club dues: invoicing & accounting · pdf fileon-line member payment via credit card user...

Club DUES: Invoicing & Accounting Modules User Documentation

Document Version: 5.2

Date: November 2011

Prepared By

Mark Landmann / Heather Brandt Phone: 303-470-1928

E-mail: [email protected] [email protected]

mailto:[email protected]

mailto:[email protected]

Club DUES: Invoicing & Accounting Modules USER DOCUMENTATION

Infusion Group, LLC. and Simply the Best, Inc Page ii of 70

Table of Contents

1. Introduction ......................................................................................................................................... 1 1.1 Overview ..................................................................................................................................... 1 1.2 Audience / Affected Groups ........................................................................................................ 1 1.3 Scope / Limitations ...................................................................................................................... 1

2. Setup..................................................................................................................................................... 2 2.1 Chart of Accounts – Background Information ............................................................................. 2

2.1.1 Selecting Chart of Accounts 3 2.2 Starting Balances ........................................................................................................................ 4 2.3 Accounting Configuration (Configure tab)................................................................................... 9

2.3.1 Dues Posting Account 9 2.3.2 Accounting Methodology 10 2.3.3 Invoice Statement and Print Format 10

2.4 Invoice Templates ..................................................................................................................... 11 2.5 Statement Templates ................................................................................................................ 12 2.6 Credit Card Payments............................................................................................................... 13 2.7 Security ..................................................................................................................................... 13

3. Invoicing Module ............................................................................................................................... 14 3.1 Key Concepts ............................................................................................................................ 14 3.2 Invoice Overview ....................................................................................................................... 14 3.3 Invoice Group Tab .................................................................................................................... 15

3.3.1 Adding a new Invoice Group 16 3.3.2 Editing an Invoice Group 17 3.3.3 Deleting an Invoice Group 17

3.4 Charges Tab (Charge Items) .................................................................................................... 18 3.4.1 Adding Charges Items 18 3.4.2 Selecting Charge Types 19 3.4.3 Editing Charge Items 20 3.4.4 Deleting Charge Items 21 3.4.5 Charge Type Accounts 21 3.4.6 Charge Type Dates 22

3.5 Member Invoices Tab ............................................................................................................... 23 3.5.1 Selecting Member 23 3.5.2 Apply the Charge Items 23 3.5.3 Edit / View Member Invoice 24 3.5.4 Enter “one-off” invoice items 25 3.5.5 Delete Member Invoice 26

3.6 Preview Invoices ....................................................................................................................... 26 3.7 Post Invoices ............................................................................................................................. 27 3.8 Print Invoices ............................................................................................................................ 28 3.9 Un-Posting Invoices .................................................................................................................. 28 3.10 PMAIL Invoices ......................................................................................................................... 29 3.11 Former Members Tab ............................................................................................................... 29

4. Accounting ......................................................................................................................................... 31 4.1 Accounting Overview ................................................................................................................ 33

4.1.1 Accounting Navigation 33 4.1.2 Transaction Selection 33


Infusion Group, LLC. and Simply the Best, Inc Page iii of 70

4.2 Select the Right Account .......................................................................................................... 33 4.3 New JE (New Journal Entry) ..................................................................................................... 36 4.4 Deposit (Ticket) ......................................................................................................................... 38

4.4.1 New Deposit Ticket 38 4.4.2 Editing a Deposit 40

4.5 Record Check (or Transfer) ...................................................................................................... 41 4.5.1 Editing a Check 42

4.6 Accounting Recommendations ................................................................................................. 42

5. Budget ................................................................................................................................................ 43 5.1 Entering Budget ........................................................................................................................ 43 5.2 Save and Print .......................................................................................................................... 44

6. Reports ............................................................................................................................................... 45 6.1 Accounting Reports ................................................................................................................... 45

6.1.1 A/R Aging Summary 45 6.1.2 Account Balances 46 6.1.3 Transactions 47 6.1.4 Balance Sheet 48 6.1.5 Profit & Loss 48

6.2 Budgets ..................................................................................................................................... 49 6.2.1 Budget P&L Overview 49 6.2.2 Budget Comparison 49

6.3 Banking ..................................................................................................................................... 50 6.3.1 Deposit Detail 50 6.3.2 Check Detail 50 6.3.3 Journal (JE) Detail 50

6.4 Statements Reports .................................................................................................................. 51 6.4.1 Member Statements 51 6.4.2 Statement Report 53

6.5 Invoices Reports ....................................................................................................................... 54 6.5.1 Posted Invoices 54 6.5.2 Invoice Summary 55 6.5.3 Invoice Pivot 56

