IM Enterprise. Quick Start

Transcription

1 IM Enterprise Quick Start Teresa Knechtel Page 1 2/28/2014

2 Prior to users being able to access and add data to the database certain Administrative functions need to be done ahead of time: Security Settings Accounting Settings Fundraising Settings Receipt Settings User Settings 2

3 Security Settings 3

4 Security Settings This topic is covered in the Guide to Security. Your Agency should carefully plan its security requirements. The security plan should be developed through a security committee. Members of the security committee can be provided with copies of the Guide to Security in order to understand the structure of the Security Model and to plan the Agency s security requirements accordingly. The Security Plan should layout and describe the Agency s Branches, Departments, and Users, along with the respective roles and security requirements for each User. Assign a trusted senior staff member as the Security Administrator to create and manage Branches, Departments and User accounts in accordance with the security plan. In larger organizations this role may be entrusted to a senior IT professional. 4

5 Accounting Settings 5

6 Accounting Settings Transactions are categorized as Transactions Types. Transaction Types determine what data entry form is used and what Balance Sheet Accounts will be credited or debited when entering financial data. Therefore it is necessary to make sure the Balance Sheet Accounts are reflective of your organizations Balance Sheet Accounts. At the very least you will need the following accounts: Cash in Bank Accounts Receivable / Pledges Receivable Gifts In Kind Accounts Payable 6

7 IM Enterprise ships with a built in Chart of Accounts. You can choose to use the existing set up or modify it to your own Chart of Accounts structure. The Chart of Accounts is broken down into the following Account Types: Assets Liabilities Net Assets Income Expenses Each Account Type can be categorized further into Account Categories. At minimum you will use the following Account Categories: for Assets: Accounts Receivable Cash Other Assets for Liabilities: Payables To modify the Cash In Bank, Gift In Kind and Accounts Payable accounts view the following video: Asset Account Set Up To modify, delete, add accounts view the following video: Modifying/Deleting/Adding Accounts 7

8 In addition to setting up the Default Balance Sheet Accounts for users, revenue accounts will be needed. At minimum you will need the following Account Categories: For Income: Direct Contributions Donated Goods and Services Revenue To modify the Donations General, Gifts In Kind and Pledge Payments revenue accounts view the following video: Income Account Set Up Next you will have to set up your funds and associate them with the appropriate Net Asset Accounts. At minimum you will want the following Net Asset Accounts: Unrestricted Net Assets Restricted Net Assets Once you have your Net Asset Accounts set up, you need to exit the Chart of Accounts and go into Funds. Create or modify the list of funds and make sure to associate each fund with the appropriate Net Asset Account. To modify the Unrestricted Net Asset and Restricted Net Asset accounts and associate your Funds to the appropriate accounts view the following video: Net Asset Account Set Up/Associating Funds to Accounts 8

9 Fundraising Settings 9

10 Fundraising settings All transactions must have a Solicitation and a Campaign code. Solicitation Codes are used to keep a record of communications with constituents. The term communications is used loosely. Any contact designed to elicit a constituent s support is a solicitation. Examples of solicitations: Telephone solicitations Invitations to Gala dinners Newsletters Direct mail appeals Door-to-door Canvass Solicitations are created/modified in Messages within the Communications Module. Each Solicitation has to be associated with a Campaign. Income Manager uses the word Campaign as an umbrella to imply an overall purpose. A campaign consists of various fundraising activities, such as special events, direct mail solicitations, foundation proposals, corporate canvases, etc. Every agency has at least an Annual Campaign, which means that all of the money raised during the year is directed towards fulfilling its overall purpose. Some agencies, like hospitals and universities, may also have other concurrent Campaigns such as a Capital or Equipment Campaign, or an Endowment or Planned Giving Campaign, or possibly a Scholarship Campaign or University Chair. Campaigns are created/modified in Programs. To create a Campaign, view the following video: Creating Campaigns To create a Solicitation Code and attach a Campaign to it, view the following video: Creating Solicitation Codes 10

