Treasurer Track:

A. Setting up Bank Ledgers and Budgets

B. Managing Fixed Payments

C. Managing Trips

D. Working with the Miscellaneous Ledger

E. Taking Online Payments

F. Fundraising From A – Z

G. Statements and Reports

MONDAY SESSIONS

A. Financials Setup – Bank Ledgers/Budgets

Create Bank Accounts (Ledgers)

o Finances > Acct Ledgers > Setup Account Ledgers

o Enter the name, click Create Account.

o Edit the name by clicking the pencil icon, set one account as your default account.

o If you will be using budgets, click Yes to activate budgeting.

Create Budgets

o Finances > Acct Ledgers > Account Budgets

o If you have selected a default bank ledger, it will be already selected. If not, select

a bank ledger. Enter the budget category name, optional sequence number (Chart of

Accounts number).

o Choose Income or Expense, click Enter.

o A list of your budget categories appears below in sequence order. Click the pencil

to modify the name, click the X to delete the category.

o Enter the anticipated (budgeted) amount in the boxes. Charms will display the

actual amounts posted and the difference between the budgeted amount and the

actuals.

o To compare individual lines, click the appropriate switches, and click Check

Budget Lines to Compare and Display.

o Click the name of the category to view a detailed transaction report for that

category.

o Reports: Print Version, Excel, Detail (icons at the top).

Enter Opening Bank Balance

o Finances > Acct Ledgers > Account Ledgers

o NOT FOR STUDENT RELATED TRANSACTIONS!

o Enter the description such as “Opening Balance”, select the date. For opening

balance, select “No Category” for budget line. Click Deposit, enter the amount

as cash and enter OP as the deposit group number.

o Use this screen to enter non-student transactions, such as donations from

organizations, and payments to vendors. Student transactions are entered on

individual student ledgers.

o Transaction summary appears at bottom. Click on Deposit number (or deposit

amount) to see detail for that deposit. (You can combine deposits over several

days into one deposit by clicking Modify Deposit Dates).

o Click a Withdrawal Amount to see the details for the withdrawals on that date.

o You can display the current school year‟s transactions (default), last school

year‟s transactions, all transactions, last month, current month, or a custom date

range.

o You can search your bank ledgers by your check number, student check

number, deposit amount, withdrawal amount, student name or description

entered.

Reconciliation – Clearing Transactions

o Finances > Acct Ledgers > Register – Reconciliation

o Click to clear or un-clear deposits or withdrawals as they match your bank statements.

Can be filtered by selections in drop down list.

o Print Version

Why No Modify Button?

o Standard Accounting Practices

o Adjusting Entries

Transfer between accounts/budgets

o Income/Expense issues

B. Managing Your Fixed Payments

What are fixed payments?

o Previously called “fees.” Many states are now prohibiting the billing and collection of

“fees.” However, you can still create an item with a fixed payment amount and ask your

students/members to pay that amount.

o Fixed payments are a convenient way to collect lots of money from lots of students at once,

in one step. The only drawback is that fixed payments are either paid or not paid.

Setting up Fixed Payments

o Click the Setup icon, then select Fixed Payments from the Financials menu, or click the

Finances Icon, then select Setup Fixed Payments from the Fixed Payments Menu.

o Enter a name for the fixed payment item.

o Enter the amount of the payment – remember fixed payments are either paid or not paid.

o Select the appropriate option from the Bill To drop down list. You can bill the item to ALL

students with one click, or to certain groups, or to individual students, or you can create an

“optional” item. Click “Create Fixed Payment” to record your item.

o SOME GROUPS: When you select this option, a list will appear of all your groups, select

which groups need to pay this item. The students in those groups will automatically be billed

for this item. NOTE: If the item is not paid, and you remove the student from the group, the

bill goes away as well.

o SOME STUDENTS: When you select this option, a list of all your students will appear.

Enter the QUANTITY of the item to bill the specific students. Remember the filters!

o OPTIONAL: The fixed payment item will be recorded, but no students will be billed.

Delete a Fixed Payment

o You can only delete fixed payment items that have no transactions against them in the

current school year. Otherwise you have to wait until the end of the year to delete them.

