financials with imis and advanced accounting console

FINANCIALS WITH IMISMICHELLE LELEMPSIS, CAUSEIS

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TRAINING AGENDA

• iMIS Financials Overview

• Understanding the workings of AR/Cash

• AR/Cash - Set-up Module and Tables

• Batching – What are they really?

• Roles of other iMIS modules – Events, Fundraising, Dues and Orders

• Processing transactions

• Reporting and Access to the RIGHT data

• Examples and questions

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Michelle Lelempsis

Solutions Consultant

Email: michelle@causeis.com.au

Mobile: 0404 092 105

YOUR TRAINERCONTACT ME

Morning tea:

Around 10am – 10:30am

Lunch:

12:30pm – 1:30pm

THE IMPORTANT STUFF

• iMIS is your sub-ledger and most revenue is processed through iMIS.

• All accounting-related entries generated by iMIS (through Billing, Events, and so forth) flow through and are managed by AR/Cash

IMIS FINANCIALS OVERVIEW

• Our usual focus is on transactions processing –

– Membership

– Donations

– Payments

– Batch reports

IMIS FINANCIALS OVERVIEW

• We are going to start by exploring the set-up of iMIS AR/Cash

• There are many layers associated with the financial side of iMIS.

• What do these include?

IMIS FINANCIALS OVERVIEW

• General lookups >> GL accounts

• Cash Accounts

• Default Accounts

• Tax Codes

• Product Codes in iMIS Modules

• General ledger interface

• Credit card gateway

IMIS FINANCIALS OVERVIEW

LET’S EXPLORE THE AR/CASH MODULE SET-UP

• General lookups >> GL accounts

IMIS FINANCIALS OVERVIEW

• Cash Accounts

IMIS FINANCIALS OVERVIEW

• Default Accounts

IMIS FINANCIALS OVERVIEW

• Tax Codes

IMIS FINANCIALS OVERVIEW

• Product Codes in iMIS Modules

IMIS FINANCIALS OVERVIEW

• General ledger interface

IMIS FINANCIALS OVERVIEW

• Credit card gateway

IMIS FINANCIALS OVERVIEW

• Why do we batch in iMIS?

– Grouping similar transactions

– Reconciliation purposes

– Managing Control & Risk

• Controls in place to identify any errors

– Reporting on users and transaction types

– Manages the General Ledger interface

IMIS BATCHING

IMIS BATCHING

UserPayment Type

Date Team

• What does iMIS really care about?

– Batch number

– Date

– Description

– Cash type

IMIS BATCHING

IMIS BATCHING

• AR/Cash >> Manage Batches >> New

• Todays date

• CHQ

LET’S CREATE A BATCH!

• What happens when a transaction is processed?

– Income

– GST

– Accounts Receivable

– Bank

• Let’s look at each module

FINANCIAL PROCESSING

OTHER IMIS MODULES – ROLE IN FINANCIALS

• iMIS Billing / Dues

– GST

– Income and Deferred Accounts

– Prorate Rules

• If there is no account defined where will it go?

IMIS MODULES – BILLING

IMIS BILLING

• Transaction processing – What happens?

• Cash based

– Billing Cycles raises “reporting” lines

– Income raised when renewal paid

– Accounts Receivable lines are not created in dues when cash based

• Accrual based

– Billing cycle raises income and AR transactions

– Renewal paid bank expected and AR paid

IMIS MODULES – BILLING

• (ID 160) Betty Smith has been billed

LET’S CREATE A DUES PAYMENT!

• iMIS Events

– GST

– Income and Deferred Accounts

– Start date (if running deferred)

• If there is no account defined where will it go?

IMIS MODULES - EVENTS

IMIS EVENTS

• Transaction processing – What happens?

• Event registration entered:

– Income raised

– GST

– Accounts Receivable

• Event registration paid

– Account Receivable

– Bank Expected

IMIS MODULES - EVENTS

• Registrations can CONTINUE to be updated after they have been registered

• Therefore impacting income accounts, AR and GST.

IMIS MODULES - EVENTS

LET’S REGISTER A DELEGATE!

• iMIS Fundraising

– Income codes

– Fund codes

• If there is no account defined where will it go?

