolbar. The New Account
Distribution Report screen opens to the General tab.
5. In the Include Transactions with These Transaction Dates frame,
select “Include all dates” to include all transactions regardless of
transaction date.
6. In the Include Transactions with These Post Dates frame, select
“<Specific range>” in the Post date field.
7. In the Start date and End date fields, enter the same beginning and
ending dates as used for the General Ledger reports.
31
32
CHAPTER 1
8. In the Include transactions with a post status of field, mark the Posted
checkbox and unmark all other options.
9. Select the Accounts tab or click Next.
10. Mark Selected accounts and enter the Student Billing accounts
receivable account number, or click the binoculars to locate the account
number.
SUBSIDIARY LEDGER RECONCILIATION
11. Click Print. The Save Report As screen appears.
12. In the Report name field, enter a name for the report.
13. In the Description field, enter a description.
14. To give other users rights to run and modify the Account Distribution
Report, mark Other users can execute this report and Other users can
modify this report.
15. Click Save and Print. You return to the Blackbaud - Reports screen.
Aging Report
The Aging Report is a summary of students’ past due statuses. It lists aging
categories with the date of the last payment received. For accurate results, all
student billing activity must be posted. For more information about the Aging
Report, see the Reports chapter of the Student Billing Guide.
¾
Running the Aging Report
1. From the Start menu, select Programs, Blackbaud Student Billing.
2. Select the Reports module. The Blackbaud - Reports screen appears.
3. Open the Student Billing Reports folder.
4. Expand Activity Reports and select Aging Report.
33
34
CHAPTER 1
5. Click the New Report button on the toolbar. The New Aging Report
screen opens to the General tab.
General Ledger does
not reflect Do Not Post
transactions. The Aging
Report excludes any activity
with transaction dates after
the date in the Age
Transactions as of field.
6. In the Aging Information frame, select “<Specific date>” in the Age
Transactions as of field.
7. In the Date field, enter the last date of the reconciliation period.
8. Unmark all other checkboxes to remove all restrictions on student
information. This helps identify students affecting the total balance of the
accounts receivable account.
SUBSIDIARY LEDGER RECONCILIATION
9. Click Print. The Save Report As screen appears.
10. In the Report name field, enter a name for the report.
11. In the Description field, enter a description.
12. To give other users rights to run and modify the Aging Report, mark
Other users can execute this report and Other users can modify this
report.
13. Click Save and Print. You return to the Blackbaud - Reports screen.
Account Balance Report
The Account Balance Report lists each student’s name, grade, and account
balance. If all activity is posted, and no transactions are marked as Do Not Post,
the total balance in this report should match the General Ledger Report. For more
information about the Account Balance Report, see the Reports chapter of the
Student Billing Guide.
¾
Running the Account Balance Report
1. From the Start menu, select Programs, Blackbaud Student Billing.
2. Select the Reports module. The Blackbaud - Reports screen appears.
3. Open the Student Billing Reports folder.
4. Expand Activity Reports and select Account Balance Report.
35
36
CHAPTER 1
5. Click the New Report button on the toolbar. The New Account Balance
Report screen opens to the General tab.
6. Select “<Specific date>” in the Calculate balance as of field.
7. Enter the last date of the reconciliation period in the Date field.
8. In the Options frame, mark the Include records on credit hold
checkbox. Students on credit hold may have a charge or credit balance.
9. Unmark the checkbox for Include records with a balance over, and
leave the amount field blank. If you mark this option and enter a dollar
amount, the report excludes students with a balance below the entered
amount.
10. Mark the Include records with a credit balance checkbox.
SUBSIDIARY LEDGER RECONCILIATION
11. For a shorter report, unmark the checkbox for Include records with a
zero balance.
12. Click Print. The Save Report As screen appears.
13. In the Report name field, enter a name for the report.
14. In the Description field, enter a description.
15. To give other users rights to run and modify the Account Balance Report,
mark Other users can execute this report and Other users can modify
this report.
16. Click Save and Print. You return to the Blackbaud - Reports screen.
Charge and Credit List
The Charge and Credit List displays a list of all charges and credits for all
students. When running the Charge and Credit List, first create a query to locate
transactions posted within the reconciliation period, then run the report filtering
on the query results. For more information about the Charge and Credit List, see
the Reports chapter of the Student Billing Guide.
37
38
CHAPTER 1
You must use this report in conjunction with the Cash Receipts Report. To
reconcile this report, use the formula of Total Charges - Total Credits - Cash
Receipts Report = Accounts Receivable Account.
¾
Running the Charge and Credit List
1. From the Start menu, select Programs, Blackbaud Student Billing.
2. Select the Query and Export module. The Query - Student Billing screen
appears.
3. On the toolbar, click the New Query button. The New Query screen
appears.
4. In the Query type field, select “Transaction” and click OK.
SUBSIDIARY LEDGER RECONCILIATION
The New Transaction Query - Student Billing screen opens to the Criteria
tab.
5. In the Available Fields frame, expand Transaction information.
6. Highlight Post Date and click Select. The Edit Field Criteria screen
appears.
7. In the Operator field, select “between”. Two value fields appear.
8. In the Value 1 field, enter the beginning date of the reconciliation period
or click the calendar to select a date.
39
40
CHAPTER 1
9. In the Value 2 field , enter the ending date of the reconciliation period or
click the calendar to select a date.
10. Click OK. Post Date between <Beginning Date> AND <Ending Date>
appears in the Filters frame of the Criteria tab.
11. Click Run to run the query. The program processes the query and
displays transactions in a grid.
SUBSIDIARY LEDGER RECONCILIATION
12. On the menu bar, select File, Save As. The Save Query As screen
appears.
13. Enter a name in the Query name field.
14. Enter a description in the Description field.
15. To give other users rights to run or modify the query, mark Other users
may execute this query and Other users may modify this query.
16. Click OK. The query screen reappears with the name of the query in the
title bar.
17. Close the Query - Student Billing screen.
18. Close the Query - Student Billing screen. Exit Query and Export.
19. From the Start menu, select Programs, Blackbaud Student Billing.
20. Select the Reports module. The Blackbaud - Reports screen appears.
21. Open the Student Billing Reports folder.
22. Expand Activity Reports and select Charge and Credit List.
41
42
CHAPTER 1
23. Click the New Report button on the toolbar. The New Charge and Credit
List screen opens to the General tab.
24. Click Include and choose “Selected Records”. The Open screen appears.
25. In the Query name field, enter the name of the query created in steps
1 - 18 or click Find Now and to locate the query.
You return to the New Charge and Credit List General tab and the selected
query appears next to Include.
SUBSIDIARY LEDGER RECONCILIATION
26. In the Transaction date field of the Include Transactions with These
Dates frame, select “Include all dates” to prevent excluding activity
posted with a transaction date in another period.
27. Click Print. The Save Report As screen appears.
28. In the Report name field, enter a name for the report.
29. In the Description field, enter a description.
30. To give other users rights to run and modify the Charge and Credit List,
mark Other users can execute this report and Other users can modify
this report.
31. Click Save and Print. You return to the Blackbaud - Reports screen.
Cash Receipts Report
The Cash Receipts Report displays a list of all payments and advance deposits
received within a range of dates. With this report, you can filter by both post status
and date. Balances in this report should equal those of the General Ledger cash
account. For more information about the Cash Receipts Report, see the Reports
chapter of the Student Billing Guide.
43
44
CHAPTER 1
¾
Running the Cash Receipts Report
1. From the Start menu, select Programs, Blackbaud Student Billing.
2. Select the Reports module. The Blackbaud - Reports screen appears.
3. Open the Student Billing folder.
4. Expand Transaction Reports and select Cash Receipts Report
5. Click the New Report button on the toolbar. The New Cash Receipts
Report screen opens to the General tab.
6. In the Include Transactions with these Dates frame, select “Include all
dates” for the Deposit date, Entered on date, and Receipt date fields.
SUBSIDIARY LEDGER RECONCILIATION
7. Select the Status tab or click Next.
8. In the Include Deposits with these Statuses frame, mark Open and
Closed.
9. In the Include these Deposits frame, marked Posted and unmark all
other options.
10. In the Post date field, select “<Specific range>”.
45
46
CHAPTER 1
11. In the Start and End fields, enter the start and end dates of the
reconciliation period.
12. Click Print. The Save Report As screen appears.
13. In the Report name field, enter a name for the report.
14. In the Description field, enter a description.
15. To give other users rights to run and modify the Cash Receipts Report,
mark Other users can execute this report and Other users can modify
this report.
16. Click Save and Print. You return to the Blackbaud - Reports screen.
General Ledger Report
The General Ledger Report in detail is a list of activity for one or more accounts
during a specified range of accounting periods. Details include beginning and
ending balances and debits and credits posted to the account. For more
information about the General Ledger Report, see the Reports chapter of the
General Ledger Guide.
SUBSIDIARY LEDGER RECONCILIATION
Once you run the report, subtract any manual entries or any transactions not
associated with the Student Billing source code. The balance equals the total of
the Open Item Summary Report, Student Account Activity Report, Account
Distribution Report, Aging Report, Account Balance Report, Charge and Credit
List, and Cash Receipts Report.
¾
Running the General Ledger Report in detail for reconciling Student
Billing with the General Ledger
1. From the Start menu, select Programs, Blackbaud Student Billing.
2. Select the Reports module. The Blackbaud - Reports screen appears.
3. Open the General Ledger Reports folder.
4. Expand Miscellaneous Reports and select General Ledger Report.
47
48
CHAPTER 1
5. Click the New Report button on the toolbar. The General Ledger Report
screen appears on the General tab.
6. Mark Detail in the Report Type frame.
7. In the Fiscal Periods frame, select the same starting and end dates used
for the Student Billing reports.
SUBSIDIARY LEDGER RECONCILIATION
8. Click Report Filters. The Report-Level Filters screen appears.
9. In the Filter By frame, mark Accounts.
10. In the frame that appears on the right, you can mark All, Selected, or
Range for the Include field. If you mark Selected or Range, you can
enter specific account numbers or ranges of account numbers in the grid,
or click the binoculars to locate the accounts being reconciled.
11. In the Filter By frame, mark Sources.
12. In the frame that appears on the right, mark Selected for the Include field.
This enables the box below.
49
50
CHAPTER 1
13. Select the Student Billing source code and click the single arrow to move
it into the Source Codes to include box.
14. Click OK to return to the General Ledger Reports screen.
15. Click Print. The Save Report As screen appears.
16. In the Report name field, enter a name for the report.
17. In the Description field, enter a description.
18. To give other users rights to run and modify the General Ledger Report,
mark Other users can execute this report and Other users can modify
this report.
19. Click Save and Print. You return to the Blackbaud - Reports screen.
Transaction Journal
The Transaction Journal lists debits and credits posted to specific accounts for
specified source codes. For more information about the Transaction Journal, see
the Reports chapter of the General Ledger Guide.
¾
Running the Transaction Journal for reconciling Student Billing with the
General Ledger
1. From the Start menu, select Programs, Blackbaud Student Billing.
2. Select the Reports module. The Blackbaud - Reports screen appears.
3. Open the General Ledger Reports folder.
SUBSIDIARY LEDGER RECONCILIATION
4. Expand Journal and Batch Reports and select Transaction Journals.
5. Click the New Report button on the toolbar. The New Transaction
Journals screen appears on the General tab.
6. In the Dates frame, enter starting and ending dates for the range of
transaction dates in the reconciliation period.
7. Click Report Filters. The Report-Level Filters screen appears.
8. In the Filter By frame, mark Accounts.
51
52
CHAPTER 1
9. In the frame that appears on the right, you can mark All, Selected, or
Range. If you mark Selected or Range, you can enter specific account
numbers or ranges of account numbers in the grid, or click the binoculars
to locate the account numbers or ranges being reconciled.
10. In the Filter By frame, mark Sources.
11. In the frame that appears on the right, mark Selected in the Include field.
This enables the box below.
12. Select the Student Billing source code, and click the single arrow to move
it into the Source Codes to include box.
13. Click OK to return to the Transaction Journals screen.
SUBSIDIARY LEDGER RECONCILIATION
14. Click Print. The Save Report As screen appears.
15. In the Report name field, enter a name for the report.
16. In the Description field, enter a description.
17. To give other users rights to run and modify the Transaction Journal, mark
Other users can execute this report and Other users can modify this
report.