Modify a Fixed Payment

o You can change the name and amount and either the list of students or the groups for the

item. However, any payments already recorded will not be changed. You cannot change a

fixed payment from “by student” to “by group.”

Bill By Student Fixed Payment

o FINANCES > Fixed Payments > Bill Students

o This screen allows you to bill fixed items to the selected student if you have not already

billed the fee to the student's group or to the student when you set up the fixed payment.

o Select a student from the drop down list of students. Remember the Filters!

o Charms displays the fixed payments you set up to assign "By Student." It does not include

any fees set up as "By Group."

o For each fixed payment, enter a number to indicate the quantity of that item to bill to the

student. For example, if you have a "Water Bottle" item and the student wants two water

bottles, enter "2" next to the Water Bottle item. Do not enter the amount.

o To remove a fixed payment bill from a student's record, enter a capital D next to the item.

o Click Enter Bills to save your changes.

Collecting Payments Individually

o FINANCES > Fixed Payments > Fixed Payment Ledgers > Select Student

o Enter the total amount of the payment OR check Yes to mark the fixed payments as waived.

You can‟t do both.

o Select the fixed payment item paid. If there are more than one item, use the Control Key or

the Command Key to select multiple items. If the amount paid is more than the sum of the

items selected, you can post the remainder to the student‟s miscellaneous ledger. You can

add notes.

o Select the date from the calendar or leave the current date. Select the Paid By option, enter a

deposit group number. You can set a default deposit group while you work.

o If you have a default bank ledger selected, it will appear. Otherwise select a ledger to post

the money. If you are using budgets, select a budget category for the transaction. You can

enter notes for this transaction.

o Click Enter Transaction to save your transaction. A list of transactions will appear at the

bottom. You can delete the transaction by clicking the red X. You can show the receipt by

clicking the Dollar Sign icon.

Collecting Payments Globally

o FINANCES > Fixed Payments > Fixed Payment Ledgers > Global Collect Payments

o Fixed payments can only be marked as Paid in Full. To accept partial payments, you post the

payment to the student‟s miscellaneous ledger.

o Enter the date paid, select the ffixed payment item from the drop down box. A list of students

will appear who owe that item. Remember the Filters!

o Select the account to which you will deposit the money. Enter a deposit group number and

select a budget category, if using budgets.

o The students who have already paid for this item will indicate $PAID next to their name.

For each student that paid for the selected item, click the switch next to the name. If the

student paid by check, enter the check number in the white box next to the student's name. If

you leave it blank, the transaction is marked as Cash.

o Select Enter Payments to record the transaction.

Summary Screen

o FINANCES > Fixed Payments > Fixed Payment Summary

o Fixed Payment Summary lists the fixed payments at the top, with the cost, the amount

expected to be collected, the actual amount collected, and the number of people who have

made payments. (not quantity of items). Click an item to isolate payments for that item in

the lower section.

o Items with a red dot indicated a “by student” item, which can be billed in multiple quantities.

o The bottom section lists all students who have made at least one payment, with the total

owed, total paid, total waived and total due. Click a student name to visit their Ledger.

Statements and Reports

o FINANCES > Fixed Payments > Reports

o Statements allow you to PRINT detailed statements to send home. Remember your Filters!

You can also export Fixed Payment Statements to Excel.

o Who Has Paid lists all your items, with a list of students who have paid for that item. You

can sort by Primary Group or Date Received. You can select filters for this report at the top,

or export it to Excel. If you select one item for the report you can email the parents and

students who have paid by clicking on the email icon.

o Who Hasn’t Paid lists all your items with a list of students who have not paid for that item.

You can select filters for this report at the top, or export it to Excel. If you select one item

for the report you can email the parents and students who have paid by clicking on the email

icon.