6.6 Other Reports ........................................................................................................................... 57 6.6.1 Chart-of-Accounts 57 6.6.2 Charge Code List 58

7. Year-End ............................................................................................................................................. 59

8. Custom Invoice and Statement Templates ..................................................................................... 60 8.1 Edit template ............................................................................................................................. 61 8.2 Save template ........................................................................................................................... 61 8.3 Invoice Metadata ....................................................................................................................... 62

8.3.1 Member Data 63 8.3.2 Invoice Data 64 8.3.3 Special Metadata Items 64

8.4 Example Invoice ........................................................................................................................ 65 8.5 Example Invoice HTML ............................................................................................................. 66


Infusion Group, LLC. and Simply the Best, Inc Page 1 of 70

Club DUES: Invoicing & Accounting Modules

1. Introduction

Enhance your club's dues management with the Club DUES: Invoicing & Accounting Modules.

This is an optional premium solution offering available to all clubs.

The invoicing module focuses on generating dues-invoices for the club membership, and then

tracking payments at the member level. The module allows you to:

Define charge items unique to your club (e.g. Dues, Meals, Special Banquets)

Create multiple invoices in a matter of minutes

PMAIL or print member invoices and statements

On-line member payment via credit card

User defined Invoice templates

User defined billing periods (e.g., monthly, quarterly, semi-annually or annually).

Link to Attendance module for charge items (e.g. guest meals, per meeting charge)

The accounting module focuses on tracking member invoice charges, payments, and other monies

in and out of your bank accounts.

The budget feature focuses on setting up and maintaining fiscal year budgets based on your chart

of accounts items.

The year end feature focuses on closing out your fiscal year.

1.1 Overview

The purpose of this document is to provide user-level documentation on the Club DUES: Invoicing

& Accounting Modules. This document is written to describe the overall functionality of this

module.

This document covers:

Setup / Chart of Accounts

Invoicing Module

Accounting Module

Budget

Reporting

Year End

Custom Templates

1.2 Audience / Affected Groups

The target audience for this document is:

Club Officers / Administrators / Treasurers (Level-4 security)

District / Account Managers (Level-6) and above

1.3 Scope / Limitations

The Club DUES: Invoicing & Accounting Modules are not intended to be a general purpose

accounting package for clubs. We want to state this and be up front with our users.

The invoicing module is intended to be a powerful invoicing package – drawing information from

the DaCdb system (e.g. attendance, meals) to make the invoicing as simple as a couple of mouse

clicks.



On the accounting side, it is intended to track the invoicing, issue statements to members for

amounts owed and track member payments.

However, to some extent, the accounting module may be sufficient for the smaller clubs that do not

have complicated financials requirements. We still expect some clubs will want to explore more

sophisticated accounting packages such as Quicken or QuickBooks, where data can be extracted

from DaCdb into one of those packages.

2. Setup

Prior to using the Invoicing / Accounting modules, some initial setup and configuration is required.

To begin, go to the Setup hyperlink in the toolbar below the Dues tab. Carefully read this

document to understand the choices you are making, as they have great impact on how your

members will be billed and your ability to track their payments.

At this time, we provide no means to migrate, convert, translate or move data around, if the

accounting structure changes. Adding and deleting accounts within the accounting structure are

the only means to change things.

IMPORTANT: The invoice and accounting modules use Adobe Flash. You must have Flash

installed on your computer for either of these modules to work. If it is not already on your

computer, download and install Flash in your browser. Most current generation browsers support

and automatically install Flash. Unfortunately, you will not be able to use the accounting module on

your iPad, but you could on other pads that support Adobe flash.

2.1 Chart of Accounts – Background Information

Note: DO NOT rush this step. Setting up the correct Chart-of-Accounts is critical to the success

of the Invoicing and Accounting modules. Charge items that you define are based on these

accounts. Invoices that are posted to accounting are based on accounts configured during this

setup process. Basically, everything hinges around the account structure established.

The chart-of-accounts provides a way to categorize various accounting transactions. Each

transaction is posted to an account. Various financial reports can be generated across one or

more accounts. The chart-of-accounts is hierarchical, meaning accounts can be nested underneath

another account. The higher level accounts are header accounts; their only purpose is to help

organize the lower level accounts which are the “posting” accounts where data is stored (e.g.

invoice charges and payments). In the example below, the “Checking Account – BoA” is the

account where checking data is stored, the ASSET ACCOUNTS header is simply a container

where other asset accounts roll up under. No transactions can be placed under the header

accounts (keep this in mind when assigning charges to accounts!).

