Are you getting an error and don't know what to do? I found this great post in The User's Edge blog that I wanted to share with you. Check out Sarah's Shortcuts: Lions, tigers, and errors, oh my!
Talk to you soon!
Do you ever wonder what the transaction Reference column on the General Ledger Report or Post Report means? If you do, then this post is for you! The Reference, also known as journal reference, is created when you post from subsidiary ledgers (AP, AR, FA, CR, SB, and PY) or in detail from The Raiser's Edge. The journal reference defaults are defined in Configuration, can be customized for your organization's needs, and can even be defined for each transaction type.
Journal references are displayed on:
- The transaction detail on an account record
- The post report
- The Journal Entry batch
- All General Ledger reports where Reference is an available field
There are a few things to keep in mind when you set up your journal references. First, the total number of characters in a journal reference cannot exceed 50 characters. Secondly, changes to journal references are not retroactive, so the changes will only affect items that are not yet posted. Finally, when you create the references, make sure you include necessary details for an effective audit trail.
So let's get to the process...
For FE subsidiary ledgers, go to Configuration and click Posting Information. Then highlight the transaction type and select the appropriate field names and field lengths. Remember to define the journal reference for both the debit and credit side of transactions by marking the Debit or Credit option in the dark gray bar.
To define the journal reference in RE, go to Configuration, click General Ledger, and select the field names and lengths; you will see a sample of the journal reference at the bottom of the screen.
Don't see what you want? You can add custom fields to FE or RE by clicking Fields and entering the new name. Not sure how or why you would need a custom field? Try using them to emphasize specific transaction types such as INT- for Interfund entries and APPL- for Application entries.
For more information on customizing journal references or step-by-step instructions, take a look at the Posting Information section of the RE or subledger
Configuration Guides.
Hey payroll blog readers! I didn't want you guys to be left out of the top questions asked, so I am going to start listing the top 7 Payroll questions for the last two months with a link to the Knowledgebase solution. Unlike The Ledger Lowdown top question list, your list will only include Payroll 7 questions. I recommend reviewing both lists since The Ledger Lowdown will cover general FE or non module specific questions. Each list will be updated once a month, so make sure you come back!
April
- State and Federal tax reports are missing: BB373712
- Demo Do Not File is printing on W-2s and 941s: BB430526
- How to update Aatrix forms: B248846
- How to create a one-time payroll calculation: BB244550
- How to enter time worked in a batch: BB221882
- How to print Form 941: BB248846
- Taxes calculating incorrectly: BB267464
March
- How to configure Electronic Funds Transfer: BB261063
- How to globally add compensation types to employees: BB164768
- How to create a one-time payroll calculation: BB244550
- How to use the change compensation wizard: BB313160
- Error: You must assign a pay type or a cash or a non-cash compensation to the employee when creating calculations: BB348170
- How to update Aatrix forms: B248846
- Payroll posting the incorrect amount to the General Ledger: BB343100
Let me know if you find this information helpful 
/ 
or if you have any suggestions? I want to take care of my blog readers 
.
Talk to you soon!
Hey blog readers! Each month we keep track of the top questions you ask. Since this information is helpful to us, I thought it would be helpful to you guys too. With that being said, I am going to start listing the top 7 questions, I had to be unique 
, for the last two months with a link to the Knowledgebase solution. The questions can be for AP, AR, GL, or FA (Fixed Assets) but are typically GL and AP since those are our most popular financial products. I will update the list once a month, so make sure you come back!
April
- How to install or update: BB273248
- Error: Native error: 4060 when logging in: BB144086
- Bank Reconciliation shows out of balance to GL Cash Account or vice versa: BB61184
- Error: Invalid login when logging in: BB140810
- How to install or remove optional modules or change the number of user licenses: 24255
- How to download the latest update: BB273122
- Vendor tax ID field is grayed out: BB381560
March
- How to install or update: BB273248
- How to install or remove optional modules or change the number of user licenses: 24255
- Error: Native error: 4060 when logging in: BB144086
- How to create a Visual Chart Organizer: BB64859
- How to import journal entry transactions: BB53174
- Bank Reconciliation shows out of balance to GL Cash Account or vice versa: BB61184
- Error: Invalid login when logging in: BB140810
Let me know if you find this information helpful / or if you have any suggestions? I want to take care of my blog readers so let me know what you would like to see .