NOTES:

C. Managing Your Trips

Setup Trips with the Trip Wizard (Setup > Financials > Trips)

o Enter the name of the trip, enter the base cost to everyone. If you want this trip to be

your default trip, select Yes. (The base cost is the basic cost for everyone, before add-

ons, discounts, chaperones, etc.) Click Create New Trip

o Create optional costs (insurance, tickets, meals, etc.) or optional discounts (chaperones,

sibling, no meals, etc. as negative amounts). Click Add Option to record your option. A

list of options will appear at the bottom of the screen. Add more options or click

Continue.

o Add Chaperones. Click Add Chaperone, or Continue.

o Global Assign – A list of students and chaperones will appear. Remember your Filters!

Select the individuals, or click Check All to select everyone. Click Assign to Trip.

o Click on a link to visit the listed screens.

Finances > Trip Ledgers > Setup Trips

o Modify trip names, amounts, create/modify options, or globally assign students or

chaperones to the trip. You can set a default trip here. If a trip has no transactions this

school year, you can delete the trip.

Collecting Payments – “Global” or Individual

o Global Collect Money – Select a trip from the list. A list of students/chaperones

assigned to the trip will appear.

Select the date, select the bank ledger, enter a deposit group number, select a

budget category if using budgets.

Students listed in black, with tan boxes, are paid in full for that trip. Enter the

amount of the payment in the white box, enter the check number in the green box

(leave blank for cash).

o Individual Trip Ledger – Select a student trip ledger screen.

How to Modify Trip Assignment

A list of trips assigned to this student appears.

Or, select a trip from the drop down list to add a student to a trip.

Click the shopping cart to add/remove options.

Click the X to remove the student from the trip.

Entering Trip Payments

Enter the amount of payment, the date, select the bank ledger, enter a

deposit group number, select a budget category, enter notes if needed.

Click Enter Transaction.

A list of transactions appears at the bottom of the screen. Delete the

transaction by clicking on the red X. Print a receipt by clicking on the

dollar sign.

Transfer money – click the Transfer switch to show the transfer section. Select

the trip to take the money FROM, select the location to transfer the money TO,

whether a fixed payment, another trip, or another student/chaperone.

Remove From Trip

o If no payments are made, no problem.

o If payments are made you need to decide how to handle the money.

Move to Misc Ledger

Apply to Other trips

Give refund

No refund

Trip Summary

o List of Trips at the top, with amount applied, total options, base cost per person and

number of people who made payments. Click on the shopping cart for the Option Report.

(How many extras, etc.) Every student with transactions anywhere is listed below

o Click on trip name to isolate summary for that trip – only those students appear below,

now.

o Print Version of report with export to Excel and options.

Trip Detail Report – Printable individual financials, with email of statements and filtering

available

What to do if Trip Cancelled / Student Withdraws? – deal with money first. A Trip cannot be

deleted until all people (and money) are removed

Parents/Chaperones see trip transaction histories on student financial screen.

GOING ON YOUR TRIP

o Student Info Page Printouts – Can print out contact info for 3-ring binder, from "Student

Data Sheets" link in Students area.

o All forms collected? Check and email missing.

o Who still owes money? Use "Finances" > "Statements" > "Balances Due" for quick

look.

o Can send email to only trip attendees

o Plan Phone and Text Messaging

o Purchase bank of calls ahead of time

o Schedule phone calls or text messages ahead of time

o Seating Charts are handy for buses, plane, etc.

NOTES:

Tuesday Sessions

D. Student Miscellaneous Ledger

Finances > Misc Ledger

o Select a student from the drop down list. Remember your Filters!

This is a very powerful screen, with six different transaction functions available to you:

o Deposit: Collect money from a student for miscellaneous purposes.

o Withdraw: Refund money to a student for miscellaneous purposes.

o Credits: Add credits to the student ledger without money.

o Billing: Bill money to a student for miscellaneous purposes

o Transfer: Transfer money to other ledgers to pay fixed payments, trips or fundraisers

o Bill & Collect: A fast way to enter completed transactions.

o Entering Transactions on the various sections follow the same conventions as the other

transaction screens. Select a date, a bank ledger if needed, a budget line if needed, enter a

check number, deposit number, etc.

o We recommend that you do not use this screen if a student earns money from a fundraiser or

pays for a trip or fixed payments. Use the fundraiser, trip, or fixed payment screens instead.