The system is designed to allow an unlimited nesting of accounts. In

practice, we recommend only 2 to 3 levels of accounts. In the example

shown, three levels are seen: 1=Asset Accounts, 2=Member Dues

Receivable, 3=Thacker, Michael W. Follow the motto to Keep It Simple!

After completing all requirements in the Setup hyperlink, it is possible to add/edit/delete ANY

portion of the Chart of Accounts to accommodate your club.



Capturing transactions such as RI dues, district dues, club dues, meals, club bulletin printing,

advertising income, printing & stationery, etc. are possible to track in this system, and would go in

to one of the defined Income and/or Expense accounts headers. Charitable transactions are also

possible to track and they go to accounts earmarked for fundraising and donations in the chart-of-

accounts.

In this release of the Accounting module, the system only supports one chart-of-accounts per club.

Clubs that need to track charitable activities for tax purposes in a separate account will need to do

so outside of the DaCdb accounting system in a third party package. We will evaluate supporting

this possibility in the future, based on user demand.

2.1.1 Selecting Chart of Accounts

Selecting the Setup hyperlink under the Dues tab will open the Dues / Accounting Setup screen.

Read carefully to select the best Chart-of-Accounts template to start your club with. The “Simple”

chart of accounts is recommended for most users. Save the selection by clicking the Save Setup

Button.

Note: Please do not rush this step. The chart-of-accounts is the foundation of your club’s

invoicing and accounting modules. It is very easy to add new account items to the “Simple”

chart-of-accounts or delete unnecessary account items from the “Typical” chart of accounts.

Either way, you need to select a set of account items that works for your club. Please click the

hyperlinks to preview both Chart of Accounts options before making your selection.

Once you have created your chart-of-accounts and have been operating for a while, you should

know that adding a new account item can be done at any time. However, deleting an account item

that has items posted to it is not possible.

The system provides two chart-of-account templates to start from. The “simple” chart-of-accounts

is recommended for most users, but consider both before selecting one. Selecting this template to

start with, gives an initial starting point that can be expanded over time. Accounts can be added,

and Accounts that are not needed can easily be deleted. Account names can be edited so they are

more meaningful to the club.



To preview one of the templates prior to selection, click on the ‘click-here’ hyperlink. A popup will

display the template chart-of-account.

Select the chart of accounts that best suites the club’s accounting requirements. Click the Save

Setup button to save the choice. The selected chart-of-accounts template will be copied into the

club’s database where it can be further modified.

RECOMMENDATION: Our advice and best practice – keep it simple! Select the simple

chart of accounts (as seen below) and add to it as you understand how the system works.

After selecting a chart-of-accounts template and saving your selection, a confirmation message

that your chart-of-accounts was created will be displayed under the Chart-of-Accounts tab. The

Setup page will now display additional options and tabs that need to be configured as part of the

setup.

Note: If you would wish to review the original templates, you can click on the links provided at

any time.

2.2 Starting Balances

Entering your starting balances is probably the most challenging part of setting up the

Dues/Accounting module. The good news is it is a one-time activity, and you have some options.

Below your setup selection on the Chart-of-Accounts tab, you will notice information on entering

starting balances. There are three reasonable options for accomplishing this, and each are

outlined in the information link as shown below.



Please read the link containing pros and cons for each of the three possible entry methods. Also,

before doing ANY transfer from your current system: TALK TO YOUR ACCOUNTANT FIRST!

Each club operates differently, with many unique situations. Find out what approach will work best

for your club.

Since this is a “double-entry” ledger system, there are two key things to remember:

1. The Chart-of-Accounts (“COA”) must ALWAYS balance to zero.

2. An amount entered into one account requires an equal amount (we will call this the “offset”) in

another account so that rule #1 above is not violated – COA balances to zero.

Thus, when you enter starting balances for members, you must enter an amount (we will call this

the “offset”) into one or more other accounts so the Chart-of-Accounts balances to zero.

There are several options available for entering starting member balances. Each has its own pros

and cons. While we offer a recommended approach below, we highly recommended that you

discuss this matter with your accountant first.

Note: For the two Bulk Entry options listed below, after you save the information (transferring

all balances to the Accounting module), all of that data will be cleared from the Starting

Balances section.

Bulk Entry - Approach #1 (Only Member Balances)

There are two bulk entry forms that can be used to initialize the Dues/Accounting system.

The first is the simplest, and deals only with past due member balances. This approach gets the

member past due balances into the accounting system. Member statements can then be

generated with past due amounts.

