FundWare v7.6 includes document management capability (PaperSave)

Payroll Accruals - vacation and benefit accruals can be setup in FundWare

Timekeeping - 3rd party timekeeping systems such as Krono's can be interfaced to Payroll

Data from multiple reports can be consolidated in Excel using Monarch

Fraud protection is available with positive pay

941's can be generated directly from FundWare

Fundware can have security to the account/department/attribute level with the Advanced Security Module

Payroll rate changes can be changed or overwritten on the fly

Cleared checks can be uploaded into FundWare from your bank

Journal entries posted incorrectly posted to the wrong period can be reversed and posted to the correct period with a few clicks

 

Important notice for users of Windows XP with Service Pack 2 (SP2): The support for your product ended July 13, 2010! To ensure that you will receive all important security updates for Windows you need to upgrade to Windows XP with Service Pack 3 (SP3) or later versions such as Windows 7.

Creating a Journal Entry

 

 

1. Click on General Ledger-Project Grant folder. 
2. Click on Journal Entries.
3. Click on New.
4. Select Journal type from the drop box (ie. GJNLA – General Journal).
5. Change the Posting Action if needed.
   1. Enter an account number and hit Enter.
   2. Enter Ref 1, 2 and 3 as needed.
   3. Enter a Description for this journal.
   4. Enter the Amount.  (Enter credits with a negative number or right-click on the Amount column and choose Debit/Credit.)
   5. Repeat a-d as needed.
6. Verify the Net amount is $0.00 or that Debits = Credits.
7. Click Post.
8. Click Yes to confirm posting.
9. Click OK.
10. Print the Trace Report.

You have many other options with journal entries. 

 

1. To create a reversing journal, follow the steps above and click the Auto Reverse Entries box and select the date they will be reversed.  The system will automatically reverse this journal on the specified date.
3. For a long journal, to review a paper copy before posting, click the Print Grid button.  This will generate another window of the report.  Click the printer icon.
5. To Save Entries until a later time, click the Save Entries button.  Enter a Name that describes the journal. 
7. To continue working with this journal, click Journal Entries/Saved and double-click the journal name.
9. To create recurring journals, follow the journal entry steps above, then click Memorize.  Enter a descriptive name.  Click OK.  To process, click Journal Entries/Memorized and double-click the journal name.  Make edits as needed.

Set Up New User

Log onto Div 00.

System Administration > Security > Users

• Click on New button
• Fill in the fields
  • User ID – this will default to the next available # but can be over ridden
  • Login – the user name used when logging onto FundWare (you can also enter the User ID # when logging on as well)
  • Full Name – full name of employee
  • Password – set up a temporary password and then employee can change the password when logged onto the division (Edit > Password)
  • Report Path – browse to folder where you want reports saved to when they are run
• Workgroups
  • Select the workgroup that you want the employee assigned to
• Basic Security
  • If you want to change the security for an individual person and allow/not allow for a particular function, then you can customize that security here.

Click on Copy button – to copy the setup of another employee

• • You still have to fill in the required fields per above

Set Default Directory on employee workstation

• Log onto a division sitting at employee workstation
• Open Print Manager (File > Print Manager)
• File > Set Default Directory
  • Select the default folder that you want to open when you open files in the print manager.

1. Log onto FundWare and set the Business Date to end of the month that you are reconciling (i.e., 1/31/08).

 

2. Open A/P and Open the Paid Folder of the bank account you are reconciling by clicking on the folder.

 

3.  Select (by highlighting) all the checks that cleared that bank.
   1. Hold CTRL key on keyboard to select single checks
   2. Hold SHIFT key on keyboard to select a range of checks.  Select the first check, then select the last check and they will all be highlighted.
   3. You can do groups of checks at a time.

 

4. Click on Mark Recon button at bottom of screen. 
   1. A box will pop up with all the checks listed.  If you want to remove any checks at this time, you can select the check by highlighting it and then click on the Remove button. 
   2. Click on Mark button when ready to move them to the Marked for Reconciliation folder.

 

5. Go back to the Paid folder and continue to select cleared checks until they are all marked for reconciliation.

 

6. Go into the Marked for Reconciliation folder.  Check the total at the bottom of the screen and make sure it agrees to the bank statement for total clearings ($ and #).

 

7. Double check your business date to make sure it is on the month end that you are reconciling.  Very important or your outstanding check list will not generate correctly.

 

8. If the total clearings agree, click on Post Recon button at bottom of screen.  This will move the checks to the Reconciled folder and create a report (OCRCHK.L02) of all the reconciled checks.  Print the report for your file.

