Is posting to the GL even possible when Business office doesn't use the same software

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Lynnette Fisher
Lynnette Fisher ✭
Seventh Anniversary Facilitator 1 Photogenic
in Blackbaud Raiser's Edge NXT®: General Discussion
Hi.  We are currently in the mapping stage of conversion, but am trying to think ahead regarding everyday processes.  Currently I do a batch each day and then post to our GL even though our current DB and the college's financial database are not connected in any way.  Our accountant goes into my current software and exports the GL report basically as a double check of the accuracy of the daily entries so that both systems can reconcile.  


Since I haven't used RE yet, I am trying to see if the same process we are using is viable in RE?  Will the Post to GL in RE even work if we are not linked to the financial software of the college?


Any help would be greatly apprecated! 
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  • JoAnn Strommen
    JoAnn Strommen ✭✭✭✭✭
    Ancient Membership Facilitator 4 Name Dropper Photogenic
    Yes, The 'post gift' process is part of RE. You don't have to be linked to accounting software to change post status of a gift.


    Knowledgebase article on posting to GL
    https://kb.blackbaud.com/articles/Article/52511


    If I'm wrong, some one will certainly jump in. We posted gifts before we started using FE. Don't believe we were linked in anyway.
  • Lynnette Fisher
    Lynnette Fisher ✭
    Seventh Anniversary Facilitator 1 Photogenic

    JoAnn Strommen:

    Yes, The 'post gift' process is part of RE. You don't have to be linked to accounting software to change post status of a gift.


    Knowledgebase article on posting to GL
    https://kb.blackbaud.com/articles/Article/52511


    If I'm wrong, some one will certainly jump in. We posted gifts before we started using FE. Don't believe we were linked in anyway.

     

    Thank you so much!!
  • Julie Whitney 3
    Julie Whitney 3 ✭
    Eighth Anniversary Facilitator 1 Name Dropper Photogenic

    Lynnette Fisher:

    Hi.  We are currently in the mapping stage of conversion, but am trying to think ahead regarding everyday processes.  Currently I do a batch each day and then post to our GL even though our current DB and the college's financial database are not connected in any way.  Our accountant goes into my current software and exports the GL report basically as a double check of the accuracy of the daily entries so that both systems can reconcile.  


    Since I haven't used RE yet, I am trying to see if the same process we are using is viable in RE?  Will the Post to GL in RE even work if we are not linked to the financial software of the college?


    Any help would be greatly apprecated! 


     

    Is it even necessary to post to GL if you are not connect to FE? Also, correct me if I'm wrong, isn't it harder to change a record if you "post to GL"? Once you post it, you can't change it and believe me, we are constantly changing funds and appeals (within the FY).

  • JoAnn Strommen
    JoAnn Strommen ✭✭✭✭✭
    Ancient Membership Facilitator 4 Name Dropper Photogenic
    No, it's not 'required' to post gifts, but it certainly would be a best practice IMO.  When gifts are posted their are changed through an amendment. That provides a good trail.


    I'm assuming you do some kind of daily/weekly/monthly/quarterly reconciling. If I were the CFO of an organization I would not want my employees to be able to go back and make undocumented changes to records that have been reconciled. If data entry is accurate there should not be that many changes needed.
  • Julie Whitney 3
    Julie Whitney 3 ✭
    Eighth Anniversary Facilitator 1 Name Dropper Photogenic

    JoAnn Strommen:

    No, it's not 'required' to post gifts, but it certainly would be a best practice IMO.  When gifts are posted their are changed through an amendment. That provides a good trail.


    I'm assuming you do some kind of daily/weekly/monthly/quarterly reconciling. If I were the CFO of an organization I would not want my employees to be able to go back and make undocumented changes to records that have been reconciled. If data entry is accurate there should not be that many changes needed.

    Yes, we reconcile with Finance on a monthly basis so if any major changes need to happen I send them a report. We report on the FUND level and always save the Campaign Fund and Appeal reports. We document everything and let Finance know.

  • Melissa S Graves
    Melissa S Graves ✭
    Ninth Anniversary Facilitator 3 Photogenic
    It is harder to change gifts that have been posted - because it should be harder. Having to record changes as adjustments helps track the paper trail of what changes were made. If you are constantly changing thing son gifts throughout the year and not documenting those changes that may become problematic. Have an adjustment record so you know who changed what, when, and WHY!
  • Heather MacKenzie
    Heather MacKenzie ✭
    Tenth Anniversary Facilitator 4 Name Dropper Photogenic
    Seconding what others have said here about creating that audit trail, and having that added layer of security for the gift records, we post after the audit is complete each year even though we are not linked, and probably never will be, to our accounting software.
  • Lynnette Fisher
    Lynnette Fisher ✭
    Seventh Anniversary Facilitator 1 Photogenic
    Thanks everyone for your answers!  I really appreciate it!

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