Talk to you soon!
Hey blog readers! A pain point with a lot of our customers with the optional module, Cash Management, is the dreaded bank reconciliation...dunh DUNH DUNH. This is an easy process when you balance 
, but can be a huge headache when you don't. For those of you who are new to FE or Cash Management, the process compares the General Ledger cash account, bank register, and your bank's monthly statement to ensure they all have the same balance.
Balancing your bank register to your bank's monthly statement and GL cash account can get challenging and sometimes complicated especially if multiple modules use the same bank. Here are some common causes of reconciliation issues:
- Checks were created in a fiscal period other than the one in which they were voided
- Transactions are marked as Do Not Post or have not yet been posted
- Manual journal entries were made to the cash account and not posted or imported to Bank Accounts as an adjustment
- Bank adjustments were not created when the journal entry batch was posted to the cash account, so a manual bank adjustment was entered as Do Not Post
- The debit account on the adjustment is not the cash account
- The bank is not set to track cash in General Ledger
If your bank register and bank statement don't balance to your GL cash account the first time, try the following to find the cause:
- Ensure the bank is set to track cash (BB103818) in General Ledger.
On the Bank tab, verify the account numbers used for Accounts Payable and Cash Management are correct.
- Post to General Ledger.
Post any unposted transactions that show in the bank account but not the GL cash account. Also, make sure all journal entries to the GL cash account are posted.
- Note timing issues.
If you voided checks in a month other than the one in which they were created, the bank account and cash account will remain out of balance until the reversals post to the cash account. If you must correct this in the current period, you can create an automatically reversing journal entry (BB22411) to your GL cash account.
- Determine how you will treat Do Not Post transactions.
Run a transaction register or transaction list to find transactions marked as Do Not Post. The account will remain out of balance until the transactions are posted, or manual journal entries are posted to balance to the bank register.
- Check the debit account used on adjustments.
An account, other than the cash account, used as the debit account on an adjustment will cause the bank account and GL cash account to be out balance. If the adjustment is unposted, edit the debit account. If the adjustment is posted, enter another adjustment to correct the original adjustment (BB66590).
Do you have any other tips and tricks for fellow bank reconcilers? Let us and others know by leaving a comment.
Talk to you later!
Hello blog readers! A common question we get is how to create a one-time payroll calculation, so I thought this would be a good topic to talk about. The reason for needing the one-time calculation can vary from payroll corrections to bonuses
, but the process is always the same. Let's get started:
The first thing to do, if you don't already have one created, is to create the new pay type (BB163850) in Configuration. The rate selected and the number of pay types needed depends on the reason for the one-time calculation. Here are a few scenarios for employee bonuses:
- If all employees will receive the same amount, select Fixed amount and enter the total amount.
- If all employees will receive the same percentage of pay, select Percentage of gross and enter the appropriate percentage.
- If different groups of employees will receive a specific amount, create a different pay type for each group.
- If all employees will receive different amounts, select Fixed amount and enter the total amount that most of the employees will receive. When adding the pay type to the employee records using Create Group Assignments, you can manually update each employee amount on the Assignment Grid tab.
On the Schedule tab of the pay type, mark the Pay only in periods with specific end dates option. If the one-time calculation's pay date falls on the same date as the regular payroll calculation, the software will calculate both pay types together. If the other scheduled pay(s) are already calculated, only the one-time pay will be calculated.
Now you're ready to add the pay type to employee records. There are two options you can use depending on the number of employees. If you only have a dozen or so employees, I'd recommend manually adding the pay type. If you have a large number of employees, save yourself some time and use Create Group Assignments (BB164768).
You made it through the hard part. At this point all you have to do is create calculations and print the checks or EFTs; a process I am sure you are all familiar with . If you would like step-by-step instructions, take a look at Knowledgebase solution BB244550.
Talk to you soon!
Hey blog readers! Nothing is more frustrating when you run your Balance Sheet and the bottom line is out-of-balance 
. So here you are with an out of balance Balance Sheet that you need to have to your board in an hour, or even worse an hour ago. What should you do? Well, the first thing is don't, or try not to, panic. A deep breath usually works for me. Then take a look at these common causes of out of balance financial statements and reports; you may be able to resolve the issue and be a hero.
