Financial Best Practices and Handy Tools

Laura TidquistTechnical Support Manager

Association Technology Solutions

What will we cover?• General best practices for entry/edit of cash transactions• Credit/debit memos• Refunds• Batches• Month-end processes in A/R Cash• Service Central • Review basic reports that are available out-of-the-box• Month-end procedures & GL interface options/recommendations• Quick review and/or demonstration of the AR/Dues Importer• Permission levels and what data, particularly credit card information,

can be view by staff at the various levels.

iMIS Accounting• A good foundation is the key

to success– Review of module setup

• iMIS is an accounts receivable system– Records cash and income

(revenue)– Does not track expenses– iMIS is your DETAIL!

• Types of Transactions– Cash Receipts (aka payments)

• Service Central• Staff Site

– Sales Transactions– Debit Memos– Credit Memos– Orders (Full & Simple)– Registrations– Dues Payments– Donations

Keys To Success

• Setup options– Module Setup

• Default Settings• Default Accounts• Aging• Batch Control• G/L Interface• Credit Card Authorization

– General Lookup Tables

AR/Cash>>Set up module

• Multiple Entities• CC Types• Order Processing Options• CR/DB Write-offs• Purge Information• General

Credit Card Data

• Advanced PCI Compliance– Maintain Audit Log when cardholder information is accessed.

• Stores encrypted credit card data in iMIS– Do not retain cardholder information (requires a purge).

• No credit card info in iMIS• Have to contact customers for credit card number for refunds

DB Maintenance Options - PCI• Backup iMIS!• Stop iMIS Application Pool in IIS to

prevent any updates• Purge All Cardholder Information

– If using deferred authorization this will purge all data so resolve those transactions first

• Reset Encryption Key & Data– Can take several hours

• Remove Historical Encryption Keys• Recycle/Restart AppPools

Default Accounts

• AR/Cash>>Set up module>>Default Accounts

• http://docs.imis.com/20.2/?_ga=1.120022408.1482168566.1428934388#!defaultaccountswindow1.htm

Aging

• Sets aging groups for Trial Balance Report

• Set Default Terms– Set up Terms first!

• Includes messages that print on standard statements

Batches• Batches are just ‘buckets’ for

transactions• Types:

– Operator Assigned– Auto-number– Auto-date

• Require Balanced Batches• Batch Date = Transaction Date• This is what you use to balance

your deposits/PayPal

Set default batch report

• If you’re not using the Crystal Batch Report change it!– Utilities>>Report Specs– Highlight AR-BatchControlPrint-

Batch Report (Crystal)– Click Clone– Tab to Title field and enter a .

(period) before title– Click Save to make default

Staff Site Setup – Commerce SettingsStaff Site>>Settings>> Commerce>>General- Email receipt template- Default Currency Code- DataVault options for

AutoPay and Recurring Donations

- Batch Settings

Staff Site Batch Options• Staff & public transactions in the

same batch• Separate batches for staff and

public• Individual batch for each staff

person• Each is a per day setting• Batch creation/selection is

automatic• Need due-to/due-from setup for

multi-entity

Configure the GL Interface• Validate GL Accounts

– Forces use of GL_ACCOUNT general lookup table for entry of GL account codes throughout iMIS GL Interface Type

• Summarize by– Month, Day, Batch, Detail

• Output file path/name– Location of file exported

• AP Refunds must have REFUND in your key– Creates export file for vendor

records (who the check goes to)

Using Special Characters in File Path/Name

• Special Characters Allowed– ? – increments the name of file

for each export. Adds a number to each file name

– # - creates a separate file for each entity. Appends the ORG_CODE to the file name

– You can use ? and # together if you’re using multi-entity

What’s Supported?

Supported• ACCPAC for Windows• Fundware• Great Plains Dynamics• Great Plains Enterprise (CS+)• MIP Non Profit Series• MAS90 (Sage)• Peachtree for Windows• Quick Books Pro• Solomon IV• SQL Financials• Great Plains Dynamics

Not Supported• Access Accounts• Accounting Vision• AccPac Plus (DOS)• Business Works• Deltek• Exact• Great Plains DOS• Macola• Peachtree MAC• Platinium for Windows/SQL• Sage Sterling• SBT• Solomon III• Solomon III Betrieve