18. Click Save and Print. You return to the Blackbaud - Reports screen.
Reconciliation Considerations
If the balances produced from the reports in General Ledger and Student Billing
do not match, determine which balance is higher. Then consider these scenarios:
Higher Student Billing Balance. Check for transactions entered with a post
status of Do Not Post; General Ledger does not reflect this activity unless the
transactions were entered manually. Also, any activity with transaction and
post dates in different periods may not appear in General Ledger for the same
time period.
Higher General Ledger Balance. Check for manual journal entries made to
the account in question. Any entries to this account change the balance of the
account; Student Billing does not reflect this activity. Also, activity with
transaction and post dates in different periods may affect this scenario.
Reconciling Accounts
Receivable to General Ledger
To ensure that accounts receivable activity is correctly reflected in the general
ledger, reconcile the open item balance in Accounts Receivable to the accounts
receivable and suspense accounts in General Ledger on a monthly basis.
However, before you reconcile, you must first understand the suspense account
and its effect on reconciling Accounts Receivable to General Ledger.
53
54
CHAPTER 1
Suspense Accounts
In Accounting for Nonprofits 6.4, you must use a suspense account for payment
and credit applications. Suspense accounts are useful because you can use them to
postpone the application of payments and credit reverses. During reconciliation,
you can use suspense accounts to track the applying or un-applying of payments
or credits to identify exactly when receivables balances were affected.
Journal Entries For Suspense Accounts
When you create invoices, sales returns, debit memos, credit memos, and
payments, Accounts Receivable creates journal entries. As demonstrated in the
table, sales returns, credit memos, and payments are credited to the suspense
accounts when entered into the journal.
Document Types and Transactions
Document Type
Debit
Credit
Invoice
Receivable
Revenue
Sales Return
Revenue
Suspense
Debit Memo
Receivable
Revenue
Credit Memo
Revenue
Suspense
Payment
Cash
Suspense
Later, when payments, credits, or sales returns are applied to these accounts, the
program creates a journal entry to debit the suspense account and credit the
receivables account. These journal entries clear the suspense account and reduce
the receivables balance as shown in the table:
Suspense and Receivables Accounts After Application
Condition
Debit
Credit
Apply
Suspense
Receivable
Un-apply
Receivable
Suspense
Using Reports
As part of the reconciliation process, we recommend running the Open Item
Report and Account Distribution Report from Accounts Receivable, and the
General Ledger Report in detail from General Ledger.
SUBSIDIARY LEDGER RECONCILIATION
Open Item Report
The Open Item Report is a list of unresolved payments, invoices, debit and credit
memos, and sales returns for a specified period. The total amount of unapplied
activity should equal the suspense and accounts receivable accounts. For more
information about the Open Item Summary Report, see the Reports chapter of the
Accounts Receivable Guide.
When receivables and suspense accounts are unique with no manual entries, two
statements are true about the relationship between the Open Item Report and the
relevant receivables or suspense account:
• Open Item Report = Balance in Receivables Account (Invoice and Debit
Memo posted transactions) as of the last day of period X
• Open Item Report = Balance in Suspense Account (Unapplied Payments,
Credits, and Sales Returns posted transactions) as of the last day of
period X
¾
Running the Open Item Summary Report
1. From the Start menu, select Programs, Blackbaud Accounts
Receivable.
2. Select the Reports module. The Blackbaud - Reports screen appears.
3. From the Reports screen, open the Accounts Receivable Reports folder.
4. Expand Document Reports and select Open Item Report.
5. Click the New Report button on the toolbar. The New Open Item Report
screen opens to the General tab.
6. In the Include Transactions with these Dates frame, select “<Specific
range>” for the Post Date field.
55
56
CHAPTER 1
7. In the Start and End fields, enter the starting and ending dates for the
range of post dates in the reconciliation period.
8. In the Include Transactions with these Post Statuses frame, mark
Posted and clear all other options.
If you enter and pay an
invoice in different
periods, the report may
show it open as of this
specific date even if the
issue is resolved as of the
date of the report. The Show
transactions open as of
<Date> option uses
payment application dates
when designating whether or
not to include transactions in
the report.
9. Mark Show transactions open as of and enter the end date of the
reconciliation period.
10. Select the Transaction Types tab or click Next.
SUBSIDIARY LEDGER RECONCILIATION
11. Mark Include only selected transaction types.
12. If you are reconciling your accounts receivable accounts, highlight Open
invoice and Open debit memo in the Transaction types box and click
the single right arrow button.
13. If you are reconciling your suspense accounts, highlight Unapplied sales
return, Unapplied credit memo, and Unapplied payment in the
Transaction types box and click the single right arrow button.
57
58
CHAPTER 1
14. Click Print. The Save Report As screen appears.
15. In the Report name field, enter a name for the report.
16. In the Description field, enter a description.
17. To give other users rights to run and modify the Open Item Report, mark
Other users can execute this report and Other users can modify this
report.
18. Click Save and Print. You return to the Blackbaud - Reports screen.
Account Distribution Report
The Account Distribution Report displays all debits and credits for specified
General Ledger accounts in detail or summary format. For more information
about the Account Distribution Report, see the Reports chapter of the Accounts
Receivable Guide.
¾
Running the Account Distribution Report
1. From the Start menu, select Programs, Blackbaud Accounts
Receivable.
2. Select the Reports module. The Blackbaud - Reports screen appears.
3. Open the Accounts Receivable Reports folder.
4. Expand Document Reports and select Account Distribution Report.
SUBSIDIARY LEDGER RECONCILIATION
5. Click the New Report button on the toolbar. The New Account
Distribution Report screen opens to the General tab.
6. In the Include Transactions with these Dates frame, select “<Specific
range>” in the Post date field.
7. In the Start and End fields, enter beginning and ending dates for the
reconciliation period.
8. In the Include Transactions with these Post Statuses frame, select
Posted and unmark all other options.
59
60
CHAPTER 1
9. Select the Accounts tab.
10. Mark Selected accounts.
11. Enter the account numbers or click the binoculars to locate the accounts
being reconciled.
12. Click Print. The Save Report As screen appears.
13. In the Report name field, enter a name for the report.
14. In the Description field, enter a description.
15. To give other users rights to run and modify the Account Distribution
Report, mark Other users can execute this report and Other users can
modify this report.
16. Click Save and Print. You return to the Blackbaud - Reports screen.
SUBSIDIARY LEDGER RECONCILIATION
General Ledger Report
The General Ledger Report in detail is a list of activity for one or more accounts
during a specified range of accounting periods. Details include beginning and
ending balances and debits and credits posted to the account. For more
information about the General Ledger Report, see the Reports chapter of the
General Ledger Guide.
¾
Running the General Ledger Report in detail for reconciling Accounts
Receivable with the General Ledger
1. From the Start menu, select Programs, Blackbaud Accounts
Receivable.
2. Select the Reports module. The Blackbaud - Reports screen appears.
3. Open the General Ledger Reports folder.
4. Expand Miscellaneous Reports and select General Ledger Report.
61
62
CHAPTER 1
5. Click the New Report button on the toolbar. The New General Ledger
Report screen appears on the General tab.
6. Mark Detail in the Report Type frame.
7. In the Fiscal Periods frame, select the same fiscal year and start and end
periods used for the Accounts Receivable reports.
SUBSIDIARY LEDGER RECONCILIATION
8. Click Report Filters. The Report-Level Filters screen appears.
9. In the Filter By frame, mark Accounts.
10. In the frame that appears on the right, you can mark All, Selected, or
Range. If you mark Selected or Range, you can enter specific account
numbers or ranges of account numbers in the grid, or click the binoculars
to locate the account numbers or ranges being reconciled.
11. In the Filter By frame, mark Sources.
12. In the frame that appears on the right, mark Selected in the Include field.
This enables the box below.
63
64
CHAPTER 1
13. Select the Accounts Receivable source code and click the single arrow to
move it into the Source Codes to include box.
14. Click OK to return to the General Ledger Report screen.
15. Click Print. The Save Report As screen appears.
16. In the Report name field, enter a name for the report.
17. In the Description field, enter a description.
18. To give other users rights to run and modify the General Ledger Report,
mark Other users can execute this report and Other users can modify
this report.
19. Click Save and Print. You return to the Blackbaud - Reports screen.
If the reports do not match, one or more of the accounts receivable accounts are
out of balance. Run the Account Distribution Report to see exactly what activity
posted from Accounts Receivable for a specified account and date range.
Reconciliation Considerations
If the balances produced from the reports in General Ledger and Accounts
Receivable do not match, determine which is higher. Then consider these
scenarios:
SUBSIDIARY LEDGER RECONCILIATION
Higher Accounts Receivable balance. Check for transactions entered with
a post status of Do Not Post; General Ledger does not reflect this activity
unless the transactions were entered manually in General Ledger. Also, any
activity that has transaction and post dates in different periods may not appear
in General Ledger for the same time period.
Higher General Ledger balance. Check for manual journal entries made to
the account in question. Accounts Receivable does not reflect manual journal
entries, and these entries change account balance. Activity with transaction
and post dates in different periods may also affect this scenario.
Processing payments when reconciling the suspense account. When
reconciling the suspense account, keep in mind processing payments with
application dates and post dates in different periods can affect reconciliation.
When reconciling accounts receivable and suspense accounts, consider these
scenarios:
Assigning transactions a Do Not Post status. This process can have a
major impact on reconciliation. For example, suppose you enter an invoice for
$100 as Do Not Post, then enter a payment for $100 as Not Yet Posted, and
then post. Finally, you apply the payment to the invoice. You would have
these entries:
Debit
Credit
Invoice
-
-
Payment
Cash
Suspense
Suspense
Receivable
Application
These transactions do not correctly balance both accounts. The suspense
account clears correctly, but the receivable and revenue accounts are
incorrectly understated because the invoice was never posted.
Adjusting the post date of any application. The application date defaults
to the operating system date. The post date also uses this date; however, you
can change it when applying a receipt by selecting the application history
screen before posting. Keep in mind this approach causes difficulty because
the Open Item and Aging reports use the application date when designating
the pay date of an invoice. General Ledger uses post dates. Consequently, if
these dates are in different periods, the Open Item Report at the end of the
month does not reconcile to the ledger accounts.
To account for these differences, use an application query requesting the
application and post dates of all customers for the reconciliation period. You
must account for any application dates different from post dates falling in a
different period.
Locating Invoices With Application and Post Dates in
Different Periods
If you apply and post invoice payments in different periods, this may affect
reconciliation. You can use a query to locate these payments. For more
information, see the Query chapter of the Accounts Receivable Guide.
65
66
CHAPTER 1
¾
Locating invoices with application and post dates in different periods
using Query and Export
1. From the Start menu, select Programs, Blackbaud Accounts
Receivable.
2. Select the Query and Export module. The Query - Accounts Receivable
screen appears.
3. On the toolbar, click the New Query button. The New Query screen
appears.
4. In the Query type field, select “Application” and click OK.
SUBSIDIARY LEDGER RECONCILIATION
The New Application Query - Accounts Receivable screen opens to the
Criteria tab.
5. Expand Application Information and select Application date. The Edit
Field Criteria screen appears.
6. In the Operator field, select “between”. Two value fields appear.
7. In the Value 1 field, enter the beginning date for the reconciling period or
use the calendar to select a date.
67
68
CHAPTER 1
8. In the Value 2 field, enter the ending date for the reconciling period or use
the calendar to select a date.
9. Click OK. Application Date between <Beginning Date> AND
<Ending Date> appears in the Filters box on the Criteria tab.
SUBSIDIARY LEDGER RECONCILIATION
10. Select Post Date. The Edit Field Criteria screen appears.
11. In the Operator field, select “not between”. Two value fields appear.
12. In the Value 1 field, enter the beginning date for the reconciling period or
use the calendar to select a date.
13. In the Value 2 field, enter the ending date for the reconciling period or use
the calendar to select the date.
69
70
CHAPTER 1
14. Click OK. AND Post Date not between <Beginning Date> AND
<Ending Date> appears in the Filters box on the Criteria tab.
15. Select the Output tab or click Next.
16. Expand Application information and select Customer, Document
Type, Amount, and Application Date.
17. Select the Sort tab or click Next.
SUBSIDIARY LEDGER RECONCILIATION
18. Expand Application information, and select Customer.
19. Select the Results tab to run the query.
Reconciling Purchase Orders
to General Ledger
To ensure the program is in balance, reconcile the open encumbrance balance in
Purchase Orders to the encumbrance liability account in General Ledger on a
monthly basis.