Create and preview a new Trial Balance Report for the same period and fund(s) as the out of balance financial statement. The report should always be in balance when including all accounts and their balances. If the Trial balance report is incorrect with no filters or VCO selected,
create a case.
If the Trial Balance is correct, try the following:
- Run the report as Supervisor or as a user without account level security defined. Financial statements will exclude accounts that a user does not have rights to view.
- Mark the option on the General tab to include inactive accounts and rerun the report. Inactive accounts with activity will cause the report to be out of balance.
- If the report totals correctly, create a query of inactive accounts (BB89504) and change the account(s) from Inactive to Active (BB68498).
- Check your VCO template. As new accounts are added or new templates created, accounts can be left off or duplicated causing the report to be out of balance or total incorrectly.
- Run a chart template validation (BB62966).
- Make any appropriate adjustments for duplicate or missing accounts (BB64859).
- If the chart validation does not pinpoint the problem, run the report using the default template (BB67838).
- Check the filters on the report to ensure you're not filtering out accounts or activity. A combination of advanced filters on a VCO and report filters can cause you to filter your way out of balance. Remove all filters from the report to determine if the filters are the cause.
- Run the report at a level 9. Running reports at a lower level will summarize activity. Increasing the level is an easy way to ensure no accounts are excluded from the report.
- Recreate the report to ensure the parameter file is not corrupt.
If your report is still out of balance after following these steps, create a case. Support will be more than happy to help you.
Talk to you soon!
Hey blog readers! I wanted to share some great news from earlier this month. The Financial Edge received the Campbell Award for being the most recommended product among users from nonprofits with revenue of less than $5 million. 
Campbell Rinker specializes in providing market research to the nonprofit world. For information about the survey, check out 2007 Nonprofit Accounting Solution Report or Campbell Rinker's Press Release.
Talk to you soon!
Hey blog readers! We are often asked why Accounts Payable users are not able to update a vendor tax ID, so I thought this would be a helpful topic to talk about today.
Beginning in The Financial Edge version 7.70 we implemented personal information security. This additional security option allows you to specify which users can view and edit information such as Social Security Number, credit card numbers, bank account numbers, and vendor tax IDs. To ensure this personal information is secure, the personal information options are not marked when you create a new security group or update from a version prior to 7.70.
To be able to update the field, adjust the Shared Component Personal Information options in the users' security group. For complete steps, take a look at Knowledgebase solution BB181316.
Make sure you only assign rights to personal information for users that need to access it in order to perform their job. If you are not sure what rights are appropriate, check out What is Blackbaud's recommendation for personal information best practices?
Talk to you soon!
Hey blog readers. There's a cool feature in Configuration I wanted to share with you today. When you hire a new employee they probably have to go through the employee orientation to fill out forms, get ID badges, departmental intros, and training. Don’t forget the list of things to do when promoting employees or employee separation.
Well the cool feature is called Tracks. Tracks allow you to create and track (get the name) a list of things you need to do. The checklist items can be for anything like tracking potential employees, new hires, promotions, business trips, lending supplies… I think you get the idea; pretty much whatever would work for your organization. As each task is done, you can update the Track record to show that it is completed and add a date.
The Track process can be automated too. You can choose to add the track based on employee status, automatically add a new track when the current one is completed, and automatically change the employee status upon completion.
Ok, so I am a little happy about tracks, but I think it is a great time saver that is underutilized. If you want more information about tracks, check out the Tracks section of the Payroll Configuration Guide.
Do any of you use tracks? What types of things do you use them for?
Talk to you soon!
Hello blog readers! My name is Jennifer and I would like to welcome you to Blackbaud Blogs. This is my first blog, so I thought it would be best to introduce myself.
I came to Charleston from New York, and yes most people call me a Yankee, to attend the College of Charleston. After a year of milder winters, I decided to stay and get away from the snow and slush. It only snowed once in Charleston in the nine years I've been down here. I have to say, snow on a palm tree is just wrong! Anyway, I've been at Blackbaud for four and a half years supporting The Financial Edge and Accounting for Nonprofits. I started as an analyst, became the FE Product Lead, and am now an information specialist. You may have read some of my work. I write The Ledger, Payroll Post, and Student Billing Statement newsletters, which I hope you’re subscribed .