 

9. Produce the Outstanding Check List
   1. File > Report Manager > A/P > Check Reports – OCOSTND – Check Historical Report.  Enter the Reporting Date as the month end you are reconciling and select the Bank from the drop down list.
   2. Print the report

Hanging onto outdated technology can really cost you
A recent TechAisle study reports hard numbers that show average costs for a small business repairing a three-year-old PC [2]. Be prepared — the figures are not pretty!

• The average cost to repair PCs greater than three years old is $326, which is 1.28 times the cost to repair a computer manufactured less than three years ago.
• If you’re upgrading that PC (say from Windows XP to Windows 7), add another $99 on average, bringing the grand total for upgrading and repairing an older PC to $425.
• To make it even worse, most three-year old PCs are out of warranty — that’ll cost you another $120, to make the average total $545.

This is not a happy situation for your business, particularly if the PC experiences problems at a sensitive time (like the week before auditors arrive or year end close). Furthermore, PCs older than three years can experience:

• 8 times more network card failures
• 5 times more power supply failures
• 3 times more motherboard failures
• 3.5 times more software crashes
• 1.6 times more virus attacks
• 1.2 times additional downtime hours

Set up Attribute Value

 

General Information

• Attributes can be used in reporting and are assigned to accounts
• You can define up to 15 Attributes
  Attribute #1 is System Reserved for the account type

 

 

• General Ledger > Maintenance > Attributes
• Select the appropriate ID Type
• Select the Attribute from the drop down list
• Enter the Attribute Position Name (what you want to call the Attribute)
• Check the box if it is Required on the account
• Scroll to the bottom and click in the first box next to the  “*”, when you start typing, a new line will be inserted.
  • Enter the attribute Value and Description and select Active status
• Click Apply if you have more to enter or OK when finished

 

When adding an account, the attribute values will be available in the drop down list.

 

Associating an Attribute to a Dimension

 

• General Ledger > Maintenance > Dimensions
• Select the appropriate ID Type
• Select the Dimension value, “1-Fund”
• Click on the Edit Attribute Association button and the box will open
• Select the Attribute (1-15) that will be associated with the dimension value
  • Remember that you defined if it is required when you defined dimension
  • Note that any Attributes that are already association with a dimension value will be checked but grayed out with the dimension value in parenthesis on the right of the line.
• Click OK when finished
• Click Apply if you have more to enter or OK when finished

 

If you selected the attribute when you set up the dimension, then when you set up the account, the attributes will automatically be populated.

 

If an attribute is not required, it can either be added to the dimension or to the account.

Manual Division Backup

 

• It is recommended that you perform this task from the server.  In any case, you will need administrative rights on the server to perform the task.

 

 

• Log onto FundWare, Div 00
• System Administration > Division Maintenance
• Highlight the division that you want to backup
• Click the Backup button
• Message box will come up when it is finished successfully.  Click on OK.
  • The time it takes for the backup to complete will depend on the size of the database.

 

 

• Close Div 00

 

The backup is placed in the FundWare/Data/Backup folder.

Account Utilities

 

General Ledger > Accounts > Account Utilities

• You can also link to this function from the Chart of Accounts screen.

 

1 – Duplicate Accounts

• Allows you to create a new set of accounts using an existing set of accounts as the source (or “model”).  You can select the source accounts using an account mask, status, or attributes (included or excluded).
• All new dimension values must be set up before using the Duplicate function.

 The example below will duplicate all the accounts in Fund 01, Dept 01-00 that are active to a new Dept 05-00.  The account mask must be in the same position for the Source and Create account mask.

    

• General Ledger > Accounts > Account Utilities
• Source
  • Account Mask – use X’s for wild card.  This is the highest level of filter to create your source group of accounts.  The Source is what you are duplicating from.  Enter the ID and account numbers you want to duplicate and then you can tab to fill in the X’s.
  • Status – set to the status you want to copy from (most likely Active or Descriptive but you can leave it blank)
  • Include – if you only want to copy accounts with a certain attribute, you can add them here.  (i.e. 1 – you might select AS for just Asset Accounts)
  • Exclude – if you don’t want to copy accounts with a certain attribute, you can add them here.  (i.e. 1 – you might enter FB if you want to add all the accounts except Fund Balance accounts)
• Create
  • Account Mask – the Account Mask that you enter in this text box defines the new accounts (created as a result of the account duplication).  Any wild cards (X’s) must occupy the same position as the Source Account.  Enter the ID and account numbers you want to duplicate and then you can tab to fill in the X’s.
  • Duplicate Data Items on new accounts – select this check box if you want the new accounts to have the same data items and values as the source account group.  If you are not using Data Items on accounts, it is not applicable.
  • Set Status – if you select a Status, that status will be applied to all the new accounts regardless of the status of each source account.  If you do not select a status, each account will retain the status of its individual source account.
  • Set Attributes – any entry here will override the attribute setting of the source accounts. 
    • Tip:  to set an attribute as “blank”, select “**” from the drop down list in the appropriate text box.
  • Required ID Type(s) – if you are using more than one ID type, enter one or more ID types that must be entered when a transaction is posted to the new account.  Leave blank if it doesn’t apply.
  • One of Required ID Type(s) – this field lets you list one or more ID types to require depending on the data to be entered when using the account in a transaction task.  Leave blank if it doesn’t apply.
  • Print Options – select the appropriate one