Using Reports
With the Encumbrance Report from Purchase Orders and the General Ledger
Report in detail, you can check for discrepancies and reconcile Purchase Orders
to General Ledger.
As another check, you can run a trial balance for only encumbrance amounts. The
Encumbrance Report and account totals on the trial balance should match. The
balance of the encumbrance summary account in General Ledger should equal
the grand total of the Encumbrance Report in Accounts Payable.
Encumbrance Report
The Encumbrance Report lists the encumbrance post balance and accounts and
projects to which each line item was posted. Before running the Encumbrance
Report, you should first post all purchase orders. For more information about the
Encumbrance Report, see the Query, Reports, and Mail chapter of the Purchase
Orders Guide.
71
72
CHAPTER 1
¾
Running the Encumbrance Report
1. From the Start menu, select Programs, Blackbaud Accounts Payable.
2. Select the Reports module. The Blackbaud - Reports screen appears.
3. Open the Accounts Payable Reports folder.
4. Expand Purchase Order Reports and select Encumbrance Report.
5. Click the New Report button on the toolbar. The New Encumbrance
Report screen appears on the General tab.
6. In the Include Purchase Orders with these Dates frame, select “Include
all dates”.
SUBSIDIARY LEDGER RECONCILIATION
7. In the Include Line Items with these Posting Dates frame, select
“Include all dates”.
8. Mark the Show the account summary checkbox.
9. Clear the Include PO’s whose encumbrance post balance is zero
checkbox.
10. Click Print. The Save Report As screen appears.
11. In the Report name field, enter a name for the report.
12. In the Description field, enter a description.
13. To give other users rights to run and modify the Encumbrance Report,
mark Other users can execute this report and Other users can modify
this report.
14. Click Save and Print. You return to the Blackbaud - Reports screen.
73
74
CHAPTER 1
General Ledger Report
The General Ledger Report in detail is a list of activity for one or more accounts
during a specified range of accounting periods. Details include beginning and
ending balances and debits and credits posted to the account. For more
information about the General Ledger Report, see the Reports chapter of the
General Ledger Guide.
¾
Running the General Ledger Report in detail for reconciling Purchase
Orders with the General Ledger
1. From the Start menu, select Programs, Blackbaud Accounts Payable.
2. Select the Reports module. The Blackbaud - Reports screen appears.
3. Open the General Ledger Reports folder.
4. Expand Miscellaneous Reports by clicking the plus sign next to the
folder name and select General Ledger Report.
SUBSIDIARY LEDGER RECONCILIATION
5. Click the New Report button on the toolbar. The General Ledger Report
screen appears on the General tab.
6. Mark Detail in the Report Type frame.
7. In the Fiscal Periods frame, select the same start and end periods used for
the Purchase Orders report.
75
76
CHAPTER 1
8. Click Report Filters. The Report-Level Filters screen appears.
9. In the Filter By frame, mark Accounts.
10. In the frame that appears on the right, you can mark All, Selected, or
Range. If you mark Selected or Range, you can enter specific account
numbers or ranges of account numbers in the grid, or click the binoculars
to locate the account numbers or ranges being reconciled.
11. In the Filter By frame, mark Sources.
12. In the frame that appears on the right, mark Selected in the Include field.
This enables the box below.
SUBSIDIARY LEDGER RECONCILIATION
13. Highlight Purchase Orders, and click the single arrow to move the
Purchase Orders source code into the Source Codes to include box.
14. Click OK to return to the General Ledger Report screen.
15. Click Print. The Save Report As screen appears.
16. In the Report name field, enter a name for the report.
17. In the Description field, enter a description.
18. To give other users rights to run and modify the General Ledger Report,
mark Other users can execute this report and Other users can modify
this report.
19. Click Save and Print. You return to the Blackbaud - Reports screen.
Reconciliation Considerations
If balances produced from reports in General Ledger and Purchase Orders do not
match, determine which is higher. Consider these scenarios:
Higher Purchase Orders balance. Check for transactions entered with a post
status of Do Not Post; General Ledger does not reflect this activity unless
transactions were entered manually in General Ledger. Also, any activity
with transaction and post dates in different periods may not appear in General
Ledger for the same time period.
77
78
CHAPTER 1
Higher General Ledger balance. Check for manual journal entries made to
the account in question. Purchase Orders does not reflect manual journal
entries, and these entries change the account balance. Also, activity with
transaction and post dates in different periods may affect this scenario.
Numbers overall do not match. Review the encumbrance report for any
purchase orders that may reflect an inaccurate encumbrance balance. If the
program includes any closed purchase orders with a remaining encumbrance
balance, contact Blackbaud Customer Support at 800-468-8996 for assistance.
Reconciling The Raiser’s Edge
6.4.1 or Higher to General
Ledger
To ensure the program is in balance, reconcile gifts posted from The Raiser’s
Edge to General Ledger on a monthly basis.
Using Reports
As part of the reconciliation process, we recommend you run the Account
Distribution Report and General Ledger Audit Report from The Raiser’s Edge,
and the General Ledger Report in detail from General Ledger.
Account Distribution Report
The Account Distribution Report is a list by account number of gifts within a
specific date range. You can run this report by post status or gift type. For more
information about the Account Distribution Report, see the Financial Reports
chapter of The Raiser’s Edge for Windows User’s Guide.
¾
Running the Account Distribution Report for reconciling The Raiser’s
Edge with the General Ledger
1. From the Start menu, select Programs, The Raiser’s Edge for
Windows.
SUBSIDIARY LEDGER RECONCILIATION
2. Select the Reports module. The Select Report screen appears.
3. Select Financial Reports in the Report Types box. A list of financial
reports appears in the Report Names box.
4. Select Account Distribution Report and click OK. The Account
Distribution Report screen appears on the General tab.
79
80
CHAPTER 1
5. In the Report Start Date and Report End Date fields, enter beginning
and ending dates for the reconciliation period.
6. Select the Gift Types tab or click Next.
7. In the Report Gift Type Filters frame, highlight gift types to include in
the reconciliation. Click the single arrow to move the gift types into the
Gifts to Include box.
8. Select the Format tab or click Next.
SUBSIDIARY LEDGER RECONCILIATION
9. In the Include Gifts frame, mark Posted.
10. Select File, Print Report. The Print screen appears.
11. Click OK.
12. You return to the Raiser’s Edge - Reports screen. To exit, click the X.
General Ledger Audit Report
When you delete or reverse gifts, the program creates a reversing entry in General
Ledger; however, the deleted gifts no longer appear in reports from The Raiser’s
Edge. The General Ledger Audit Report lists any posted activity deleted from The
Raiser’s Edge, including activity omitted from the Account Distribution Report.
For more information about the General Ledger Audit Report, see the Financial
Reports chapter of The Raiser’s Edge for Windows User’s Guide.
81
82
CHAPTER 1
Once you run the General Ledger Audit Report, you can remove activity from
The Raiser’s Edge by either deleting or adjusting activity. If you delete activity,
the program creates reversing entries to post to General Ledger. If you adjust
activity, the program creates adjusting entries to General Ledger. You must post
to General Ledger to transfer the information.
¾
Running the General Ledger Audit Report for reconciling The Raiser’s
Edge with the General Ledger
1. From the Start menu, select Programs, The Raiser’s Edge for
Windows.
2. Select the Reports module. The Select Report screen appears.
3. Select Financial Reports in the Report Types box. A list of reports
appears in the Report Names box.
4. Select General Ledger Audit Report and click OK. The General Ledger
Audit Report screen appears on the General tab.
5. In the Report Start Date and Report End Date fields, enter beginning
and ending dates for the reconciliation period.
SUBSIDIARY LEDGER RECONCILIATION
6. In the Date field, select Post Date.
7. Select the Gift Types tab or click Next.
8. In the Report Gift Type Filters frame, highlight gift types to include in
the reconciliation. Click the single arrow to move the gift types into the
Gifts to Include box.
83
84
CHAPTER 1
9. Select File, Print Report. The Print screen appears.
10. Click OK.
11. You return to the Raiser’s Edge - Reports screen. To exit, click the X.
General Ledger Report
The General Ledger Report in detail is a list of activity for one or more accounts
during a specified range of accounting periods. Details include beginning and
ending balances and debits and credits posted to the account. For more
information about the General Ledger Report, see the Reports chapter of the
General Ledger Guide.
¾
Running the General Ledger Report in detail for reconciling The
Raiser’s Edge with the General Ledger
1. From the Start menu, select Programs, Blackbaud General Ledger.
2. Select the Reports module. The Blackbaud - Reports screen appears.
3. Open the General Ledger Reports folder.
SUBSIDIARY LEDGER RECONCILIATION
4. Expand Miscellaneous Reports and select General Ledger Report in
the box on the left.
5. Click the New Report button on the toolbar. The General Ledger Report
screen appears on the General tab.
6. Mark Detail in the Report Type frame.
85
86
CHAPTER 1
7. In the Fiscal Periods frame, select the same fiscal year and start and end
periods used for the reports from The Raiser’s Edge.
8. Click Report Filters. The Report-Level Filters screen appears.
9. In the Filter By frame, mark Accounts.
10. In the frame that appears on the right, you can mark All, Selected, or
Range. If you mark Selected or Range, you can enter specific account
numbers or ranges of account numbers in the grid, or use the binoculars to
locate the account numbers or ranges you are reconciling.
11. In the Filter By frame, mark Sources.
12. In the frame that appears on the right, mark Selected in the Include field.
This enables the box below.
SUBSIDIARY LEDGER RECONCILIATION
13. Select the The Raiser’s Edge source code and click the single arrow to
move it into the Source Codes to include box.
14. Click OK to return to the General Ledger Report screen.
15. Click Print. The Save Report As screen appears.
16. In the Report name field, enter a name for the report.
17. In the Description field, enter a description.
18. To give other users rights to run this general ledger report, mark Others
can execute this report.
19. Click Save and Print. You return to the Blackbaud - Reports screen.
Reconciliation Considerations
Numbers produced from reports in The Raiser’s Edge and General Ledger may
not match because of activity not yet posted or imported. Unlike posting
Accounting for Nonprofits’ subsidiary programs, posting gifts is a two-step
process. After you post from The Raiser’s Edge, you must import the file into
General Ledger. Remember, General Ledger does not reflect gifts marked with a
post status of Do Not Post. If The Raiser’s Edge contains gifts not yet posted, or if
posted batches are not imported (or are mistakenly imported more than once),
balances in General Ledger will be affected.
87
88
CHAPTER 1
Reconciling Miscellaneous
Cash Receipts to General
Ledger
To ensure the program is in balance, reconcile deposits in Miscellaneous Cash
Receipts to the cash account in General Ledger on a monthly basis. Although
bank statements should reflect all deposits, you can also run reconciliation reports
to balance cash accounts.
Using Reports
As part of the reconciliation process, we recommend running the Cash Receipts
Report and Account Distribution Report from Miscellaneous Cash Receipts, and
the General Ledger Report in detail from General Ledger.
Cash Receipts Report
The Cash Receipts Report shows information about receipts such as deposit and
receipt number, receipt date, source, and amount. This report also provides a
summary by deposit and the grand total amount. For more information about the
Cash Receipts Report, see the Reports chapter of the Miscellaneous Cash Receipts
Guide.
¾
Running the Cash Receipts Report
1. From the Start menu, select Programs, Blackbaud Miscellaneous Cash
Receipts.
2. Select the Reports module. The Blackbaud - Reports screen appears.
3. From the Reports screen, open the Cash Receipts Reports folder.
4. Expand Transaction Reports and select Cash Receipts Report.
SUBSIDIARY LEDGER RECONCILIATION
5. Click the New Report button on the toolbar. The New Cash Receipts
Report screen opens to the General tab.
6. In the Deposit date, Entered on date, and Receipt date fields of the
Include Transactions with these Dates frame, include all dates so all
receipts and deposits are included regardless of date.
7. In the Include Transactions with these Numbers frame, leave the
Deposit Number and Receipt Number fields blank to include all
transactions regardless of receipt or deposit number.
89
90
CHAPTER 1
8. Select the Status tab or click Next.
9. In the Include Deposits with these Statuses frame, mark Open and
Closed.
10. In the Include Receipts with these Post Statuses frame, mark Posted.
Unmark Not Yet Posted and Do Not Post.
11. In the Post date field, select “<Specific range>”.
SUBSIDIARY LEDGER RECONCILIATION
12. In the Start and End fields, enter starting and ending dates for the
reconciliation period.