I suppose that is enough, if not too much, about me. Keep an eye out for my product blogs, The Ledger Lowdown, Payroll Post Notes, and Student Billing State-of-Mind. Since I'm new to this I'd love your feedback, so feel free to click comments and let me know your thoughts. We'll treat comments like a party, the more the merrier!
Talk to you soon!
Resist the urge to add yet another account segment or code, and instead consider the following:
- Lifespan
- Budgeting
- Equity Retention
- Transaction Balancing
The above points will help you decide which of the following transactional characteristics is appropriate:
- Projects
- Transaction Codes
- Account Attributes
- Transaction Attributes
- Project Attributes
While the above have different abilities, each can
at least be reported on. For example, I can use a Transaction
Attribute to report activity group by Location without creating
additional Accounts.
Also,
I'm
always impressed by individuals who can tell me exactly what
account '01-4512-22-3-84' is without reference. Instead of referencing
numerical code tables, or worse sticky notes, you can book
transactions using plain English.
The table below outlines the basics of each characteristic.
|
Characteristic
|
Retain Equity?
|
Budget?
|
Require to Balance?
|
How many can you define?
|
|
Project
|
Yes
|
Yes
|
Yes
|
Unlimited
|
|
Transaction Code
|
Yes
|
Yes*
|
Yes
|
Five
|
|
Transaction Attributes
|
No
|
No
|
No
|
Unlimited
|
|
Account Attributes
|
No
|
No
|
No
|
Unlimited
|
|
Project Attributes
|
No
|
No
|
No
|
Unlimited
|
Now that you know account segments aren't the only show in town ... be kind to your Chart of Accounts and keep it from exploding.
I just finished spending 2 days at BBU in The Raiser's Edge Essentials I, which I felt was a great way to get some knowledge of another product under my belt to fill in space between the burger and fries I had for lunch. Ultimately though, the goal is to improve Product Support's responsiveness, and ability to support clients who choose to integrate The Financial Edge and The Raiser's Edge.
I still have quite a few more classes to go until I would say I "know" RE, but this project can't get started soon enough. A problem we face in Support is that RE and FE users and Support Analysts have different vocabularies (vocabularii ?). On top of that, because the 2 programs serve such different, but advanced functions in their own purpose it is no suprise that questions come up when working between the 2 products.
So, with the end goal of this project being a way for support to provide better "support" for the integration of FE and RE I would like to tap the knowledge of those integrated users...what hurdles did/does your organization face with integrating these 2 products? From a procedural standpoint, does your accounting staff have nightmares over what the development office is sending to your database? What are the questions you would like to be able to call Support and have someone know the answer to when it comes to your integration?
The floor then ladies and gents, is all yours...
Recently I decided to create my laptop's workspace. I spent a
few moments thinking about my work flow and how I used applications. The
process resulted in two folders for documents on the Desktop, a Quick Launch
Toolbar with shortcuts to four commonly used applications, and an organized
Start Menu.
My workspace is now tailored for me and allows me easy access to what I need
on a day-to-day basis.
You can do the same with The Financial Edge (FE) by using the Home
Page. Think of the records, reports, and processes that you commonly work
with and append them to the Home Page as Favorites. Don’t forget you can
also include documents, such as budget worksheets or a policy manual, and links
to web-pages.
Not only does the Home Page allow you to tailor FE for you, but it's a great
solution for new users or volunteers. Providing
a Home Page with links specific to the users roles creates a very clean easy to
use environment.
As a Product Lead, I constantly encounter different user scenarios and situations with how the software works, or how to perform a specific task. More often than not, I end up asking myself, "How does The Financial Edge help our clients with their business processes? Do they create processes around how they use FE, or use FE following their existing process?"
I would like to then, in the spirit of that thought, ask the Loyal Ledger Readers:
- What process does your organization have in place for your end of year closing?
Feel free to be as detailed - down to individual work flow/steps; or as general "we check the box to soft close the prior year" as you like...
Anyone?
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