It‟s faster and easier that way.

o This screen is generally used when a student has miscellaneous money to deposit, such as trip

overages or private lesson payments, or needs to collect money paid towards fixed payments

that can‟t be paid in full. However, many Charms users will use this screen exclusively for

student finance information.

Transferring Money

o To transfer money collected to another ledger, select Transfer Money.

o Transfer Money To: The fixed payments owed, trip balances, fundraising balances, and all

your other students are listed in the drop down list. Select the ledger to which you want to

transfer money.

o Enter the amount you want to transfer. (If you selected a fixed payment you do not need to

enter the amount.) If there is not enough money in the account to transfer, you will be

notified.

o Click Transfer to record the transfer transaction. Entries are made in the appropriate ledger

and a negative entry is posted to the student‟s miscellaneous ledger, but money is not posted

again to any bank ledger. An entry is made in the Audit Trail to show the transfer.

o If you want to transfer money to pay multiple fixed payments in one trip, click the link to

Transfer Multiple Fixed Payments. Check the payments you wish to pay. The total will

automatically display in the amount box. Click Transfer to record your transfers.

Setup Student Miscellaneous Items

o Finances > Misc. Ledger > Setup Misc. Items

o Charms provides an easy way to bill students for miscellaneous items that do not necessarily

need to be setup as Fixed Payments. This is generally used for recurring items such as reeds

and other accessories, lost items, repairs, cleaning, etc. You can create a name for this billing

item, and select it on the Student Miscellaneous Ledger screen to bill to a student.

Miscellaneous items are not tracked through the Charms fixed payment reporting

system.

o Simply enter the name for the item, and the amount of the item.

o Once entered, Charms displays a list of your miscellaneous items at the bottom of the screen.

Click the pencil icon to modify the item, click the X to delete the item. Changing the amount

of the item will not adjust exiting bills or payments.

Globally Posting Payments or Credits

o Finances > Misc Ledgers > Global Collect Money

o To save time, you can enter one description and post money to several students at once.

Remember your Filters!

Example: 22 students participate in a carwash and earn various amounts of money.

You can enter the amounts in the white box for each student, and post the money as

one deposit to the appropriate bank ledger.

o You can also use this screen to post non-money credits to a student‟s ledger when no money

has been exchanged.

Example: The booster club wishes to give a scholarship to 10 students. The money

has already been accumulated in the bank ledgers. Enter the amounts in the white

box, and choose “Don‟t Post Money” so the transactions will only add to their

balances without affecting the bank balance.

o You can also use this screen to post bills of different amounts to several students at once.

Example: Several students were caught spraying graffiti on the playground and will

be fined $10 for each letter they sprayed. Enter a negative number in the white boxes

for the appropriate students, choose “Don‟t Post Money” so the transactions will only

post the bill and not affect the bank balance.

Global Billing (all same amount)

o When you are billing many students for the same thing, whether a miscellaneous item you

already created, or a random amount, select the item by name and enter the quantity OR enter

a description and enter the amount.

o Click the switch next to the student to receive the bill. Remember your Filters! Click Enter

to record your bills.

Reviewing Student Financial History

o Finances > Misc. Ledger > Misc Ledgers > select student

o The bottom area of the screen shows all transactions posted to the student's miscellaneous

ledger. Each line shows the date you entered the payment, the amount paid, how it was paid

(Cash or Check), the deposit number, where the money was posted, and where the

transaction came from.

o If the deposit was made to a bank ledger, click the deposit number to see the detail of that

deposit in bank ledger.

In the From column:

F: Fixed Payment Ledger

ML: Miscellaneous Ledger

LB: Library for lost items

G-MB: Global Misc. Bill

T: Trip Ledger

FR: Fundraising Ledger screen for the selected student.

o To delete a transaction, select the X. To print a receipt, click the dollar sign.

Miscellaneous Ledger Summaries

o FINANCES > Misc Ledgers > Summary

o This screen displays a balance for each student who has transactions posted to his/her

miscellaneous ledger. Remember your Filters!

o Click on the student name to open the Student Miscellaneous Ledger screen.

o You can open a Print Version of this screen, and a Detail Report by clicking on the Magnifier

icon. There is an Excel export for this as well.