13. Click Print. The Save Report As screen appears.
14. In the Report name field, enter a name for the report.
15. In the Description field, enter a description.
16. To give other users rights to run and modify the Cash Receipts Report,
mark Other users can execute this report and Other users can modify
this report.
17. Click Save and Print. You return to the Blackbaud - Reports screen.
Account Distribution Report
The Account Distribution Report is a list of debits and credits for specified
accounts posted from Miscellaneous Cash Receipts. The debits and credits in this
report should match the account detail in General Ledger. For more information
about the Account Distribution Report, see the Reports chapter of the
Miscellaneous Cash Receipts Guide.
91
92
CHAPTER 1
¾
Running the Account Distribution Report
1. From the Start menu, select Programs, Blackbaud Miscellaneous Cash
Receipts.
2. Select the Reports module. The Blackbaud - Reports screen appears.
3. Open the Cash Receipts Reports folder.
4. Expand Activity Reports and select Account Distribution Report.
5. Click the New Report button on the toolbar. The New Account
Distribution Report screen opens to the General tab.
6. In the Deposit date, Entered on date, and Receipt date fields of the
Include Deposits with these Dates frame, include all dates so all
deposits are included regardless of date.
7. In the Include Deposits with these Numbers frame, leave the Deposit
Number and Receipt Number fields blank to include all deposits
regardless of receipt or deposit number.
SUBSIDIARY LEDGER RECONCILIATION
8. Mark Include adjustment transactions to include adjustments made to
posted transactions.
9. Select the Status tab or click Next.
10. In the Include Deposits with these Post Statuses frame, mark Open and
Closed.
11. In the Include Deposits with these Post Statuses frame, mark Posted.
Unmark Not Yet Posted and Do Not Post.
93
94
CHAPTER 1
12. For Post date, select “<Specific range>”.
13. In the Start and End fields, enter starting and ending dates for the
reconciliation period.
14. Select the Accounts tab.
15. Mark Selected accounts, and enter the cash account number or click the
binoculars to locate the accounts being reconciled.
SUBSIDIARY LEDGER RECONCILIATION
16. Click Print. The Save Report As screen appears.
17. In the Report name field, enter a name for the report.
18. In the Description field, enter a description.
19. To give other users rights to run and modify the Account Distribution
Report, mark Other users can execute this report and Other users can
modify this report.
20. Click Save and Print. You return to the Blackbaud - Reports screen.
General Ledger Report
The General Ledger Report in detail is a list of activity for one or more accounts
during a specified range of accounting periods. Details include beginning and
ending balances and debits and credits posted to the account. For more
information about the General Ledger Report, see the Reports chapter of the
General Ledger Guide.
¾
Running the General Ledger Report in detail for reconciling
Miscellaneous Cash Receipts with the General Ledger
1. From the Start menu, select Programs, Blackbaud Miscellaneous Cash
Receipts.
2. Select the Reports module. The Blackbaud - Reports screen appears.
3. Open the General Ledger Reports folder.
95
96
CHAPTER 1
4. Expand Miscellaneous Reports and select General Ledger Report.
5. Click the New Report button on the toolbar. The General Ledger Report
screen appears on the General tab.
6. Mark Detail in the Report Type frame.
SUBSIDIARY LEDGER RECONCILIATION
7. In the Fiscal Periods frame, select the same fiscal year and start and end
periods as the Miscellaneous Cash Receipts reports.
8. Click Report Filters. The Report-Level Filters screen appears.
9. In the Filter By frame, mark Accounts.
97
98
CHAPTER 1
10. In the frame that appears on the right, you can mark All, Selected, or
Range. If you mark Selected or Range, you can enter specific account
numbers or ranges of account numbers in the grid, or click the binoculars
to locate the account numbers or ranges being reconciled.
11. In the Filter By frame, mark Sources.
12. In the frame that appears on the right, mark Selected in the Include field.
This enables the box below.
13. Select the Miscellaneous Cash Receipts source code, and click the single
arrow to move it into the Source Codes to include box.
14. Click OK to return to the General Ledger Report screen.
15. Click OK to return to the General Ledger Report screen.
SUBSIDIARY LEDGER RECONCILIATION
16. Click Print. The Save Report As screen appears.
17. In the Report name field, enter a name for the report.
18. In the Description field, enter a description.
19. To give other users rights to run this General Ledger Report, mark Others
can execute this report.
20. Click Save and Print. You return to the Blackbaud - Reports screen.
Reconciliation Considerations
If balances produced from reports in General Ledger and Miscellaneous Cash
Receipts do not match, determine which is higher. Consider these scenarios:
Higher Miscellaneous Cash Receipts balance. Check for transactions
entered with a post status of Do Not Post; General Ledger does not reflect
this activity unless transactions were entered manually in General Ledger.
Also, any activity with transaction and post dates in different periods may not
appear in General Ledger for the same time period.
Higher General Ledger balance. Check for manual journal entries made to
the account in question. Miscellaneous Cash Receipts does not reflect manual
journal entries, and these entries change the account balance. Also, activity
with transaction and post dates in different periods may affect this scenario.
Reconciling Fixed Assets to
General Ledger
To ensure fixed asset activity is correctly reflected in the general ledger, reconcile
depreciation in Fixed Assets to depreciation expense accounts in General Ledger
on a monthly basis. Following this process ensures depreciation expenses are
being tracked properly.
Using Reports
As part of the reconciliation process, we recommend you run the Account
Distribution Report and Year to Date Depreciation Report from Fixed Assets, and
the General Ledger Report in detail from General Ledger.
99
100
CHAPTER 1
Account Distribution Report
The Account Distribution Report is a list of debits and credits for specified
accounts posted from Fixed Assets. The debits and credits in this report should
match the account detail in General Ledger. For more information about the
Account Distribution Report, see the Reports chapter of the Fixed Assets Guide.
¾
Running the Account Distribution Report
1. From the Start menu, select Programs, Blackbaud Fixed Assets.
2. Select the Reports module. The Blackbaud - Reports screen appears.
3. Open Fixed Assets Reports by double-clicking the folder.
4. Expand Transaction Reports and select Account Distribution Report.
SUBSIDIARY LEDGER RECONCILIATION
5. Click the New Report button on the toolbar. The New Account
Distribution Report screen opens to the General tab.
6. In the Post date field of the Include Depreciation Transactions with
these Dates frame, select “<Specific range>”.
7. In the Start and End fields, enter starting and ending dates for the
reconciliation period.
8. In the Post Status frame, mark Posted and unmark all other options.
101
102
CHAPTER 1
9. Click Next or select the Accounts tab.
10. Mark Selected accounts and enter the fixed asset account number or click
the binoculars to locate the accounts being reconciled.
11. Click Print. The Save Report As screen appears.
12. In the Report name field, enter a name for the report.
13. In the Description field, enter a description.
14. To give other users rights to run and modify the Account Distribution
Report, mark Other users can execute this report and Other users can
modify this report.
15. Click Save and Print. You return to the Blackbaud - Reports screen.
SUBSIDIARY LEDGER RECONCILIATION
Year to Date Depreciation Report
The Year to Date Depreciation Report lists both prior-year and year-to-date
depreciation. The report should match the detail General Ledger Report for each
depreciation expense account. The Year to Date Depreciation Report includes no
specific account number filter; instead it assumes all departments selected are
posting to the same depreciation expense account. For more information about the
Year to Date Depreciation Report, see the Reports chapter of the Fixed Assets
Guide.
¾
Running the Year to Date Depreciation Report
1. From the Start menu, select Programs, Blackbaud Fixed Assets.
2. Select the Reports module. The Blackbaud - Reports screen appears.
3. Open Fixed Assets Reports by double-clicking the folder.
4. Expand Transaction Reports and select Year to Date Depreciation
Report.
103
104
CHAPTER 1
5. Click the New Report button on the toolbar. The New Year to Date
Depreciation Report screen opens to the General tab.
6. In the Calculate Date field, select “<Specific Date>”.
7. In the field to the right of Calculate Date, enter the ending date of the
reconciliation period.
8. In the Post date field, select “<Specific range>”.
9. In the Start and End fields, enter starting and ending dates for the
reconciliation period.
SUBSIDIARY LEDGER RECONCILIATION
10. In the Posted status field, select Posted and unmark all other options.
11. Click Print. The Save Report As screen appears.
12. In the Report name field, enter a name for the report.
13. In the Description field, enter a description.
14. To give other users rights to run and modify the Year to Date Depreciation
Report, mark Other users can execute this report and Other users can
modify this report.
15. Click Save and Print. You return to the Blackbaud - Reports screen.
General Ledger Report
The General Ledger Report in detail is a list of activity for one or more accounts
during a specified range of accounting periods. Details include beginning and
ending balances and debits and credits posted to the account. For more
information about the General Ledger Report, see the Reports chapter of the
General Ledger Guide.
105
106
CHAPTER 1
¾
Running the General Ledger Report in detail for reconciling Fixed Assets
with the General Ledger
1. From the Start menu, select Programs, Blackbaud Fixed Assets.
2. Select the Reports module. The Blackbaud - Reports screen appears.
3. Open the General Ledger Reports folder.
4. Expand Miscellaneous Reports and select General Ledger Report.
5. Click the New Report button on the toolbar. The General Ledger Report
screen appears on the General tab.
6. Mark Detail in the Report Type frame.
SUBSIDIARY LEDGER RECONCILIATION
7. In the Fiscal Periods frame, select the same fiscal year and starting and
ending periods used in the Fixed Assets reports.
8. Click Report Filters. The Report-Level Filters screen appears.
9. In the Filter By frame, mark Accounts.
107
108
CHAPTER 1
10. In the frame that appears on the right, you can mark All, Selected, or
Range. If you mark Selected or Range, you can enter specific account
numbers or ranges of account numbers in the grid, or click the binoculars
to locate the account numbers or ranges being reconciled.
11. In the Filter By frame, mark Sources.
12. In the frame that appears on the right, mark Selected in the Include field.
This enables the box below.
13. Select the Fixed Assets source code, and click the single arrow to move it
into the Source Codes to include box.
14. Click OK to return to the General Ledger Report screen.
SUBSIDIARY LEDGER RECONCILIATION
15. Click Print. The Save Report As screen appears.
16. In the Report name field, enter a name for the report.
17. In the Description field, enter a description.
18. To give other users rights to run this General Ledger Report, mark Others
can execute this report.
19. Click Save and Print. You return to the Blackbaud - Reports screen.
Reconciliation Considerations
If the balances produced from the reports in General Ledger and Fixed Assets do
not match, determine which is higher. Consider these scenarios:
Higher Fixed Assets balance. Check for depreciation entered with a post
status of Do Not Post; General Ledger does not reflect this activity. Also, any
activity with transaction and post dates in different periods may not appear in
General Ledger for the same time period.
Higher General Ledger balance. Check for manual journal entries made to
the account in question. Fixed Assets does not reflect manual journal entries,
and these entries change the account balance. Also, activity with transaction
and post dates in different periods may affect this scenario.
Reconciling Payroll to General
Ledger
To ensure payroll activity is reflected correctly in the general ledger, reconcile
Payroll to the cash account in General Ledger on a monthly basis. You can
reconcile separately each part of the payroll calculation, such as other pays,
reductions and deductions, and taxes.
Using Reports
As part of the reconciliation process, we recommend you run the Account
Distribution Report, 941 Tax Report, State Tax Report, Local Tax Report, and
Payroll Journal from Payroll, and the General Ledger Report in detail from
General Ledger.
109
110
CHAPTER 1
Account Distribution Report
The Account Distribution Report shows a list of debits and credits for specified
accounts posted from Payroll. Debits and credits in this report should match
account detail in General Ledger. By using the Account Distribution Report, you
can match other pays and salaries by department. However, because you cannot
filter for post date range, you should enter all check dates and post dates in the
same period. For more information about the Account Distribution Report, see the
Reports chapter of the Payroll Guide.
¾
Running the Account Distribution Report
1. From the Start menu, select Programs, Blackbaud Payroll.
2. Select the Reports module. The Blackbaud - Reports screen appears.
3. Open Payroll Reports by double-clicking the folder.
4. Expand Activity Reports and select Account Distribution Report.
SUBSIDIARY LEDGER RECONCILIATION
5. Click the New Report button on the toolbar. The New Account
Distribution Report screen opens to the General tab.
6. In the Post date field of the Include Checks with these Dates frame,
select “<Specific range>”.
7. In the Start and End fields, enter starting and ending dates for the
reconciliation period.
8. In the Include Checks with these Post Statuses frame, mark Posted and
unmark all other options.