Since this is a double entry system, when you enter the member balances, you need to select an

account to offset the amount entered so the chart of accounts balances to zero. The account you

select for the offset entry is the $64 question. Depending on your accountant, the account used is

probably be the Equity Account – Club Retained Earnings. Choose wisely -- talk with your

accountant first.

Pros Cons

Quick simple entry

Amount due can vary per member

Not possible to assign offset entry to more than one account



Aging report dates and amounts will be correct

Entry is all the same date and description

Transactions cannot be backed out. Individual entries can be edited or deleted



Bulk Entry - Approach #2 (All Account Entry)

Bulk entry approach #2 is a more comprehensive approach to entering data across all of the chart

of account items. Not only can member balances be entered, but ASSET, INCOME and

EXPENSE account balances can be entered in every account.

Of course, the ability to enter other account balances makes this approach more complicated and

will take more time and research on your part to determine each of the account balances so you

can enter them into the system. Most importantly, since the Chart-of-Accounts must balance to

zero -- if you make an entry showing a $100.00 balance in your checking account -- you MUST

make one or more corresponding entries (it does not have to be just one) that offsets the $100.00

checking account balance. You will find that creating the offset is the most difficult part of this

approach, but the end result will be an overall chart-of-accounts that is closer to reality.

Therefore, this approach is the recommended solution to get started.

Pros Cons

Entry across all GL Accounts

More difficult to complete and get the COA to balance to zero

Transactions cannot be backed out.

Note: We recommend that you first setup all your GL Accounts -- adding or deleting accounts

as necessary. Then, print out the bulk data entry form, so that you have a printed worksheet

for collecting all the data that you need. Pencil in the starting balances and then when you are

ready, enter them into the online form.

The form looks like the one shown below, where and entry field is available for every defined GL

account.



For all intents and purposes, and only to be done when you first setup the Accounting module,

there is a line item in the chart-of-accounts under Equity Accounts called Club Retained Earnings.

After you have entered all starting member balances, place the total into this account.

Note: Keep in mind, when you FIRST begin using this module, you will have a transition period

to finish up loose-ends with your current system of bookkeeping. It may take a couple of weeks

to get everything setup correctly, but once you are on this system completely, it should be

smooth sailing!

For all starting balances, you have the possibility to add positive and negative amounts as they

stand when you begin using this system.

Add One-off entry to Invoice

An additional method to record previous balances is to add one or more line items to the first group

of invoices that you generate. The line items that you enter would only be for those members with a

past due balance. And if you distribute charges across multiple accounts, you can enter multiple

line items.

Pros Cons

Dues can be allocated to one or more accounts.

Invoices can be generated

Aging statements will not be correct -- since the past due charges carry the date of the invoice



New Invoice Group

Another approach, and one we recommend, is to create an Invoice Group just for those members

that have a past balance due. Using this approach, the member dues fees can be allocated to the

respective (multiple) accounts. Invoices can be generated, then printed or PMailed to the members.

This approach gets their past information into the system just like every new invoice you will be

creating.

Pros Cons

Dues can be allocated to one or more accounts.

Invoices can be generated Aging report dates and amounts will be

correct, if the Invoice Group due date was set to the past due date (not the current period)

A little bit more time and work to setup the charge items (but you have to do this any to effectively use the system)

2.3 Accounting Configuration (Configure tab)

Before the invoicing or accounting module can be used, some additional configuration is required.

In this section, we will cover:

Selecting the account to post the dues to

Selecting the accounting methodology

Configuring the printing and PMail attachment and export format

2.3.1 Dues Posting Account

One of the most important selections to make is to determine what account the invoiced member

dues are posted to within the Chart-of-Accounts. For example, if a member is invoiced $100.00 for

dues, the account we are looking to select here is where that $100.00 is going to be posted to. The

Dues amount may contain various allocations to other accounts – and we will cover how to do that

later under invoicing. For now, it’s where the total amount being invoiced ($100.00 in this example)

is being accumulated and tracked for each member, it is not where the individual items that make

up that $100.00 are going (e.g., Club Dues or Club Meals).

Click the Configure tab. In the Accounting Configuration screen, select the appropriate account to

post the Membership Dues into. From the pull-down list, all accounts from the chart-of-accounts

you just selected will be displayed. This is your member dues receivable. After invoicing

members, this account tracks all the amounts due for each member in your club. Click the Save

Setup button to record your selection after picking the account from the drop-down list.

