Documentation for Accounting Dept. not using Financial Edge

Yes, there are definitely easier ways than copying individual receipts.  Look at the posting gifts function and reports. Even some of the  reports like Financial repots > Cash receipts Journal or pledge reports may help.

I don't have my supervisor account up right now for exact names for posting -need to be in a user account with rights to post gifts to access this function.  I know some orgs do use the batch validation reports also. We don't at this point.


Hopefully you'll hear from some users who personally do the posting function. Our CFO does it, not me, but I know it's there.

Mia Munoz:

Hello!

So we are new to RE and we don't have Financial Edge so I was wanting to see what you use as documentation when you give the information to your accounting department to enter on their side through Quickbooks. Right now I am printing off Receipts for individual gifts and Validation Reports when I am entering in batch. I think they may be an easier way or something else I can provide them that will give them the information they need. Any recommendations? 

There are a couple different ways you could go about this that is more straightforward.  I have worked in a couple orgs that do not have FE and/or do not have them linked for whatever reason.


It depends on if and how/where you are keeping the actual Account Numbers that Finance uses on which reports may or may not work better for your reconciliation.  You mention you are new to RE so I will say this -- Fund in RE is Account in FE.  Know the language and to what they reference, it will make a difference.


When I have been in an RE database that is not linked or the org has not had FE I put the Account Numbers in the Fund Description so that it can easily be pulled and sorted by Account Number when I have to hand reports over to Finance.  Example:  Fund ID:  Endow Smith   Fund Description:  123-999-000  Smith Endowment Fund  


Depending on which one the Finance person you work with prefers (you have to have a dialog and show them samples). 

There are two reports that have worked well in my experience.   One is the Gift Detail and Summary Report and each of the for $$ columns are manipulated to be Cash, Stock, Pledge Payments, and Pledge,  The Columns included are: Name, Gift Date, Fund Description, the four $$ columns, Batch Number, and Reference.  I export it as an Excel Data Only and tidy it up (removing the extra lines, etc.).

The other option is a Static Constit Query with Output Fields of: Name, Gift Date, Gift Amount, Fund Description, Gift Type, Batch Number  and Reference.

It just depends on if the person you reconcile with would prefer to have columns for the difference Gift Types or just be able to sort them in sections vertically.

 

I agree. The Gift Detail & Summary report works for us too. We DO have FE, but are not integrated. We also use the Adjusted Gift Report and Write off report, as needed.