111
112
CHAPTER 1
9. Click Print.
10. To close the Account Distribution Report screen, click the X. The Save
Report As screen appears.
11. In the Report name field, enter a name for the report.
12. In the Description field, enter a description.
13. To give other users rights to run and modify the Account Distribution
Report, mark Other users can execute this report and Other users can
modify this report.
14. Click Save and Print. You return to the Blackbaud - Reports screen.
941 Tax Report
In Payroll, Social
Security and Medicare
are included in FICA when
breaking down expenses by
department.
The 941 Tax Report lists gross wages and taxes withheld for a specific period of
time. With this report, you can reconcile Federal, Social Security, and Medicare,
and employer matching withholding amounts. Run this report weekly or monthly
to ensure your organization is withholding taxes properly. Because you cannot
filter for post date range, you should enter all check dates and post dates in the
same period. For more information about the 941 Tax Report, see the Reports
chapter of the Payroll Guide.
¾
Running the 941 Tax Report
1. From the Start menu, select Programs, Blackbaud Payroll.
2. Select the Reports module. The Blackbaud - Reports screen appears.
For this quarter, the
941 Tax Report shows
current activity.
3. Open Payroll Reports by double-clicking the folder.
SUBSIDIARY LEDGER RECONCILIATION
4. Expand Activity Reports and select 941 Tax Report.
5. Click the New Report button on the toolbar. The New 941 Tax Report
screen opens to the General tab.
6. In the Check Date field, select “<Specific range>”.
7. In the Start and End fields, enter the starting and ending dates of the
reconciliation period.
113
114
CHAPTER 1
8. Click Print. The Save Report As screen appears.
9. In the Report name field, enter a name for the report.
10. In the Description field, enter a description.
11. To give other users rights to run and modify the 941 Tax Report, mark
Other users can execute this report and Other users can modify this
report.
12. Click Save and Print. You return to the Blackbaud - Reports screen.
State Tax Report
The State Tax Report lists gross wages and amounts subject to state withholding
for each employee. You can use this report to reconcile state withholding amounts
to General Ledger and run it with the same frequency as the 941 Tax Report.
Because you cannot filter for post date range, you should enter all check dates and
post dates in the same period. For more information about the State Tax Report,
see the Reports chapter of the Payroll Guide.
¾
Running the State Tax Report
1. From the Start menu, select Programs, Blackbaud Payroll.
2. Select the Reports module. The Blackbaud - Reports screen appears.
3. Open Payroll Reports by double-clicking the folder.
4. Expand Activity Reports and select State Tax Report.
SUBSIDIARY LEDGER RECONCILIATION
5. Click the New Report button on the toolbar. The New State Tax Report
screen opens to the General tab.
6. In the Check Date field, select “<Specific range>”.
7. In the Start and End fields, enter the starting and ending dates of the
reconciliation period.
8. In the Include these items box, unmark Hours worked in period, Days
worked in period, Weeks worked in period. These items do not affect
reconciliation.
9. Click Print. The Save Report As screen appears.
10. In the Report name field, enter a name for the report.
11. In the Description field, enter a description.
12. To give other users rights to run and modify the State Tax Report, mark
Other users can execute this report and Other users can modify this
report.
13. Click Save and Print. You return to the Blackbaud - Reports screen.
115
116
CHAPTER 1
Local Tax Report
The Local Tax Report lists gross wages and amounts subject to local withholding
for each employee. You can use this report to reconcile local withholding amounts
to General Ledger and run it with the same frequency as the 941 Tax Report and
the State Tax Report. Because you cannot filter for post date range, you should
enter all check dates and post dates in the same period. For more information
about the Local Tax Report, see the Reports chapter of the Payroll Guide.
¾
Running the Local Tax Report
1. From the Start menu, select Programs, Blackbaud Payroll.
2. Select the Reports module. The Blackbaud - Reports screen appears.
3. Open Payroll Reports by double-clicking the folder.
4. Expand Activity Reports and select Local Tax Report.
5. From the treeview, and select Local Tax Report.
6. Click the New Report button on the toolbar. The New Local Tax Report
screen opens to the General tab.
7. In the Check Date field, select “<Specific range>”.
8. In the Start and End fields, enter the starting and ending dates of the
reconciliation period.
SUBSIDIARY LEDGER RECONCILIATION
9. In the Include these items box, unmark Hours worked in period, Days
worked in period, Weeks worked in period. These items do not affect
reconciliation.
10. Click Print. The Save Report As screen appears.
11. In the Report name field, enter a name for the report.
12. In the Description field, enter a description.
13. To give other users rights to run and modify the Local Tax Report, mark
Other users can execute this report and Other users can modify this
report.
14. Click Save and Print. You return to the Blackbaud - Reports screen.
Payroll Journal
The Payroll Journal lists detail on all checks cut within a specified range of dates.
With this report, you can match the net pay or cash amount with the cash account
in General Ledger. For more information about the Payroll Journal, see the
Reports chapter of the Payroll Guide.
117
118
CHAPTER 1
¾
Running the Payroll Journal
1. From the Start menu, select Programs, Blackbaud Payroll.
2. Select the Reports module. The Blackbaud - Reports screen appears.
3. Open Payroll Reports by double-clicking the folder.
4. Expand Transaction Reports and select Payroll Journal.
5. Click the New Report button on the toolbar. The New Payroll Journal
screen opens to the General tab.
6. In the Post Date field of the Include Checks with these Dates frame,
select “<Specific range>”.
SUBSIDIARY LEDGER RECONCILIATION
7. In the Start and End fields, enter the starting and ending dates of the
reconciliation period.
8. In the Include Checks with these Post Statuses frame, mark Posted and
unmark all other options.
9. Click Print. The Save Report As screen appears.
10. In the Report name field, enter a name for the report.
11. In the Description field, enter a description.
12. To give other users rights to run and modify the Payroll Journal, mark
Other users can execute this report and Other users can modify this
report.
13. Click Save and Print. You return to the Blackbaud - Reports screen.
General Ledger Report
The General Ledger Report in detail is a list of activity for one or more accounts
during a specified range of accounting periods. Details include beginning and
ending balances and debits and credits posted to the account. For more
information about the General Ledger Report, see the Reports chapter of the
General Ledger Guide.
119
120
CHAPTER 1
¾
Running the General Ledger Report in detail for reconciling Payroll with
the General Ledger
1. From the Start menu, select Programs, Blackbaud Payroll.
2. Select the Reports module. The Blackbaud - Reports screen appears.
3. Open the General Ledger Reports folder.
4. Expand Miscellaneous Reports and select General Ledger Report.
5. Click the New Report button. The General Ledger Report screen appears
n the General tab.
6. Mark Detail in the Report Type frame.
SUBSIDIARY LEDGER RECONCILIATION
7. In the Fiscal Periods frame, select the same fiscal year and starting and
ending periods used for the Payroll reports.
8. Click Report Filters. The Report-Level Filters screen appears.
9. In the Filter By frame, mark Accounts.
121
122
CHAPTER 1
10. In the frame that appears on the right, you can mark All, Selected, or
Range. If you mark Selected or Range, you can enter specific account
numbers or ranges of account numbers in the grid, or click the binoculars
to locate the account numbers or ranges.
11. In the Filter By frame, mark Sources.
12. In the frame that appears on the right, mark Selected in the Include field.
This enables the box below.
13. Select the Payroll source code and click the single arrow to move it into
the Source Codes to include box .
14. Click OK to return to the General Ledger Report screen.
SUBSIDIARY LEDGER RECONCILIATION
15. Click Print. The Save Report As screen appears.
16. In the Report name field, enter a name for the report.
17. In the Description field, enter a description.
18. To give other users rights to run this General Ledger Report, mark Others
can execute this report.
19. Click Save and Print. You return to the Blackbaud - Reports screen.
Reconciliation Considerations
If balances produced from reports in General Ledger and Payroll do not match,
determine which is higher. Consider these scenarios:
Higher Payroll balance. Look for checks with a post status of Do Not Post;
General Ledger does not reflect this activity. Also, any activity with
transaction and post dates in different periods may not appear in General
Ledger for the same time period.
Higher General Ledger balance. Check for manual journal entries made to
the account in question. Payroll does not reflect manual journal entries, and
these entries change the account balance. Also, activity with transaction and
post dates in different periods may affect this scenario.
123
124
CHAPTER 1
GLOSSARY
Glossary
Symbols
* (asterisk) – a wildcard operator used in Global Change.
Using * as a wildcard tells the program that * can stand for
any string of characters. For example, when searching for
someone whose last name is Johnson, but you are not sure
how to spell it, you want to search for Jo*son or Jo*s?n (if
you are not sure of the ending). This would return results
like Jonson, Jonsen, Johnson, Johnsen, etc.
< > – information contained between the greater than and
less than sign is used as an example. The exception occurs
when you define criteria as punctuation written out
between the signs, then the greater than/less than signs
represent the punctuation mark. For example, <hyphen>
means the hyphen symbol is included.
% (percent) – found in Query and Export, the percent
sign can replace a series of characters. For example, if you
query to find a note written by someone with a last name
beginning with “John,” you can use the criteria “Author
Like John%.” The program selects notes with Author
beginning with “John” (e.g., Johnson, Johnston, Johns,
and Johnathan-Willis).
? (question mark) – a wildcard operator used in Global
Change. Using ? as a wildcard tells the program that ? can
stand for one character. For example, if you are searching
for someone whose last name is Johnson, but you are not
sure if it is spelled with an o or an e at the end, you want to
search for Johns?n. This would return results like Johnson,
Johnsen, Johnsan, etc.
A
Accounting Queue – Blackbaud’s optional module that is
used to perform a sequence of tasks that can be executed
automatically and unattended.
account number segments – a series of numbers, which
creates a Blackbaud General Ledger account number. For
example, 01-11100-00-00. The first number in the series is
always the fund code. This is followed by user-determined
segments, which could be the actual account number,
department code, and/or location code. Account number
segments are defined in Configuration on the Account
Number tab.
125
Accounts – a Blackbaud module found in General Ledger
where you add, edit, and delete account records as well as
enter budget information, organize and maintain your
Chart of Accounts, and copy a range of accounts from one
fund to another.
Accounts Payable – Blackbaud’s comprehensive check
writing and payment information program. It helps you
manage your expenses and plan your payment schedule.
Accounts Receivable – Blackbaud’s comprehensive
billing and customer information program. It helps you
manage your receivables and plan your cash flow. Along
with customer account management, you can use this
program for billing and payment applications, creating
invoices, statements, and correspondence, as well as
producing reports.
accrual – the accumulation of assets, expenses, liabilities,
or revenue items whose value has been determined but for
which no cash has yet been transferred.
accumulated depreciation – the cumulative amount of all
depreciation (includes prior years and year-to-date
depreciation).
accumulated depreciation account – the account to
which accumulated depreciation is expensed. It is a contra
asset account.
accumulated depreciation journal reference – the
transaction identification numbers defined on the General
Ledger tab in Configuration. These transaction numbers
serve as an identifier for all accumulated depreciation
when posting to a general ledger.
ACH – Automated Clearing House. A regional entity that
electronically processes fund transfers between banks.
ACH Credit – an electronic funds transfer (EFT) initiated
by an employer to a designated financial institution for the
amount of a tax payment.
ACH Debit – an electronic funds transfer (EFT) in which
a designated bank, with employer authorization, notifies
the employer’s bank to transfer funds.
ACRS (Accelerate Cost Recovery System) – a method
of depreciation used for assets that were placed in service
after 1980, but before 1987.
Add – a Global Change function that adds a value to a
field. This value can either replace the current value or
make no changes to the current data, depending on
whether you mark Overwrite existing value.
adjustment – a debit or credit added to your bank account
to bring the account in balance.
126
GLOSSARY
adjustment type – a category of adjustments, such as
ATM fees, minimum balance fees, or monthly service
charges, associated with general ledger debit and credit
accounts. When you create an adjustment, you first select
an adjustment type, enter an amount, and then the program
automatically fills in the corresponding general ledger
information to create your adjustment.
Adobe Acrobat Reader – a free download from Adobe
that allows electronic distribution of formatted documents.
B
backup withholding – taxes withheld from an
individual’s income when the proper Taxpayer
Identification Number (TIN) can not be identified or when
required by the Internal Revenue Service. The rate is
typically 31 percent.
balance forward – a system configuration that
automatically applies payments and credits to the total
balance with the oldest charges paid first.
AFN – Accounting for Nonprofits.