Detail Reports

o FINANCES > Misc Ledger > Detail Report

o This screen allows you to PRINT statements to send or mail home. You can not email these

statements.

o There are several filters you can use to limit the amount of information on the statement.

You can hide the ID number, or the name. You can hide people with zero balances. You can

search the notes and print people with balances greater than a certain amount.

o Each statement will print on a separate page or if you wish to save paper select the „Print

Without Page Breaks‟. You may also choose to download this information directly to Excel.

NOTES:

E. Taking Online Payments

Setup PayPal Merchant Account

o Must be Merchant Account (For detailed instructions see Hub > Resources > Sign up for

PayPal.

o Website Payments standard (no need for anything else)

o Send us PRIMARY email address, Business Name, and other credentials requested to

activate in Charms.

o Blue buttons will appear on Parent Finances Screen

o Four separate options – trip payments, fixed item payments, miscellaneous payments,

fundraising payments.

o If you have created Optional Fixed Payments, parents can purchase them with PayPal.

o Parents DO NOT have to be a member of PayPal and never have to join.

o Don‟t use eChecks!! They don‟t clear instantly.

o PayPal charges 2.9% plus $.30 per transaction!

To cover your costs:

Add a shipping/handling charge for automatic surcharge (doesn‟t affect posted

payment in Charms) Your state may have laws against this!

Raise all your prices by 3% or more to cover the costs.

Add miscellaneous bill to parents that use PayPal.

Tech Support

o PayPal specific issues you must contact PayPal.

o Charms only provides the link between YOUR account and Charms.

RevTrak

o Another online processor used by school districts.

NOTES:

F. Fundraising

Setup Activites

o Finances > Fundraising > Setup Fundraisers

o Activity name is required, everything else is optional. There are many types of

fundraisers, we help you track three main kinds:

Merchandise with a fixed cost and profit

Non-Merchandise with a fixed profit

Merchandise with a floating profit

o Merchandise with fixed cost and profit:

Activities such as Candle sales, cookie dough, poinsettias, etc. Student

RECEIVES merchandise, TURNS IN money, and EARNS a fixed percentage of

profit.

Select Computed for Student Profit and enter the percentage.

EXAMPLE: Candles are sold for $10 each, student earns 50% profit.

o Non-Merchandise with fixed profit:

Select Yes for Non-Merchandise Fundraiser, select Computed for Student Profit.

EXAMPLE: Student TURNS IN money and EARNS a fixed percentage of profit.

(Usually 100%).

o Merchandise with a floating profit:

Select No for Non-Merchandise Fundraiser and select Manual for Student Profit.

EXAMPLE: Catalogue sales like Express Industries. Student TURNS IN money

(or takes orders). Truck arrives with merchandise, student RECEIVES

merchandise

o Profit Goal will appear on Fundraising Summary screen, and will calculate the profit

earned towards your goal.

o Track by Item Count allows you to enter the RETAIL cost of the items so Charms can

automatically calculate the amount the student owes. Students are responsible for the

RETAIL cost of the items, not the wholesale cost.

o Click Create Fundraiser when ready. Note: you can modify all this information, but

entered transactions will not recalculate profit percentages or retail value given. You can

set one of your fundraising activities as your Default, which will automatically load on

each fundraising screen.

Global Value Given

o When you give merchandise to students for sale, or to deliver, they are responsible for the

RETAIL value of the merchandise, not the wholesale value. Your organization might

pay $5.00 for a bag of lollipops, but will sell them for $10.00. The student owes the full

$10.00.

o Select the Activity (or your default activity appears). Enter the date of the transaction.

o In the White box, enter the QUANTITY of merchandise delivered to the student. If you

entered an amount in the Track by Item Count box during setup, Charms will calculate

the money the student owes. If not, enter the RETAIL VALUE of the merchandise given

to the students.