IMIS MODULES - FUNDRAISING

IMIS FUNDRAISING

• Donation processed – What happens?

• Donation processed (always paid at entry)

– Income based on Distribution Code

– Bank Expected

IMIS MODULES - FUNDRAISING

• iMIS Orders

– Income account codes

– GST

• If there is no account defined where will it go?

IMIS MODULES - ORDERS

IMIS ORDERS

• Order processed what will happen?

– Income

– GST

– AR

IMIS MODULES - ORDERS

LET’S PROCESS AN ORDER!

GENERAL LEDGER INTERFACE

• Method of controlling transactions from iMIS to your GL

• Who is using the GL Interface?

GENERAL LEDGER INTERFACE

• iMIS Business Rules for including a transaction in the GL file:

– Transaction must be posted

– Transaction must not have already been posted to the general ledger

GENERAL LEDGER INTERFACE

• General ledger interface will output the file that can then be imported into your accounting package.

• The “generic” template is typically used for manipulating into the preferred format.

GENERAL LEDGER INTERFACE

• No individual data is sent to the GL it is all financial transactions grouped by either:

– Transaction date

– Batch

– None

GENERAL LEDGER INTERFACE

GENERAL LEDGER INTERFACE

iMISAccounting

package

•Donors

•Profile information

•Manage

outstanding debtors

•Information about

supporters

•Profit and Loss

statements

•Income

statements

•Executive

reports

• There are several elements to the payment gateway –

– iMIS

– Payment Gateway

– Accounting system

– Bank

PAYMENT GATEWAY

PAYMENT GATEWAY

iMISAccounting

package

Bank

Settlement: 1800hrs to 175959 hours

• Users will get errors from the gateway due to the number of layers involved.

• So what are some of these errors and how should we proceed?

– Declined

– Unknown

– Cannot contact issuing or acquiring bank

– Timeout error

PAYMENT GATEWAY

Declined

• Transaction will not commit to iMIS (unless processed via EFT)

• The user can re-try the credit card or cancel the donation

Unknown

• Transaction will commit to iMIS

• The user must delete the transaction as an unknown authorisation code has not been processed to the donors credit card.

• From bank rec process we will still expect the donation.

PAYMENT GATEWAY

Cannot contact issuing or acquiring bank

• Transaction will not commit to iMIS

• The user can re-try the credit card or cancel the donation

• Most times, in 30 minutes the credit card will be processed

Timeout error

• Transaction will not commit to iMIS

• The user can re-try the credit card or cancel the donation

• Most times, in 30 minutes the credit card will be processed

PAYMENT GATEWAY

REPORTING ON FINANCIALS

• There is more to financial reporting than …

REPORTING

REPORTING

iMIS TRANS table = Financial

Reporting

• What is the new iMIS Advanced Accounting Console?

ADVANCED ACCOUNTING CONSOLE

• Let’s login via the Desktop

ADVANCED ACCOUNTING CONSOLE

• Operating from a workstation that can be hosted locally or remotely, iMIS Advanced Accounting Console is a streamlined, easy-to-use interface alternative to the earlier iMIS Desktop.

• iMIS Desktop continues to allow an administrator to define and setup iMIS. However, as iMIS functionality is accessible from the web, you can perform many setup options through your Staff site.

ADVANCED ACCOUNTING CONSOLE

• Let’s take a look!

ADVANCED ACCOUNTING CONSOLE

Workshop – Financials Fixes: Reversals, Refunds,

Adjustments (Part 2)

Trainers: Doug Morris, Computer System Innovations Inc and

Conrad Henley-Calvert, Millpost Technologies

Keeping your financial data in check, is critical for your organization. This session will go over the proper way to reverse transactions, handle refunds, and even adjust those special cases. In addition, we will go behind the scenes to learn how to untangle the really messy transactions. You will return to your office knowing the “Right” way to use iMIS from a financial correction aspect. A “light” version of this session occurs later in the conference.

IMIS FINANCIALS PART 2

Michelle Lelempsis

Solutions Consultant

Email: michelle@causeis.com.au

Mobile: 0404 092 105

YOUR TRAINERCONTACT ME

WITH THANKS TO OUR SPONSORSNIUG DISCOVERY CONFERENCE

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