Generic General Ledger Conversion Program

• For use with unsupported softwares• Download generic from ASI• Modify with Visual Basic• Save and test• http://docs.imis.com/20.2/#!genericgeneralledgerconversi

onprogram1.htm

Credit Card Authorization• Setup payment authorization

accounts• Select Gateway Type• Set to Immediate Authorization• Host URL

– Payflowpro.paypal.com – live and test transactions

– Pilot-payflowpro.com – test transactions only

• If using a different Account Code update web.config– VERISIGN,PaymentTech,PAYFLO

WPRO,PayPal are defaults

AR/Cash>>Set up tables

• Products– AR/Cash products do not

maintain inventory• Terms – set at least 1 default• Tax Codes – set tax codes if

needed• Cash Accounts

– Setup each payment method– Assign CCAUTH account

• Due To/Due From – if using multi-entity

• Set up AutoPay Payment Gateways– If licensed for AutoPay

• Payment Method Sets– Can be set here or in Staff Site

Staff Site Payment Method Sets

• Controls what payment types are accepted for staff and public sites– AR/Cash>>Set up tables>>Payment Method SetsOR- Staff Site>>Settings>>Commerce

- Same setup from either location- Set Display Name and Payment Method (cash account)

Payment Method Sets

• Staff • Public

GL_ACCOUNT General Lookup Table

• Customers>>Set up tables>>General lookup/validation– Import all of your account codes

• 3 Column Text File: Code>>(blank)>>Description

• Use Import button to import .txt file

• Provides lookup for assignment of GL accounts

• Make sure all products have a GL account code assigned– Default Accounts– Dues Products– Event Functions– AR/Cash and Order Products– Fund Raising Distributions

Recording Payments

Cash Receipt/Sales Transaction• Records Payments• Can record negative (reversing)

payments• Can do credit card refunds

• After-the-fact sale– No invoice– Does not effect inventory

Orders/Registrations• Cannot enter credit card payments

in Orders or Events– Must use Service Central or Cash

Receipts– Or the Staff Site!

Deleting Transactions – When is it OK?

OK to Delete• Check Payments

– For cash dues be sure to adjust paid through dates (Status and Billing tabs)

– For orders delete just the payment to leave order in tact. Deleting entire order cancels the order leaving a credit balance

• Same-day desktop credit card payments

Not OK to Delete• Staff Site credit card payments• Already exported to the GL• Different day desktop credit card

payments

Credit/Debit Memos

Credit Memo – reduce AR• Reduce line item, correcting

overcharge• Reverse a transaction• For Full Order Entry do in Orders

not AR/Cash

Debit Memo – increase AR• Increase or add line item to correct

undercharge• Zero out credit balance• For Full Order Entry do in Orders

not AR/Cash

Transferring Credits - *TAB• When you need to transfer a

credit from either one transaction to another or from one ID to another use *TAB

• From any payment screen enter *+TAB in the Check/CC field to select open credits

• Select credit and apply desired amount

• Only available in desktop/AAC

Service Central

• One Stop Shop!– Register– Order– Pay Dues– Donate– One payment for multiple

transactions

Walkthrough

Manage Batches• AR/Cash>>Manage Batches• Desktop must select Cash Table• Batch Date is transaction date

even if you do it a different day• You will see ‘Batch is Out of

Balance’ error when Control Amt. and Actual Amt. are not the same

• All batches still have to be posted in the Desktop/AAC

• Balance to deposits and PayPal• Once balanced – POST IT!

Staff Site – Viewing Batches

• Commerce>>View Batches• Can only view open batches

• Click Batch to view batch summary, detail and access reports

• Reports include:– Print Summary– Print Details– Print Summary by Payment

Method– Print Details by Payment Method

Month-End Procedures

• Create GL Journal• Credit Invoices (check refunds)• Credit/Debit Write-Offs• Deferred Income Records• Not just for ‘month-end’• Use these features – they help keep things clean!

Create GL Journal – The General Ledger Interface

• What does it do?– Exports files out of iMIS for import into your accounting system– Eliminates double-entry– Summary level journal entries– iMIS maintains the detail!– Must have FSI in your iMIS license key

Run the GL Interface• Review and post batches

– Only posted batches that haven’t been exported will export

• AR/Cash>>Process Month-End Procedures>>Create GL Journal

• Enter date range• Only exports transactions that

haven’t been exported• File(s) exported to location in GL

Interface setup

Refunds• Check Refunds – aka Credit Invoices

– Be sure to set ‘Refund Clearing’ default account• Credit Card Refunds

– Must enable ‘Allow Non-Referenced Credits’ on your PayPal account.