Global Money & Profit

o Used to collect and post lots of money from different students at once.

o Select the activity (or the default activity appears), enter the date. The screen will alert

you if the selected activity is a computed or manual profit.

o Select a bank ledger to post the money if required, select a budget line if required. Enter

a deposit group number. (set default if wanted).

o Enter the AMOUNT TURNED IN in the white box. If the profit is set to be Computed,

Charms will enter the profit in the brown box automatically. If not, enter the profit in the

brown box. Enter a check number in the green box, or leave it blank for cash payments.

o Select the location for the student profit, if any.

o You can use BOTH the amount and profit boxes, or EITHER box individually.

o Click Enter Payments when ready. Charms will redirect to the Fundraising Summary

screen.

Fundraising Summary

o The top section lists all the entered activities, showing the number of items sold, the

RETAIL value given to students, the amount turned in and the difference between the

two – the amount the students still owe on this fundraiser. The amount profit earned for

that activity, the profit goal if any, and the difference towards the goal.

o The bottom section lists the students who have participated in at least one fundraiser.

The items sold by person, the RETAIL value given each student, the amount turned in,

the amount owed, and the profit earned.

o You can print a detail report; Print Version and Excel download from the appropriate

button. You can also filter the lower section by group, by selecting the group name from

the drop down list.

o You can isolate the student list to one fundraising activity by clicking on the name of the

activity in the top section.

o Who Has Paid/Who Has Not Paid reports, click the button at the top of the screen. Select

one activity from the Report Options at the top to prepare email to send.

Express Industries Import Wizard

o Express Industries is a reputable fund raising company based in Houston, servicing

hundreds of organizations annually with many types of catalogues and other products.

o Many of their customers are Charms customers so we partnered to create a way for the

teachers to quickly import their records from the Express sale into Charms.

o The import wizard is designed for fundraisers where the money has already been

collected, and you only need to enter the retail value given and the profit.

o Express will send you a CSV file with five columns: Last Name, First Name, Retail

Value Given, Items Sold, Profit Amount

o You can create your own CSV file with those columns to import in Charms with the same

effect.

o The Process:

Locate File and upload it to our server.

Review your data – Charms will alert you if it can‟t match the people you entered.

Handle duplicate students (if needed)

Choose a location for the profits

Import the final data to Charms.

Nice, huh?

Individual Fundraising Ledgers

o Select student from drop down lists. (Remember your Filters!)

o Three sections on this screen. Can be used individually or concurrently.

o First, select the date and activity (set a default activity if you like.)

o MERCHANDISE:

If the activity is a non-merchandise fundraiser, you won‟t see this.

Enter the number of items sold.

The retail value will either self-load (if setup that way) or you will need to enter

the RETAIL value of the merchandise. (Students owe the retail value, not the

wholesale value).

o MONEY:

Choose the payment type – Cash, Checks or Multiple Checks!

Enter a deposit number.

For one payment enter the amount turned in and choose a bank account.

For multiple checks, a new window will open. You can enter each check

individually and will tie into this transaction. Amount and Check number are

required, name and phone are optional. When you click Enter Checks, it will

make that total entry in the Amount Turned In box. (and enter the profit if setup

that way!).

If you are using budgets, select the budget line.

o PROFIT:

If you have setup the activity to be Computed, Charms will compute the profit

automatically. If not, enter the profit manually.

Select the location for the profit, whether Misc. Ledger, a specific Trip, or Don‟t

Post it At All.

o The detail section at the bottom lists all the transactions. If you have multiple checks, an

icon will appear to alert you.

Special Topics

o Why does it show that I owe students money?

o Money to boosters, disbursed to students?

o Concessions, car wash, etc.

o Fair share?

o Percentage profit to boosters, balance to students?

o Tracking booster profits?

Do you really need to use the fundraising section?

NOTES:

G. Statements and Reports

Student Statement Area

o Individual Financial Statement has Summary of four main areas (Trip, FP, FR, Misc.) balances

at top

o Transaction detail histories below for all four areas.

o Parents see same statement, online

o Remember Your Filters!

o Individual Statement – can be emailed or printed

o Additional options to email all statements to all students, and add your own message in body of

email – emailed statements sent to both student and parent emails.

o Can also print statements for multiple students, from dropdown list

o Printed Statement has additional option choices

Ignore zero balance

Hide name or ID,

Only show trip group,

etc.