Alternate ACRS – method of depreciation that uses a
modified Straight Line depreciation calculation. This
method should only be used for assets that were placed in
service after 1980, but before 1987.
Alternate Depreciation System (ADS) – ADS uses a
Straight Line depreciation method. The ADS must be used
for the following: tangible property used outside the
United States, tax-exempt property, tax-exempt
bond-financed property, imported property covered by
executive order, or farming property under some
circumstances.
annotate – notes you type to add detail about a specific
account. This feature is found on the Edit menu in Bank
Accounts.
annual wage – the fixed salary paid to an employee over
the course of a calendar year.
appendix – supplemental information found after the last
chapter in a Blackbaud user’s guide that provides detail
about optional features.
<Ask> – a criteria operator that allows you to choose the
field value query criteria at the time you run the query.
When you run the query, an “Ask at Runtime” wizard
appears, prompting you to select criteria for any fields
defined by the <Ask> criteria operator.
asset – property (tangible or intangible) that has value.
Assets – a Blackbaud module in Fixed Assets where you
to create an asset using the Asset Wizard, depreciate assets
using a variety of schedules, track and calculate
depreciation, and post and adjust transactions.
Asset Wizard – a utility in Fixed Assets that collects
specific information from the user and creates an asset
record.
attributes – a reporting tool that lets you group
information based on a common theme. With attributes
defined, you can filter information to your specification.
Bank Account Reconciliation – a Blackbaud optional
module designed to provide in-depth details about bank
activity while balancing bank accounts. Bank Account
Reconciliation can be added to these Windows programs:
Accounts Payable, Accounts Receivable, Miscellaneous
Cash Receipts, Payroll and Student Billing; and it works
with General Ledger for Windows and The Raiser’s Edge
for Windows.
Bank Accounts – a shared module contained within
Blackbaud accounting programs. From the Bank Accounts
main screen, you initiate procedures for Bank Account
Reconciliation (if installed) and Check Writer. Bank
Accounts now contains the functionality for both.
bank list – a list of all bank accounts added in your
Blackbaud software. From this list, you can filter the
account information you want to display, open the bank
account register, edit the bank account information, add a
new bank account, or delete a bank account.
bank summary report – an overview statement of your
account based on filters you select in the Reports module
of your main Blackbaud accounting program. This report
is useful when providing bank information to auditors or
board members.
Begins With – a Query and Export criteria operator,
which selects records with an entry that begins with the
value you define. For example, if you choose Vendor
Name Begins With Bel, vendors whose Vendor Name has
“Bel” at the beginning (Bell, Bellingham, Bellmont, etc.)
are selected. You can use wildcard characters with this
operator.
Between – a Query and Export criteria operator, which
lets you select a range of entries that records could have in
order to be selected. For example, if you select Amount is
Between $50 and $100, the program selects records of
invoices that fall within this amount range.
bitmap – a file format for online art.
biweekly payroll – paid 26 times a year.
GLOSSARY
Blackbaud Systems – a catch-all phrase for main
Blackbaud programs such as General Ledger, Student
Billing, Payroll, etc.
Blank – a Query and Export criteria operator, which
selects any record with a blank field you define. For
example, if you choose the criteria Alias is Blank, the
program selects all records with an empty Alias field.
Budget Management – a Blackbaud optional module
used to enhance and expand your budget development
capabilities within General Ledger.
button – a picture or word icon appearing on screens and
toolbars. When clicked, buttons let you perform functions,
such as saving, without using the menu bar.
C
Cash Receipts – a Blackbaud module in which you create
deposits and add payment and deposit receipts. You can
also print deposit tickets and receipts.
cash receipts journal – a set of parameters you define in
Accounts Receivables to standardize receipt appearance.
change parameters – criteria you establish to change
your database globally.
chart of accounts – a list of revenue and expense sources
appearing in ascending account number order by category.
This chart is maintained in General Ledger, Accounts
module.
Check Writer – formerly a Blackbaud shared module. Its
functionality now resides within the Bank Accounts
module of Accounts Payable and Payroll.
COBRA – Consolidated Omnibus Budget Reconciliation
Act of 1985.
CODA – Cash or Deferred Arrangement. This is a type of
employee benefit plan, also know as 401K.
computer-based training – a self-paced, interactive form
of multimedia training completed on a computer. Also
known as CBTs, they can be delivered on a CD-ROM or
over a network to a student workstation anywhere and at
any time. Blackbaud CBTs are called Interactive
Workshops.
Configuration – a shared module within Blackbaud
accounting programs. This is where you define program
settings and create tables that increase efficiency,
accuracy, and speed data entry.
127
consolidation code – a General Ledger code comprised
of letters or numbers that can be program-generated or
user-generated. Consolidation codes filter accounts and
create combinations of multiple regular accounts within
multiple funds as defined in the Chart of Accounts. They
are established in Configuration on the Consolidations tab.
Consumer Credit Protection Act – a federal law that
limits the amount of an employee’s wages that may be
subject to garnishment.
Contains – a Query and Export operator, which selects
records that have your defined entry anywhere in the field.
For example, if you define criteria for Vendor Name
Contains Z, records with the letter “Z” anywhere in the
vendor name field are selected. You can use wildcard
characters with this operator.
Copy – a Global Change function that places the entire
value from the source field into a compatible target field.
credit – an increase in a revenue, net worth, or liability
account.
credit hold – a designation you assign to a customer
record when you do not want orders from the customer to
be processed without full payment.
credit limit – a monetary cap you assign to a credit record
allowing customers to place orders without payment up to
a certain limit.
credit memo – an entry that lets you reimburse charges
previously applied.
Customers – a Blackbaud module in Accounts
Receivable where you establish individual records for
your customers. Each customer record maintains name,
address, phone and contact information, as well as
miscellaneous items such as tax, credit, statement, and
discount information.
D
database validation – a procedure that scans and verifies
the accuracy of your database. The program generates an
error message if a discrepancy exists.
debit – an expense or deduction from a revenue, net
worth, or liability account.
debit memo - an entry that lets you increase a customer’s
balance, such as finance charges, membership dues, and
non-sufficient fund checks.
128
GLOSSARY
deduction – an amount subtracted from an employee’s
gross wages for a designated purpose, such as health
insurance.
Delete – a Global Change function that allows you to
delete all of the values in a specific field.
directory – the location on a drive where you store the
names and locations of files.
documentation – written explanations about program
functions accompanying Blackbaud software. This can
include a user’s guide, an online user’s guide, and online
Help.
Does Not Begin With – a Query and Export criteria
operator, which selects records that do not begin with your
defined entry. For example, if you choose Vendor Name
Does Not Begin With Bel, vendors whose Vendor Name
does not have “Bel” at the beginning are selected. You can
use wildcard characters with this operator.
Does Not Contain – a Query and Export criteria operator,
which selects records without your defined entry
anywhere in the field. For example, if you define criteria
for Vendor Name Does Not Contain Z, only records
without a “Z” anywhere in the vendor name field are
selected. You can use wildcard characters with this
operator.
Does Not Equal – a Query and Export criteria operator,
which selects only the records with entries that do not
match the defined criteria. For example, if you choose City
Does Not Equal Charleston, the program selects every
record that does not have “Charleston” entered as the city.
dunning letters – automatically generated requests for
past due payment. You set up these letters in the Mail
module of Blackbaud programs.
dynamic query – a query type that automatically
refreshes and updates results each time the query is used,
providing the most current results.
E
EFT – Electronic Funds Transfer.
EFTPS – Electronic Federal Tax Payment System.
EIC – Earned Income Credit.
EIN – Employer Identification Number. The nine-digit
account number assigned by the IRS for employment tax
purposes.
electronic funds transfer (EFT) – a general banking
system in which transactions, such as deposits and bill
payments, are made through computer databases and
electronic files. Money does not physically change hands;
it transfers electronically from the payer’s account into the
payee’s account. This is often referred to as EFT or direct
deposit. Blackbaud's Electronic Funds Transfer module
adds fields and options to modules in Accounts Payable
and Payroll.
electronic reconciliation – a process that lets you
compare your bank’s Quicken Interchange Format (.QIF)
with your Blackbaud file and then reconcile your account
based on matches between the two.
employee – under the common-law rule, an individual
who performs services subject to the will and control of an
employer.
Employees – a Blackbaud module found in Payroll where
you enter biographical, wage, and tax information for
employees as well as track attendance. In addition, this
program lets you store information concerning an
employee’s off-site activities, such as attending seminars
and conferences
employer – a person or organization for whom a worker
performs a service as an employee.
Employer’s Quarterly Federal Tax Return – the name
of the Form 941 filed quarterly, reconciling the federal
income tax and the FICA taxes withheld and paid.
Equals – a Query and Export criteria operator. When you
choose Equals as your operator, records selected for the
query must have the exact entry you define.
Excel – a spreadsheet program by Microsoft.
exception query – a query that contains all files that could
not be incorporated into the function (report, etc.) because
they did not meet all criteria.
exempt employee – an executive, administrative,
professional, or outside sales person who is exempt from
or not subject to the overtime and minimum wage
provisions of the Fair Labor Standards Act, as amended.
expense – any cost incurred in the production, selling, and
distribution of goods and services; expenses are deducted
from revenues on the income statement to arrive at a net
income.
export – to send to another program, such as Microsoft
Excel.
Export (module) – see Query and Export module.
GLOSSARY
129
F
G
Family and Medical Leave Act of 1993 (FMLA) – a
federal law requiring employers with 50 or more
employees to grant up to 12 weeks of unpaid leave to
employees for the birth or adoption of a child; the care of a
seriously ill child, spouse, or parent; or for their own
serious illness.
garnish – to attach, such as money due, from a debtor
while it is in the hands of a third party.
FAS 117 – This stands for Financial Accounting Standard
No. 117. It is a standard for nonprofit fund accounting
financial statements as published by the Financial
Accounting Standards Board.
fee schedules – a tool to automate the billing process for
standard fees such as tuition, room and board, and other
standard tuition related fees.
FICA – Federal Insurance Contribution Act.
filters – a search and display feature that lets you control
the amount of information appearing on grid screens. For
example, Bank Account Reconciliation filters let you
display bank account information based on Blackbaud
program, transaction type, and transaction status.
FITW – Federal Income Tax Withheld.
fixed asset – permanent, long-life assets of a business:
(i.e., land, buildings, equipment, and vehicles).
Fixed Assets – Blackbaud’s asset management program.
This program provides everything an organization needs
to manage its assets, including the ability to enter or
import asset information, generate depreciation
transactions automatically following IRS rules, and
account for and record the disposal of assets.
flat rate method – a formula used to calculate the federal
tax due, using the rate of 28 percent.
Form 4562 Depreciation Summary Report – provides
summary depreciation information to help prepare IRS
Form 4562-Depreciation and Amortization.
fund – a self-balancing set of accounts that represents a
separate legal entity. Examples of funds include
unrestricted, restricted, plant, and endowment. Funds must
be added to General Ledger before you can enter
accounts.
fund code – the first segment of an account number when
General Ledger is configured for fund accounting.
FUTA – Federal Unemployment Tax Act.
garnishee – a person or business served with a
garnishment.
garnishment – a court order served on a person or firm as
the result of a lawsuit to require that employer to withhold
money from an employee’s pay and disperse according to
the court’s direction.
general journal batch – a compiled group of debit and
credit transactions that you can post to your ledger
accounts.
general ledger – the primary ledger, when used with
subsidiary ledgers containing all balance sheet and income
statement accounts. The general ledger is used as a central
reference or index for transaction posting.
General Ledger – a Blackbaud program designed to
enhance the efficiency of your general ledger and improve
the organization of your business office.
GL interface files – files that enable General Ledger to
interact with Blackbaud DOS systems and The Raiser’s
Edge. By creating interface files, you assign the General
Ledger accounts an alternate account number that other
programs can recognize.
Global Change – a shared module within Blackbaud
programs that allows you to change multiple fields at once
using various change parameters.
global change functions – add, replace, partial replace,
move, swap, delete, increase/decrease, copy.
Greater Than – a Query and Export operator. If you
select Greater Than as your operator, you indicate that
records selected must have a value greater than the one
you define.
Greater Than or Equal To – Query and Export operator.
Selecting Greater Than or Equal To as your operator limits
the records selected to those that have a value greater than
or equal to the one you define.
gross earnings – grand total of all regular, overtime, and
other compensation paid to an employee before any
deductions for taxes, etc.
group – multiple users with the same access rights to a
Blackbaud program as defined by the Supervisor in the
program’s Security module.
