BBGM + FE: Making the Marriage WorkLEVERAGING YOUR BLACKBAUD TOOLS FOR EFFICIENT GRANT-

RELATED PAYMENT PROCESSING

Rachel Rosen, Blackbaud

I’m Rachel Rosen

I’ve been part of the Blackbaud family for almost seven years now, based out of NY/NJ. I practice yoga and love to cook (mainly Italian food) and am learning to bake. In my spare time my family volunteers for City Harvest’s mobile food banks, and we do 5ks for animal rescue.

BUSINESS ANALYST, SENIOR

Agenda

• Introduction

• Product background

• BBGM Setup

• FE Setup and Import

• Tips & Tricks

• Conclusion

“Blackbaud solutions have helped revolutionize the way

we enlist the help of our players, our staff, our fans, and

our community as a whole.”

- Brett Taber, Executive Director, Social ImpactMinnesota Vikings Foundation

Financial Edge and Grantmaking clients

Introduction: Who, What, When, Where, Why

Who should be involved?

BBGM:

Grants Manager or Client Admin

FE:

AP admin (import permissions) or FE DBA

What happens?

BBGM Grants Manager or Client Admin has set cadence (or scheduled report) of scheduled payments to be exported, sent as .csv file sent to FE AP admin (need import permissions) who then imports to your GL.

When should it happen?

Up to you! Typically weekly or monthly, but please keep a set cadence (or use a scheduled report). The idea is to be consistent.

Introduction: Who, What, When, Where, Why

Where it all starts

The payment information originates in BBGM

Why should I do it?

Reconciliation, consistency, procedure, budgeting

Enhanced Efficiency

Superior Accountability

Tight Audit Trail

Improved Communication

What questions should you ask internally?• Will FE update vendor (organization) information

from BBGM?

• How/when we will reconcile?

• What information from FE needs to be tracked in BBGM? (IE project codes, t-codes, attributes, etc.)

• Do we have the “Projects and Grants” module in FE?

• How often will we send payment/invoice information to FE?

• Will we process in-kind requests?

• How will we handle transaction distributions?

• Are we paying grants in BBGM or only in FE?

FE Optional Module

IF YOUR ORGANIZATION RECEIVES GRANTS, THEN THE PROJECTS

AND GRANTS OPTIONAL MODULE FOR THE FINANCIAL EDGE IS A

MUST, AS IT PROVIDES YOU WITH THE TOOLS TO ENHANCE

REPORTING AND TRACKING OF YOUR GRANTS.

YOU CAN SPECIFY WHICH PROJECTS ARE FUNDED BY THE GRANT

AND ASSIGN A SINGLE TRANSACTION CODE TO THE GRANT TO

PROVIDE MORE DETAIL FOR TRACKING THE GRANT PURPOSE.

THE MODULE CAN ALSO GENERATE ACCOUNTS RECEIVABLE

TRANSACTIONS FOR THOSE GRANT EXPENSES.

What do I create in each database?

In BBGM

• Project Code (blueprint custom field on the Payment record)

• Project Description

• Fill in the Funds classification sheet

• Fill in the GL classification sheet

• Create custom fields for any attributes or transaction codes

• The correct views/dashboard table parts

In Financial Edge

• Any necessary Transaction Codes (T-Code) for grants

• Any necessary Attributes

• Necessary accounts for grant payments

• Dashboards to track grant information

Information ExchangeI need the following information from FE:-GL codes -funds-project list-if you want Program Area

What info do you want in FE outside of the required fields? -any attributes-vendor ID-BBGM org ID-BBGM payment ID, request ID-number of payments

BBGM Setup: Vendor Import for FE

Search: organization change date “this month”

BBGM Setup: Invoice Import for FE

Search: payments scheduled “this month”

I*Include BBGM Payment ID if want the AP Import to BBGM

The Workspace

The View

How to Export from BBGM

You can export from either

the Workspace or the

Dashboard Table Part.

FE Import1.How do I post to GL:

https://kb.blackbaud.com/articles/Article/46301

2. How do I import:

https://kb.blackbaud.com/articles/Article/66329

includes sample files

→ Import JE Transactions:

https://kb.blackbaud.com/articles/Knowledge/40003

TestingThere are some columns that will have to be added to

perform the import successfully in FE (in yellow).

They are the columns that tell FE what the attribute is.

Note: the last column must have data, and the file format must be .csv

To Involve Blackbaud or Not To Involve Blackbaud?

“The integration was crucial because we are using BBGM to track our

budgeting and payments and we cut checks and payments in FE. ”

-Lisa CeballosDirector of Grants, Isagenix

FE NXT, RE NXT, OLX, BBGM, BBEV/BBEG, EDH, BBMS

Discussion: have you integrated? Was the integration beneficial to your staff?

Has it positively impacted staff work time or added work time?

What changes to your internal controls were necessary?

What about other products, like RE?

Have all grant types and internal programs (or project codes) clearly defined. Make sure these match those used for FE. It is extremely important for all stakeholders to

be involved in this processes from the beginning.

Decide what information you want stored in your database. We are working on redoing our Standard Operating Procedures.

We have been able to eliminate several excel spreadsheets. It will be helpful to have all request information stored forever in BBGM. In the short term, our

implementation has added some work time just due to the learning curve. In the long term, we have already experienced how much time can be saved. For example,

our past grant approval process involved sending individual emails. This was extremely time consuming. With the generate email option in BBGM, this takes just a

few seconds.

-Rachel YoungDirector of Grants, BISSELL Pet Foundation

FE, RE, OLX, BBGM

Updating payment information in Grantmaking

BBGM options:

1. Use the A/P module which allows for a CSV file to update payment records in BBGM. https://www.blackbaud.com/files/support/howto/coveo/gifts-online/go-mod-accountspayable.htmlSample import file: https://www.blackbaud.com/files/support/howto/coveo/gifts-online/Resources/Images/ExportImportSamples/AP_GO_Import.txt

2. Manually update BBGM records from an FE report or export file

In Financial Edge

Perform an AP export:https://www.blackbaud.com/docs/default-source/how-to-documentation/financial-edge-how-to/system/fexport.pdf?sfvrsn=dd1e23f1_4

To learn more about what was included in this agenda, visit: 1.How do I post to GL:

https://kb.blackbaud.com/articles/Article/46301

2. How do I import:

https://kb.blackbaud.com/articles/Article/66329

includes sample files

→ Import JE Transactions:

https://kb.blackbaud.com/articles/Knowledge/40

003

linkedin.com/in/missrachelrosen

Rachel.Rosen@Blackbaud.com

Tell us in a session survey on the mobile app, and you’ll be entered to win a complimentary pass to bbcon 2020 in Seattle, WA!

Addendum: Field ListRE BBGM FE

Fund = Money coming in Fund = Classifications/Fund/ add in Fund names as needed (dollars coming out) Project = report on revenue, expense and budget by project

n/a (Could be Org ID) Vendor ID Vendor ID

Organization Name Organization Name Organization Name/Vendor Name

Gift Type Type of Support Gift Type

Gift Subtype Custom field Custom field

Letter Activity Type (To Do) Custom field

Appeal Custom field T-code

Campaign Custom field Custom field

Attributes Custom field Attributes

n/a Schedule Date Invoice Date

n/a Payment Date Date Paid

Address Address Address

n/a Custom field Project ID

n/a Custom field Project Description

n/a Custom field Post Date

n/a Payment Type Payment Type

n/a Payment Number Payment Options

n/a Payment ID Invoice Number

n/a Project Title Journal Reference