Reports

o Reports of various types available in all financial areas

o Typically offer summary or details

o All Activities listed at top, all students with transactions listed at bottom

o Click on one Activity, only get associated students in new list at bottom.

o Fundraising Summary

Shows Value, Paid/Owed, Profit for entire F/R and Student

“Who Has Paid” and excel export available

Can sort by Group, for F/R competitions

o Trip Reports

Chaperone Details

Trip Financial Summary and Detail available

Options report – click on “shopping cart” – who is buying what?

o Fixed Payments

Summarizes FP amount, totals expected, what has been received

Who Has / Hasn‟t Paid reports available

Can get/print Has/Hasn‟t report for all FPs or just selected FPs

o Misc Ledger – all the same as above

o Individual Financial Statement Reports

Balances Due Reports – Simple, or expanded, can export to Excel

PayPal Summary – List either by activity or by Student/Chaperone, exportable to excel

o Account Ledgers

Checkbook balance and reconciliation

Deposit Summary – Date Searchable

o AUDIT TRAIL – Every transaction, and who was logged in to do it

Wednesday Sessions

Financial Follow-up

Audit Trail

o Read-only, shows who made each transaction and who deleted each transaction.

o Print Version can pull audit trails from previous years

o Export to Excel

Account Ledgers

o Used only for non-student related transactions (accepting general donations, writing checks to

vendors, etc.)

o Modify Deposit Dates: when you collect money over several days with one deposit number, you

can modify the date of the deposit without affecting student transactions.

o Filters for summaries for various dates

o Click on deposit number/withdrawal amount for details.

o Printable deposit slip

Account Budgets

o Actual vs. Budgeted shows difference.

o Summary print report – can pull from previous years

o Detail report (magnifying glass icon) – also can pull from previous years.

o Export to Excel for both reports.

o Drill Down/Matching

Click on switch to select various budget lines for comparison/subtotals

Click Check Budget Lines to Compare and Display to see filtered results (filters

follow through to print and excel versions) BUG! If you only select Expense categories,

nothing displays. OOPS.

Transfers

o Posting to wrong bank ledger or budget line? Use the transfer to adjust your balances without

having to delete.

o Select From account and budget line, select TO account and budget line.

o Current Balances display.

o Select date of transfer, enter amount to transfer.

o Notes are required and will display on ledgers.

o NOTE: You cannot transfer money from an Income category to an Expense category and vice

versa! Why? Ask your CPA! (You‟re confused enough at this point to go into the deep

discussion of debits/credits/reverse postings.)

Check Register and Reconciliation

o Displays date filterable list of deposits at the top and checks (withdrawals) at the bottom. Mark

each check or deposit as cleared when it matches your bank statements. Make a boo-boo? Mark

it un-cleared.

o Click the Reconcile button to display a simple account reconciliation.

o Print Version and Excel version available.

Deposit Summaries

o A summary report grouped by Deposit Items such as Fixed Payments, Fundraisers, Trips, and

every description entered into the Misc Ledger or Account Ledger.

o Very useful for tracking money for one specific item.

Prepare 1099 Forms

o From Last Year‟s Conference!

o First need to setup up recipients in Contacts (Hub > Contacts) and check box for need 1099?

o When entering Payments in the bank ledger, you must use the exact name of the recipient for the

description so we know to find them.

o IMPORTANT NOTE: The IRS copy of the 1099 forms have NOT yet been approved by

the IRS at this time. We have tried to contact them, but as you would guess, they have NOT

returned emails or phone calls. Please consult your CPA before submitting the Copy A to

the IRS. Forms for the individual recipients are fine.

o Need to enter your organization‟s Federal and State Tax ID (if required).

o Need to enter each person‟s Tax ID.

o Screen shows you red dots for needed information and green dots for information entered.

o You can also print a blank 1099 form if needed.

o Click Display 1099 Forms to open a PDF file ready for printing of your 1099s.

What’s Next?

o More reports

o Shopping Cart/Spirit Store

o Check Printing From Charms

NOTES: