Welcome! Please have a seat and make yourself

comfortable. There is no reason to login to the computer for this session.

Hello, my name is Abacus Owl! I’ll be popping in throughout the presentation today to see how things are going.

The Financial Edge:Introduction to Financial Edge

Presented by the Controller’s Office and TLI

Bryn Mawr College

Introduction to Financial Edge

This class is intended for an employee who currently does not

have a Financial Edge account or is a new user of Financial Edge (FE). This

class will cover logging into FE, terminology, menus and navigating, user options and available learning

tools.

Introduction to Financial Edge - Agenda

• Overview of Financial Edge• Financial Edge Terminology• General Ledger account number breakdown• Logging into Financial Edge via Terminal Services• Financial Edge Screens• Logging out of Financial Edge• Learning tools on Blackbaud Training Central

– Self-paced online classes & Knowledgebase– Login screen

• Available links on Controller’s Office web page• Questions??

Introduction to Financial Edge - Overview

Financial Edge is the College’s financial system. All financial activity (payroll, accounts payable, cash receipts, student billing, investments, alumnae giving, budgets, grants, conference services, and journal entries just to name a few) flows through Financial Edge. This information is then used to report the financial health of the College to the Board of Trustees and other outside Agencies. The members of the Controller’s Office are considered the financial stewards of the College.

Introduction to Financial Edge - TerminologyAccount – this is the 11 digit number used for coding your activity into Financial Edge

Account Code – this is the 2nd segment of the account signifying revenue or expense activity

Project – this is an additional segment (generally 99999) added to the account to further identify activity

Wildcard - * can be used when searching for accounts or projects within Financial Edge to open up the search parameters

General Ledger – this is the collection of accounts the College uses to record, track and store its’ business activity throughout time

Income Statement – report run from Financial Edge that can be used as a summary budget to actual report for a department or departments

Batches – the term used to identify a journal entry created

Journal – used to identify the source of a journal entry (i.e. Departmental Receipts is a deposit of funds posted through the Cashier)

Accounts Payable – this is where all of the bills for the College are processed for payment and vendor history and activity is stored

Vendor – term used to identify the company or person to whom we pay a bill

Invoice/Credit Memo – terms used to identify a particular bill paid to a vendor

Introduction to Financial Edge - Account No InfoACCOUNT NUMBER INFORMATION

ACCOUNT NUMBER - Consists of 4 parts (In the following order) Part 1 Part 2 Part 3 Part 4 FUND ACCOUNT CODE DEPARTMENT PROJECT ID (1 Digit) (5 Digits) (5 Digits) (5 Digits) Example: 1-52200-01310-99999

• Part 1 - FUND (8 funds) – Fund ID Description

• 1 Unrestricted • 2 Restricted • 3 Loan • 4 Endowment • 5 Conferences • 6 Trusts, Agency Funds, Campus groups • 7 Plant • 9 Designated Reserves

• Part 2 - ACCOUNT CODE (5 categories) – Account Code #’s: Account Code Category Description

• 10000-19999 Assets, Items College owns • 20000-29999 Liabilities, Debts College owes • 30000 Fund Balance, Net Assets of the College (Assets less Liabilities) • 40000-49999 Revenues, Money collected by college • 50000-89999 Expenses, Money paid out by the college

• Part 3 - DEPARTMENT (3 categories) – Dept #’s: Dept Category Description

• 00000 General College Balance Sheet/Dept Default • 00001-02000 All Academic & Administrative dept’s • 99999 Do Not Post (Part of the Default Holding Account used in JE entry )

Introduction to Financial Edge - Account No Info cont.• Part 4 - PROJECT ID’S (10 categories)

– Project ID’s: Project ID category Description • 99999 Project Default Used when there is no project, Fund 1 • 07000-08999 Plant Projects generally used for plant reserves & capital projects, Fund 7 • 09000-09199 Designated Reserves, Reserves that have already been designated for a

specific purpose, mostly Fund 9 • 00501-00599 Conferences & Events, Conference or event activity, mostly Fund 5 • 14000-14999 Restricted Gifts - Money given to college as Plant Fund donations from

private sources, Fund 7 • 21000-21999 Internal grants, Restricted research money given to faculty from the