• AP Refunds Module– Must have REFUND in your iMIS license key

• What it does: creates an export file for vendor records in your accounting system (who to write checks to)

• File is created when you run the GL Interface

Performing a Check Refund• AR/Cash>>Process Month-end

Procedures>>Credit Invoices• Loads list of all credit balances in

iMIS• Mark items for refund• Click Issue Refunds• Cannot be undone• Invoice Refund List is backup• Check is cut from accounting

system

What does it look like after?

• From Customer record on AR/Cash tab:

• Batch Detail:

Credit Card Refunds• Where can I do them?

– AR/Cash– Billing– Service Central

• Enter Pay Amount as a negative and apply to open credit

• Must have ‘Allow Non-Referenced Credits’ option enabled on your PayPal account

Same Day Credit Card Transactions

• Credit card transactions entered in the desktop can be deleted same day as if they never occurred.

• Desktop credit card transactions appear as SALE on PayPal

• Staff Site credit card transactions cannot be deleted

• Staff Site credit card transactions appear as Authorization and Delayed Capture/Void

Write-offs

• Clears uncollectible balances• Can be debit or credit

balances• Be sure to have Write-

off/Offset default account set– AR/Cash>>Set up

module>>Default Accounts

Performing a Write-Off• AR/Cash>>Process Month-

end Procedures>>Credit/Debit Write-Offs

• Click Edit and select Debit or Credit Balances

• Enter Amount• Click Load List• Mark Items for write-off• Click Write Off• Cannot be undone

What does it look like after?

• From Customer record on AR/Cash tab:

• Batch Detail:

Deferred Income• For creating initial deferred

income balances• Set deferred and income

accounts• Beginning period• Term• Original and remaining amounts• Remaining amounts will transfer

during GL Interface process

Desktop Reports

• AR/Cash>>Generate Reports– Account Status

• Trial Balance (Crystal)– Shows all open credit and/or debit

balances• AR/Statements (Crystal)

• Tip: Set Crystal version of Trial Balance and AR/Statement as default in report specs and those will print from AR/Cash tab in Customers

• Same as setting Batch Report default

Desktop Reports

• Generate Reports>>Credit Card– Credit Card Authorization Audit– Credit Card Post Authorization

Report– Debit Card Post Authorization

Report (EU)– PayPal Reconciliation Report

• For PayPal Express

• Credit Card Reports• Deferred Pre-Authorization

– Only use in non-live credit card authorization

– Submit Deferred Authorizations– Print Credit Card Reconciliation

Report• Select batch number• Shows unencrypted credit card

numbers

Desktop Reports

• Deferred Income– Analysis Spread– Audit Trail– Detail Report– Matrix Summary– Select Crystal Options

• Transaction Lists– Distribution Summaries– Distribution Detail– Transactions– Batch Distribution Summaries

Desktop Reports

• VAT– Distribution Detail– Distribution Summary– Exempt & Zero Rated Distribution– All are Omnis Reports

IQA – What Business Objects Should I Use?

– csInvoice – Invoice data– csOrders – Orders data– csRegistration – Registration

data– csSubscriptions – Dues data –

current– csDuesHistory – Dues data -

past– InvoiceSummary – high-level

invoice data

– TransactionDetail – Trans table data

– TransactionSummary – Trans table data

– csDonations – Fund raising data

AR Payment Importer

• Pays open items / doesn’t create new ones

• If used for dues must be accrual – needs an invoice number to pay

• Lockbox situation• Overpayments create open

credit balances

• Required Fields– ID– Amount– Invoice Number

• If ‘Cash Application Auto Apply’ is not enabled in AR/Cash>>Set up module

Creating the File

• Tab or comma-delimited file• Batch Header (required)• PAY Record (payment detail)• http://docs.imis.com/20.2/?_ga=1.81118871.1482168566.

1428934388#!usingimisarimporter.htm

Walkthrough

AR/Cash Security Levels1 – Enter/Edit Transactions2 – Generate Reports3 – Manage Batches (cannot post)

• Can only edit your own batches

4 – Post and Edit Batches• Process Month-End Procedures

5 – Set up tables8 – Set up module

• Credit Card Reports

Thank you for your time!Laura Tidquist

ltidquist@atsol.org