130
GLOSSARY
group consolidation management – a procedure in
General Ledger that makes the association between ledger
accounts and one or more consolidations easy.
H
header accounts – one of three types of entries displayed
in the General Ledger Chart of Accounts. Header
accounts are designated by an “H” at the end of the
account number. They are used for description purposes
only. Activity cannot be posted to a header account. For
example, there could be a header account called
“Investments” followed by a listing of regular accounts,
which contain investments.
Help files – a type of online help that lets you access
information from your computer about the program in
which you are working.
hyperlink – text or graphic in a Help file or web page that,
when clicked, moves the user to a specific location. For
example, the notepad graphic is a hyperlink found with
procedures in the Bank Account Reconciliation Help files.
When you click the notepad, it moves you to a blank page
where you can type notes about the procedure.
I
icon – a picture that represents a particular object,
command file, or group of files.
import – a type of file conversion that lets you load a file
from a format other than the application program’s
original format. For example, you can import batches from
The Raiser’s Edge into Bank Account Reconciliation.
Interest Income Allocation – a Blackbaud optional
module used with General Ledger and Project, Grant, and
Endowment Management to define “pools” of projects for
investment purposes.
interfund – a balancing entry between funds. This
procedure automates the creation of General Ledger
transactions to transfer money between funds. This is
accomplished through Interest Income Allocation with
Project, Grant and Endowment Management. Both are
Blackbaud optional modules.
involuntary deduction – pay withheld from an
employee’s paycheck at the request of someone other than
the employee. For example, child support.
IRS – Internal Revenue Service.
Is Not Blank – a Query and Export criteria operator,
which selects any record with anything in your defined
entry. For example, if you select the criteria Alias Is Not
Blank, the program selects records with an entry in the
Alias field.
J
Journal Entry – a Blackbaud module in General Ledger
where you create batches of transactions for posting to
your General Ledger accounts. Through Journal Entry,
you can create, import, validate, delete, reverse, display,
print, and post batches.
journal reference – transaction identification numbers
used during the posting process.
L
Import – a shared Blackbaud module that lets you import
various file types into Fixed Assets, Accounts Payable,
Accounts Receivable, Miscellaneous Cash Receipts,
Payroll, and Student Billing.
legend – an explanatory list of colors found on screens.
For example, the Bank Account Reconciliation legend lets
you select the color of specific bank account references.
inactive (entries) – entries that have been defined, but
cannot be used in tables. You make entries active or
inactive from the Tables tab in Configuration.
Less Than – a Query and Export criteria operator. When
you select Less Than as your operator, you limit the
records selected to ones that have an entry less than the
value you are defining.
Increase/Decrease – Global Change function that can be
used for fields containing a numeric value. You can
increase/decrease values by an exact amount or by a
percentage.
installation guide – a written explanation accompanying
your software that helps you load your new software.
Less Than or Equal To – a Query and Export criteria
operator. When Less Than or Equal To is selected as the
operator, the records selected must have an entry either
equal to or less than the value you define.
leveling – a process in General Ledger that lets you
determine how an account should total within a given
category (e.g. asset, liability, fund balance, revenue,
expense, gift, or transfer).
GLOSSARY
131
Like – a Query and Export criteria operator. The Like
operator allows you to use wildcards (special characters)
to replace a character or set of characters in a field.
Move – a Global Change function that places the entire
value from the source field into the target field and deletes
the value from the source field.
M
N
MACRS – a depreciation method used for assets placed in
service after 1986. MACRS consists of two systems GDS
(the main one) and ACRS.
NACHA – National Automated Clearing House
Association. This is the national umbrella organization for
regional automated clearinghouses.
MACRS ADS – a Straight Line depreciation method used
for the following: tangible property used outside the
United States, tax-exempt property, tax-exempt
bond-financed property, imported property covered by
executive order, or farming property under some
circumstances. This depreciation method can only be used
for assets placed in service after 1986.
net pay – the total earnings of the employee minus all the
deductions. This is also known as take-home pay.
Mail – a shared module within Blackbaud programs where
you can specify mailing parameters for labels, forms,
envelopes, letters and cards.
mandatory deductions – deductions required or
mandated by law, such as federal income tax.
media – any stored information related to an asset record
(i.e., an article, warranty information, demonstration
video, etc.)
menu bar – a horizontal strip of selections found under
the title bar at the top of a window.
merge – to combine or join two queries to make a third
query.
merge operators – AND, OR, XOR, and SUB. These
operators allow you to determine how queries merge.
Microsoft Windows – an operating system required to run
Blackbaud programs.
minimum wage – lowest legal amount an employer may
pay an employee per hour.
Miscellaneous Cash Receipts – a Blackbaud program
designed to complement General Ledger for Windows by
handling the small details that can clutter a ledger. It helps
you identify where small cash amounts originate, produce
a detailed profile of each transaction, and print a deposit
ticket.
module – a component of a program. A module is created
separately and then combined with other modules to form
a program. For example, the Security module is a shared
component of all Blackbaud programs.
Not Between – a Query and Export criteria operator.
Choosing Not Between as the operator allows you to select
a range of entries that records must not have to be included
in the query. For example, if you select Amount is
Between $50 and $100, records of invoices that fall within
this amount range are selected.
Not Blank – a Query and Export operator. The Not Blank
operator selects any record with anything in the entry you
define.
Not Like – a Query and Export operator. The Not Like
operator selects records that do not have the entry you
define. You can use wildcard characters with this operator.
Not One Of – a Query and Export operator. Choosing Not
One Of as the operator means records selected must not
have one of the entries you define.
O
OFLT – Worker’s Compensation Old Fund Liability Tax.
on the fly – adding an entry to a table when it does not
appear on the Tables tab in Configuration. There are
several places in Blackbaud programs where you can add
information directly into a field instead of selecting a
pre-defined value from the drop-down list. When you do
this, the program asks you if you want to create a table
entry. Click Yes to add the entry to the table.
One of – a Query and Export criteria operator. Choosing
One Of as the operator means records selected must have
one of the entries you define.
online help – information accessed from a computer about
the program in which you are working.
online manual (user’s guide) – the manual in a PDF
format, which you can open and read via Adobe Acrobat
Reader. It is accessible from your CD-ROM or by
selecting Help, Online Documentation.
132
GLOSSARY
open item – a system configuration that lets you select a
specific charge item when applying a payment. Payments
can be applied automatically based on user-defined
criteria.
Optional (O) – used in the reference section to signify
that the information referenced in the field is optional. It
does not have to be entered in the program.
OR – a Query and Export operator that joins two queries
to make one. All records in both queries are included;
however, records that appear in both queries are not
duplicated.
Or (button) – a Query and Export criteria operator.
Clicking Or tells the program that any output information
can meet either criteria to be used.
output query – a query that lists the results of a function.
overtime – hours worked in excess of the prescribed
maximum weekly (or in some states, daily) requirements.
P
parameter file – an established set of criteria, which you
can save and use over and over to perform a specific
function.
Parenthesis ( ) – a combining operator used in Query and
Export to separate a portion of the criteria formula.
Partial replace – a Global Change function that searches
for records containing at least part of the value. You
cannot leave the Replace field blank for partial replaces,
but you can use standard wildcards (such as ? and *). This
function is not available for code table fields.
password – a secret sequence of typed characters required
to use a computer program. This prevents unauthorized
users from entering a program.
payer-based processing – a processing method that
focuses billing activity on the individuals and
organizations responsible for paying a student’s charges.
Payroll – a Blackbaud program that simplifies your
payroll and human resource management, saving you time
and making in-house payroll processing a cost effective
alternative to outsourcing.
payroll period – periods of service for which an employer
usually pays wages.
payroll register – term used to describe a multicolumn
form used in assembling and summarizing the data needed
at the end of each payroll period. It lists all employees who
earned remuneration, the amount of remuneration, the
deductions, and the net amount paid.
Percentage Method of Withholding – a procedure for
calculating the amount of tax withheld, using
mathematical formulas and usually intended for use by
employers with computerized payroll systems. May also
be computed using the charts and tables in the Circular E.
per diem – daily allowance, usually for travel,
entertainment, or miscellaneous out-of-pocket expenses
while conducting a business transaction.
Portable Document File (PDF) – a document that
maintains its formatting and displays correctly on any
output device. For example, the Blackbaud user’s guides
are saved in a PDF format and displayed in the Help files.
This format also allows users to click on hyperlinks and
jump from topic to topic.
post – the process of entering a transaction into
Blackbaud’s General Ledger and updating your account
balances.
Post – a Blackbaud module in General Ledger where you
can post both general journal batches and batches from
other Blackbaud programs to General Ledger.
preferences – computer program settings that offer
individual customization. For example, Preferences in
Bank Accounts let you select grid colors and lines.
prenote authorization file – an electronic test record sent
to a bank to ensure correct transmission of coding,
amounts, account numbers, etc. Banks often require a
prenote authorization file before accepting electronic
funds transfers (EFTs).
Pre-purge Report – creates a report for your records
before any data is actually purged.
preview – an advance look at a document before printing.
procedure – a series of steps that explains how to perform
a task within a computer program.
program – a software system. Blackbaud’s programs are
composed of modules.
Project, Grant, and Endowment Management – an
optional module in Blackbaud’s General Ledger designed
to track details of subsidiary funds. When used with Bank
Accounts, a Projects grid appears at the bottom of the New
Adjustment screen.
GLOSSARY
Purchase Orders – an optional module in Blackbaud’s
Accounts Payable program that allows you to process
purchase orders and receipts for your organization.
purge – to erase information from your database. We
recommend always making a backup copy of your
database before purging. Purged files cannot be recovered.
Purge Asset Control Report – a report listing the assets
that were purged.
Q
133
recurring invoice – a template from which regular
invoices are created according to a schedule you define.
Recurring invoices let you maintain a consistent format for
customers who receive invoices on a regular basis.
reference – a section at the end of most Bank Account
Reconciliation chapters where screens within the chapter
are displayed and screen fields are described.
regular accounts – one of three types of entries displayed
in the General Ledger Chart of Accounts. Regular
accounts are designated by an “R” at the end of the
account number. These accounts display account activity.
.QIF – an abbreviation for Quicken Interchange Format.
This popular format is used by banks to electronically
store bank account statements.
regular rate of pay – hourly rate used to pay overtime to
an employee. This is a calculated rate based on the amount
of hours and wages for a specific pay period.
query – to question the database for specific information.
Or, a set of defined criteria used to select and export
records. When you create a query, you create a definition
for the records you want to include. When you run a
procedure using the query, your Blackbaud program
processes only those records matching the query
definition. You can also extract information from the
records in the query by defining the output fields of the
query. For example, you can create a query of deposits for
electronic funds transfer (EFT) payments only.
Replace – a Global Change function that is available only
for fields that use code tables (i.e., have pre-defined
values). Replace searches for records that exactly match
the value. You can leave the Replace field blank to
replace all values with the new value.
Query and Export – a shared module within Blackbaud
programs where you can create, open, run, and delete
queries. Other options include refreshing, merging, and
exporting queries.
query criteria operators – data field requirements used to
narrow and focus a search within filtered information.
When you define a query, you establish a set of values, or
requirements, that a record must meet to be included.
Query criteria operators include: Equals, Does Not Equal,
Blank, Not Blank, and <Ask>.
R
The Raiser’s Edge – Blackbaud’s fund-raising software
designed to enhance your fund-raising efforts and improve
the organization of your development office. You can
import and view batches from The Raiser’s Edge into
Bank Account Reconciliation.
reconciliation – a function in Bank Account
Reconciliation by which your account becomes balanced
once you enter preliminary data.
recovery period – number of years allowed by the IRS to
depreciate an asset.
Reports – a shared module found in all Blackbaud
accounting programs where you generate specific reports
based on data parameters you establish.
Required (R) – used in the reference section to signify
that the information referenced in the column is required.
Required information must be entered before the program
will save.
reversing invoices – a procedure to convert any invoice
transaction to a credit memo or sales return.
row – a single horizontal section in a table or grid.
S
salary – a fixed compensation paid to an employee for
regular work or services.
sales tax codes – a way to designate the federal tax, state
tax, and local option sales tax to use as part of a customer
record or invoice transaction. You can specify the tax rate
and whether or not it is compounded.
salvage value – the estimated value of the property at the
end of its useful life. This must be less than the
depreciation basis.
SDI – State Disability Insurance.
Security – a shared module within Blackbaud programs
where you establish access rights for groups of users.