11 Receipt Settings 11

12 Receipt Settings Income Manager Enterprise gives you the option of generating Gift Receipts (Official Tax Receipts), General Receipts (Non-Tax Receipts/Cash Received Receipts) or just Thank you Letters. In order to generate Gift Receipts (Official Tax Receipts), General Receipts (Non-Tax Receipts/Cash Received Receipts) or just Thank you letters you need to modify the appropriate templates. Income Manager Enterprise provides several templates as word merge documents they are located in the C:/IM6/Templates folder. The following templates are provided: A: Gift Receipts (Official Tax Receipts) templates: TY Letter-Receipt.doc, TY Letter-Receipt.doc : This template is used for issuing a tax receipt with a thank you letter for single tax deductible gift. TY Letter Split Receipt.doc, TY Letter Split Receipt II.doc: These templates are used for issuing a tax receipt with a thank you letter for split tax deductible gifts. These are gifts whereby the donor receives a benefit for a portion of their donation. As a result the donor receives a tax receipt for a portion of their donation. Eg: I purchase a ticket to the Gala for $ but only $ is tax deductible because I received the benefit of a meal and entertainment valued as $ Please note you can use the TY Letter Split Receipt templates for single tax deductible gifts that are not split. If there is no benefit the Total Amount Received by Charity will be the exact same amount as Eligible Amount for Tax Purposes and the Advantage Amount will show as $0.00. GIK TY Letter-Receipt.doc: This template is used for issuing a tax receipt with a thank you letter for Gifts In Kind. This template contains a field called Description of Property: that pulls in the information entered into the field TransNote and a field called Appraised by: that pulls in the information entered into the field Appraiser. Annual TY Letter-Receipt.doc: This template is used for issuing a tax receipt with a thank you letter for donors who give regularly throughout the year, but want one consolidated tax receipt at year end. It contains special coding that adds up the gifts into one receipt per constituent. Replacement Letter-Receipt.doc, Replacement Letter-ReceiptII.doc: This template is used for issuing replacement receipts for tax receipts that were sent out in error. It contains the field Receipt Replaced, a required field for Replacement Receipts. 12

13 Additional templates are included for Quebec donors, they are: ReceiptCashGiftNoAdvantage-EngQC.doc ReceiptCashGiftNoAdvantage-FraQC.doc ReceiptGiftinKind-EngQC.doc ReceiptGiftinKind-FraQC.doc B: General Receipts (Non-Tax Receipts/Cash Received Receipts): NTR1.doc: This template is used for issuing Non-Tax Receipts/Cash Received receipts with a thank you letter. Non-Tax Annual TY Letter: This template is used for issuing Non-Tax Receipts/Cash Received receipts with a thank you letter for constituents who contribute regular non tax deductible donations throughout the year, but want one consolidated Non-Tax Receipt/Cash receipt at year end. C: Thank You Letters only (no receipt attached): LTR1.doc: This template is for sending just a thank you with no receipt attached. D: Labels: AddressLabel.doc, Avery 5160 for Individuals.doc, Avery 5162 for Organizations and Individuals.doc: These address label templates can be linked to the Receipts so that you can produce labels at the same time that you Issue your Receipts. All of the Templates are found in the C:/IM6/Templates folder. Do not modify the original templates. To modify and save the layout of a template, view the following video: Modifying Templates NOTE: If you use the Income Manager Enterprise Online product please see the link Modifying and Linking Templates for IME Online Users at the end of this section. To format the Currency and Date Fields in your templates, view the following video: Formatting Currency and Date Fields 13

14 Once you have created/modified your Gift Receipt, General Receipt and Letter Only templates you have to connect them to Receipts in the Communications Module. This is where you create the drop down list for the fields Gift Letter and General Letter. These two fields are used for selecting what type of Receipt the constituent will receive: The field Gift Letter is where you select the type of Gift Receipt (Official Tax Receipt) that a donor should receive. The field General Letter is where you select the type General Receipt (Non-Tax Receipt/Cash Received Receipt) or the type of Thank you Letter only that a donor should receive. There is a separate Receipt Numbering sequence used for Gift Letters and General Letters. The drop down list for both of these fields will be the same. It will list them in alphabetical order and it does not filter the list by Gift or General, so when you see the list for Gift Letter it will contain General Letter options and visa versa. Therefore it is important when creating your Receipts in the Communications Module to use a consistent naming convention. For instance, precede all Gift Receipts (Official Tax Receipts) with CRA, all General Receipts (Non-Tax Receipts/Cash Received Receipts) with NTR, and all General Receipts (Thank you Letter ONLY) with OLT. To connect your templates to your Receipts view the following video: How to Link Templates to Receipts Modifying and Linking Templates for IME Online Users 14

15 User Settings 15

16 User Settings Once IME has been installed Users must create the appropriate Office References. IME needs to know what version of Microsoft Office you are using and it requires you to create a link between IME and the appropriate Word, Excel and Outlook files it will need to integrate with your version of Microsoft Office. To create Office References, view the following video: Creating Office References The next step is to set up User Defaults for adding transactions. User Defaults can be set for the following fields: In the transaction form: Currency Pay Method Solicitation In the transaction sub form: Account Fund Program Soft Credit Type Sub Program Defaults can be overwritten while inputting data. To set user defaults, view the following video: Setting User Defaults 16