 

• Click OK or Apply (will leave the screen open so you can make changes for the next duplication).

 

• The report CSIDUPS.L## will be generated.

Blackbaud FundWare Release Notes for version 7.60

 

Release Type:              Combined Release

Number:                        7. 60

Modules Affected:        All Blackbaud FundWare modules

Who can upgrade:       All Pro or Enterprise clients running version 7.14SE, 7.15, 7.16, 7.17, 7.20, 7.30, 7.31, 7.40 and 7.50. 

 

NEW OR MODIFIED FUNCTIONALITY

 

FundWare 7.60 is the first version compatible with SQL 2008.

New Professional Edition clients or those moving to new servers will use SQL 2008 Express which is included on the CD.

The release is compatible with Windows Server 2003 and  2008.

VMWare virtual servers are now supported.

Windows Vista Business and Windows 7 Professional may now be used on the workstation.

Full hardware requirements for Professional Edition and Enterprise Edition should be reviewed on the Support Website.

 

PaperSave for FundWare Accounts Payable is a new module for 7.60

FundWare has introduced PaperSave as a new module to store and retrieve document images.

It is available at 7.60 for the Accounts Payable module.  Scanned or emailed documents can be easily retrieved and viewed for Vendors and Obligations without the inefficiencies associated with traditional paper filing systems. PaperSave gives organizations the ability to share documents between departments without having to photocopy and manually route them. All documents are maintained online for immediate access and can be printed or emailed as needed.

 

Accounts Receivable

- Tracker 21321. The Aging by Receivable Account report has been changed to report voided invoices correctly.

 

Accounts Payable

- Tracker 20411. A new flag has been added to the Accounts Payable Parameter, Extended setup, so the user can control at which stages a vendor number can no longer be changed on an obligation.

It is named ‘Vendor Lock Stage’. The vendor can never be changed once the obligation has been Marked for Pay or Paid.

 

- Accounts Payable Programs were enhanced to allow for obligation numbers over 999,999 throughout the module.

 

 

General Ledger-Project/Grant

-  Tracker 23888.  Corrected an issue where the AFR Report did not print header dates in Word correctly if the zero suppress option was Y.

 

- Tracker 23247 and 22959. Corrected page breaks on AFR reports that had issues.

 

- Tracker 21097. Corrected grid printing functionality to include Headers where they were previously missing.

 

 

Payroll

 

- Social Security Number Masking has been added to the Payroll Module. The Payroll Parameter can be set along with User Security to mask the numbers or show them in their original format as needed. A masked number will show in the employee screens and reports for users who should not have access to the full numbers. The masking will allow Payroll Reporting to States with only the last 4 digits of the Social Security Number visible.

 

- Once checks have been produced and the user exits the program prior to logging, the date field will be locked so the checks must be posted with the same date they were created. This safeguard assures that the check postings will always agree with the physical date printed on the check or EFT stub.

 

-Corrected warning messages regarding the overwriting of Payroll check files when a unique printer path is used. Overwrite warnings will now appear independent of the chosen path.

 

- Tracker 21145. Corrected the Payroll Outstanding Check report to not require the running of an additional program to report reconciled checks correctly.

 

- Tracker 23312. The Employee Pay Calculation tab for Employee data items type X has been enhanced to allow the entry of 55 characters. The previous screens were allowing a maximum of 30 characters.

 

Utilities

- The customer license number that previously showed in FundWare, Help> About has been changed to show the Site Id number.  This number works in tandem with the Registration key that designates which modules are activated within FundWare. The Site Id is used as identification when logging calls with Blackbaud FundWare Support.

 

- The PaperSave Module has been added to Security and Registration Management.

 

- When a Division Backup is performed in Division Maintenance, the Core Database is automatically backed up at the same time.

 

- If a PaperSave Database is present it will be backed up through Division Maintenance at the same time as the FundWare Division and Core Database.

 

- Changed the Password Aging to allow up to 999 days before requiring a change from the previous maximum of 60 days.

 

-Updated the User Guides available through the Help screens in Blackbaud FundWare.