College, Fund 1 • 40000-49999 External grants, Restricted money given to college from government or

private sources, Fund 2 • 50100-59999 Endowments, Gifts given to the College where only the income is

designated for spending , mostly Funds 2 and 4 • 00029-00399 & 01000-01920 Various, Ongoing Dept projects, mostly Fund 1 • 19000-20099, 25000-26999, & 65000-95008 Restricted/ Private Gifts, Money given to

college as donations from private sources

Introduction to Financial Edge – Logging In

Introduction to Financial Edge – GL Main Menu

Navigate via the menu choices on the left: (these are covered in detail in the advanced classes)

Home – Displays favorite queries/reports if desired.Records – to look up specific accounts, grants or projects Query – ad hoc reporting – you can look up detail activity covering a range of dates and accounts if desiredReports – standardized summary reports primarily used to review budget to actual resultsJournal Entry – used to import or directly post activity to the general ledgerHelp – can access various help options, some require you to login to the Blackbaud website

Introduction to Financial Edge – GL Records/Accounts Screen

Enter Criteria here:

Introduction to Financial Edge – GL Records/Projects Screen

Enter Criteria here:

Introduction to Financial Edge – GL Query Screen

Introduction to Financial Edge - GL Reports Screen

How’s everyone doing so far?

Introduction to Financial Edge – Accounts Payable

Navigate via the menu choices on the left(these areas are covered in detail in the advanced classes)

Home – Displays favorite queries/reports if desired.Records – to look up specific vendor activityQuery – ad hoc reporting to view detail vendor activity if desiredHelp – can access various help option, some require you to login to the Blackbaud website

Introduction to Financial Edge - AP Vendor Screen

Enter Criteria here:

Introduction to Financial Edge – GL/AP Options

Options will be covered in more detail in the advanced classes

Introduction to Financial Edge - Help Screen

I like the Help Topics best, it is interactive with the users guide

Introduction to Financial Edge – Logging Off

The key is to logout properly! Click on File

then Exit and Sign Out in the top left menu. Do

not just close the red x in the top right – it can

leave your session open for others to access

Introduction to Financial Edge – Learning Tools

Blackbaud Training Central website

Self-paced online Classes• Classes are slides with audio. They take approximately

5 20 minutes to complete. The time varies so greatly ‐because during a class you can pause, go back to a previous slide, go forward to the next slide, etc. You can also stop a class at anytime. You can take a class as many times as you like whenever you like.

Knowledgbase• Ask a question and view answers anytime.

Introduction to Financial Edge – Learning Tools

Recommended Self-paced online classes

• General Information Classes– Navigating in The Financial Edge – Organizing Favorites on Your Home Page in The Financial Edge

• General Ledger Account Record Class

– Displaying Account Activity in General Ledger

• General Ledger Queries/Reports Classes

– Creating a Basic Query in The Financial Edge– Modifying Queries in The Financial Edge – Learning the Basics of Financial Edge Reports– Creating General Ledger Reports – Creating an Income Statement in General Ledger

• General Ledger Journal Entry Classes (you must have security access to create journal entries in FE)– Creating a New Batch in General Ledger – Posting to General Ledger

Introduction to Financial Edge – Training Central Login• How to log into the Blackbaud (Financial Edge) website and use Training Central• To log into the Blackbaud Training Central website go to blackbaud.csod.com

Introduction to Financial Edge – Controller’s Office webpage links

• New FE users should do all of the following (all information is available on the Controller’s Office website): http://www.brynmawr.edu/controller/generalaccounting.shtml

– Use Blackbaud’s Training Central website (also remember you can use Help within FE)

– Read Financial Edge Frequently Asked Questions– Look-up and read the Account Number Information guide– Look-up and try tips/procedures for reviewing records in Financial Edge– Look-up and read the Journal Entry procedures guide

• http://brynmawr.edu/controller/HowtouseBlackbaudTrainingCentral912.pdf • http://www.brynmawr.edu/controller/FAQ.shtml• http://www.brynmawr.edu/controller/documents/AccountnumberandProjectIDinfou

pdatedMar08.pdf• http://www.brynmawr.edu/controller/documents/FinancialEdgeAccountsTipsWEBSIT

E1208.pdf• http://

www.brynmawr.edu/controller/documents/FinancialEdgeProjectsTipsWEBSITE1208.pdf

• http://www.brynmawr.edu/controller/generalaccounting.shtml#jes

Questions ???