134
GLOSSARY
security groups – a collection of users with the same
access privileges within a Blackbaud program.
security users – Individuals given access privileges
within a Blackbaud program based on security group
membership.
semimonthly payroll – paid 24 times per year.
separator character – the symbol that appears between
your General Ledger account number segments. From
Utilities and Housekeeping, select Change Separator
Character, and choose from dash, comma, slash,
backslash, semicolon, or period.
shared module – a component of a program that is
created separately and then combined with other modules
to form a program. For example, the Security module is a
shared component of all Blackbaud programs.
status bar – displays important messages across the
bottom of the screen to assist you in the program. For
example, when the cursor is in a field with a Table Lookup
available, the message “Press F7 for Table Lookup”
displays in the status bar.
Straight Line Depreciation – depreciation method that
expenses an asset value in equal amounts over its useful
life.
Students – a module in Blackbaud’s Student Billing
program where you create and maintain records containing
information about students, parents/guardians, and
organizations. This is where you set up billing schedules
and payment distributions. You also enter charges, credits,
and refunds.
shift differential – rate adjustment paid to employees
working certain shifts.
student-based processing – a processing method that
focuses billing activity on the student record. While
anyone can make payments, all transaction activity is
recorded on the student record.
shortcut keys – tools to speed data entry. Function keys
are the primary source for shortcuts. When a function key
is available, the status bar at the bottom of the open
window tells you which key to press.
Student Billing – a Blackbaud program designed to
simplify the production of billing statements, while
offering the capacity for storing detailed information about
students, parent/guardians, and organizations.
shortcut menu – a menu displayed when you place your
cursor in a field or grid, and then click the right mouse
button. A shortcut menu lets you access commonly used
commands.
SUB – the order of the queries is important when using
SUB to merge queries, because the merged query contains
only those records that are exclusively in the first
(primary) query. All records that appear only in the second
(secondary) query and records that appear in both queries
are eliminated.
Sounds Like – a Query and Export criteria operator. The
Sounds Like operator can be used when you want to select
records based on a field for which you do not know the
exact spelling.
source codes – a code used to define the origin of a
transaction. Some examples are accounts payable,
accounts receivable, cash receipts, general journal,
adjustments, fixed assets, purchase orders, and gifts.
Source codes are added on the Tables tab in
Configuration.
statement codes – a code used to define the frequency
with which customers receive invoices, such as weekly,
monthly, quarterly and annually. By defining these codes
you create a statement cycle.
static query – a type of query that provides a record of the
information you select at the time you establish the query.
If you run a report two months later using the same query,
the system uses the list of records stored in the original
query.
SUI – State Unemployment Insurance.
Sum of Years Digits – accelerated depreciation method.
Under this method, depreciation is determined by
multiplying the asset’s cost less salvage value by a fraction
in which the sum of the year’s digits is the denominator
and the number of years remaining in the asset’s life is the
numerator.
supervisor – a user with the password who can enter the
computer program. The supervisor establishes access
rights for all users through Security, a shared module.
supplemental wages – items paid in addition to regular
wages. Examples of supplemental wages include: awards,
bonuses, retroactive wage increases, and tips.
SUTA – State Unemployment Tax.
Swap – Global Change function that allows you to place
the entire value from the source field to the target field and
the original value of the target field in the source field.
GLOSSARY
system – the internal computer operating component that
runs the programs a user installs. In this manual
“program” is used instead of “system.”
Systems Basics – the name of a chapter in most manuals
where you learn about the screens and functions available
in the program or optional module.
T
135
Users in System Form – used in Utilities and
Housekeeping to show how many users are logged into a
Blackbaud program. There are several processes in
Utilities and Housekeeping that require all users to exit the
system before you can perform the process.
utilities – a command found on the Bank Accounts main
screen where you can initiate Post to General Ledger,
Purge Voided Checks, Reconciliation History, and
Raiser’s Edge Import.
table lookup – a feature that lets you select and enter
information into fields by pressing F7. This can save
typing time.
Utilities and Housekeeping – a shared module within
Blackbaud programs where you perform general database
tasks such as viewing system statistics.
tabs – an organizational device that holds specific
information within pages on a screen. For example, the
Add a Group screen in Security includes multiple tabs.
V
term discounts – a way to define whether customers can
receive price reductions based on early payment.
Validate Database – a procedure used in Utilities and
Housekeeping that analyzes your database to determine
data corruption or any inconsistencies.
title bar – a horizontal strip identifying a program or file
and located at the top of a screen. For example, the title
bar on Security displays a lock and key icon and the
module name.
toolbar – a horizontal strip with buttons that, when
clicked, perform specific tasks. It is located under the title
bar at the top of a screen. For example, the Bank Account
Reconciliation toolbar has buttons for New, Bank
Account List, Reconcile, Reconciliation Setup, Bank
Summary, and more.
total accounts – one of three types of entries displayed in
the General Ledger Chart of Accounts. Total accounts are
designated by a “T” at the end of the account number.
These accounts provide sub-totals on financial statements
for the balances of regular accounts.
U
UHIC – Unemployment Health Insurance Contribution.
useful life – the period of time that a business asset is
determined to have commercial value for depreciation
purposes; the IRS determines useful life depreciation
periods.
user preferences – preferences you can create in
Configuration that are unique to your user id.
user’s guide – a published manual that explains how to
use a Blackbaud program.
Vendors – a module in Blackbaud's Accounts Payable
where you establish individual records for your vendors.
vertical truncation report – a report that details where
information on labels will be cut off vertically.
voluntary deductions – amounts withheld from an
employee’s pay at the request of the employee, such as
health insurance premiums or union dues.
W
W-2 form – Income and Tax Statement. A six-part
combined federal/state form given to employees and
furnished to the Social Security Administration by January
31 of each year. It shows total wages and other
compensation paid, as well as taxes withheld and other
requested amounts.
W-3 form – Transmittal of Income and Tax Statements.
Used to summarize and transmit the paper W-2 forms
submitted to the SSA.
W-4 form – Withholding certificate used to determine the
correct withholding tax on the federal level. Completed by
the employee and used by the employer.
wildcard criteria operator – a special character or a
series of characters (such as ?, *, and %) used to define the
conditions a record must meet to be selected.
136
GLOSSARY
wizard – a utility that collects specific information from
the user and creates a unique file. This unique file may be
used as a template. For example, Bank Account
Reconciliation requires users to run a Setup Wizard for
each bank account. This creates a template of the account
for use in all future reconciliations.
worker’s compensation – benefits paid to employees
who suffer work-related injuries or illness.
workweek – a fixed and regularly recurring period of 168
consecutive hours, such as seven consecutive 24-hour
periods.
X
XOR – determines the final query, which contains all
records that appear in either query, but excludes any
records that appear in both queries.
Y
year-to-date depreciation – the depreciation that has
occurred from the beginning of the year until the current
date.
Year-to-Date Depreciation Report – lists depreciable
basis, prior year’s depreciation, and year-to-date
depreciation expense for selected assets.
INDEX
Index
Numerics
941 tax report, Payroll 112
A
137
Student Billing 43
charge and credit list, Student Billing 37
considerations before reconciling
frequency of reconciliations 3
manual journal entries 3
overview 3
posting method 3
source codes 3
E
encumbrance report, Purchase Orders 71
account balance report, Student Billing 35
account distribution report
Accounts Receivable 58
Fixed Assets 100
Miscellaneous Cash Receipts 91
Payroll 110
Student Billing 30
The Raiser’s Edge 78
Accounts Payable
reconciliation considerations
beginning balances 17
deleted credit memos 17
deleted invoices 16
different periods for payment and post dates
17
manual journal entries 16
posting date 16
reports for reconciling to General Ledger
bank register 7
general ledger report 12
open invoice report 4
transaction register 9
Accounts Receivable
reconciliation considerations
higher Accounts Receivable balance 65
higher General Ledger balance 65
processing payments when reconciling
suspense account 65
reports for reconciling to General Ledger
account distribution report 58
general ledger report 61
open item summary report 55
aging report, Student Billing 33
B
balanced starting point 4
bank register, Accounts Payable 7
C
cash receipts report
Miscellaneous Cash Receipts 88
F
finding a balanced starting point 4
Fixed Assets
reconciliation considerations
higher Fixed Assets balance 109
higher General Ledger balance 109
reports for reconciling to General Ledger
account distribution report 100
general ledger report 105
year to date depreciation report 103
frequency of reconciliations 3
G
general ledger audit report, The Raiser’s Edge 81
general ledger report
Accounts Payable 12
Accounts Receivable 61
Fixed Assets 105
Miscellaneous Cash Receipts 95
Payroll 119
Purchase Orders 74
Student Billing 46
The Raiser’s Edge 84
L
local tax report, Payroll 116
M
manual journal entries 3
Miscellaneous Cash Receipts
reconciliation considerations
higher General Ledger balance 99
higher Miscellaneous Cash Receipts balance
99
reports for reconciling to General Ledger
account distribution report 91
138
INDEX
cash receipts report 88
general ledger report 95
O
open invoice report, Accounts Payable 4
open item report, Accounts Receivable 55
open item summary report, Student Billing 25
P
higher General Ledger balance 65
invoices with application and post dates in
different periods 65
processing payments when reconciling
suspense account 65
Fixed Assets
higher Fixed Assets balance 109
higher General Ledger balance 109
Miscellaneous Cash Receipts
higher General Ledger balance 99
higher Miscellaneous Cash Receipts balance
99
Payroll
reconciliation considerations
higher General Ledger balance 123
higher Payroll balance 123
reports for reconciling to General Ledger
941 tax report 112
account distribution report 110
general ledger report 119
local tax report 116
payroll journal 117
state tax report 114
payroll journal, Payroll 117
posting method 3
Purchase Orders
reconciliation considerations
higher General Ledger balance 78
higher Purchase Orders balance 77
numbers overall do not match 78
reports for reconciling to General Ledger
encumbrance report 71
general ledger report 74
R
reconciliation between General Ledger and
Accounts Payable 4
Accounts Receivable 53
Fixed Assets 99
Miscellaneous Cash Receipts 88
Payroll 109
Purchase Orders 71
Student Billing 25
The Raiser’s Edge 6.4.1 or higher 78
reconciliation considerations
Accounts Payable
beginning balances 17
deleted credit memos 16
deleted invoices 16
different periods for payment and post dates
17
manual journal entries 16
posting date 16
Accounts Receivable
higher Accounts Receivable balance 65
Payroll
higher General Ledger balance 123
higher Payroll balance 123
Purchase Orders
higher General Ledger balance 78
higher Purchase Orders balance 77
numbers overall do not match 78
Student Billing
higher General Ledger balance 53
higher Student Billing balance 53
The Raiser’s Edge
gift activity not yet posted 87
posted batches imported more than once 87
posted batches not yet imported 87
reports for reconciliation between General Ledger
and
Accounts Payable
bank register 7
general ledger report 12
open invoice report 4
transaction register 9
Accounts Receivable
account distribution report 58
general ledger report 61
open item report 55
Fixed Assets
account distribution report 100
general ledger report 105
year to date depreciation report 103
Miscellaneous Cash Receipts
account distribution report 91
cash receipts report 88
general ledger report 95
Payroll
941 tax report 112
account distribution report 110
general ledger report 119
local tax report 116
payroll journal 117
state tax report 114
Purchase Orders
encumbrance report 71
general ledger report 74
Student Billing
account activity report 27
account balance report 35
INDEX
account distribution report 30
aging report 33
cash receipts report 43
charge and credit list 37
general ledger report 46
open item summary report 25
transaction journal 50
The Raiser’s Edge 6.41 or higher
account distribution report 78
general ledger audit report 81
general ledger report 84
S
source codes 3
starting to reconcile 4
state tax report, Payroll 114
student account activity report, Student Billing 27
Student Billing
reconciliation considerations
higher General Ledger balance 53
reports for reconciling to General Ledger
account balance report 35
account distribution report 30
aging report 33
cash receipts report 43
charge and credit list 37
general ledger report 46
open item summary report 25
student account activity report 27
transaction journal 50
T
The Raiser’s Edge
reconciliation considerations
gift activity not yet posted 87
posted batches imported more than once 87
posted batches not yet imported 87
reports for reconciling to General Ledger
account distribution report 78
general ledger audit report 81
general ledger report 84
transaction journal, Student Billing 50
transaction register, Accounts Payable 9
Y
year to date depreciation report, Fixed Assets 103
139
140
INDEX