DO NOT post this to any Income or Expense accounts, nor your Bank Account. Unless your

accountant recommends otherwise, select the [Member DUES Receivable] under ASSET

ACCOUNTS.



2.3.2 Accounting Methodology

Still under the Configuration tab, and below your Dues Posting Account selection, is where you will

select the Accounting Methodology. At this time, we are only offering Accrual based accounting.

On a case-by-case basis, Cash accounting can be turned on – but you are going to have to do

some arm twisting to do so. We found very few people really understood how cash accounting

worked and they spent more time trying to figure out why posted invoices where not showing

up in the respective accounts. Under a cash basis, member dues invoiced are not reflected in

the accounting system until they are paid. Invoices generated are “Proforma” invoices. Since

Proforma invoices are not shown in the accounting system – they do not initially affect any

account balances. This way, if the member fails to pay his or her dues, there is no write-off or

adjustment that needs to take place in any account. When a member pays, the “Proforma”

invoice that was generated is then turned into a regular invoice and is now reflected within the

accounting system along with the payment entered.

Under an accrual basis, the invoiced dues are immediately shown within the accounting system. If

a member fails to pay, a balance due will be shown, and adjustments may be necessary to deal

with the situation. This helps make all transaction activity (invoices, payments, deposits, etc.) in

the system more evident.

Click the Save Setup button to record your selection after making your selection from the drop-

down list.

RECOMMENDATION: Use accrual accounting. Under the concept of keeping it simple,

the accrual method shows you all the data in accounting. We believe it is less confusing.

2.3.3 Invoice Statement and Print Format

Still under the Configuration tab, and below your Accounting Methodology selection, is Invoice,

Statement and Print Formats.

The Invoice, Statement and Print format section allows you to set the various document viewing

“formats” used within the accounting module.



Invoices and Statements can be generated in: HTML, WORD and PDF formats.

Invoices and statements that are PMailed to the member can also be in: HTML, WORD and PDF formats.

The data export formats can be: CSV, EXCEL, Quicken, QuickBooks and Peachtree

By default, the system will use PDF as the invoice/statement format, PDF as the PMAIL attachment

format and Excel as the Export format.

Select the formats that Invoices and Statements are printed as, and the format you wish Invoices to

be sent to members. Also, select the file format that register data can be exported in. Click the

Save Setup button when you have made all of your selections under this tab.

Note: The invoice, PMAIL and export formats can be changed at any time.

Why would you select one format over another? The following table summarizes some of the

advantages and disadvantages of the different approaches.

Format Advantages Disadvantages

HTML Fast rendering and printing

Small file size

Template must be designed with printing in

mind (width issues)

Word One DOC file created

Relatively small file size

More difficult to format correctly within Word

Slightly slower invoice/statement generation

Word /Word Viewer required by User to view

PDF One standard PDF format/document

PDF Bookmark support

PDF Search

Read Only

Slowest invoice/statement generation –

minutes for a large club

Larger file size

2.4 Invoice Templates

Go to the Inv Templates tab. Before selecting a template, chose options for Zero Item Invoices.

When an invoice has no items on it, select whether or not to print that Invoice and whether or not to

PMail that Invoice to the Member. Again, recommendations are defaulted in the fields.

Print Zero Item Invoices. This means that if there are no line-items to print on an invoice (there

was nothing being billed to the member, which is sometimes the case with Honorary and Alumni

members), print the invoice anyway.

PMail Zero Item Invoices. This means that if there are no line-items to print on an invoice (there

was nothing being billed to the member, which is sometimes the case with Honorary and Alumni

members), PMAIL the invoice anyway.



Invoices are generated using a template. The template defines the content and format of the

invoice. Before any invoices can be generated, the invoice template to use must be set.

Still under the Inv Templates tab. We recommend starting with one of the system pre-defined

versions. Save the Setup when you are done here.

Note: Invoices will show all NEW fees assigned during THIS billing period. You will choose to

send out either an invoice or a statement (see statement info below).

Initially, only the system templates will be listed. Clicking on the invoice name will display a pop-up

view of the template format. Select one that is the closest to what you are expecting the invoice to

look like. Later (section 6 of this document), we will explain how to save and customize your own

club-specific template. Save the Setup when you are done here.

Note: The invoice template can be switched at any time. However, only one (1) template can

be in effect at any time.

2.5 Statement Templates

Statements are also generated using a template. The template defines the content and format of

the statement. Before any statements can be generated, the statement template to use must be

set.

Go to the Stmt Templates tab. We recommend starting with one of the system pre-defined

versions. Again, it is possible for your club to design their own statement templates (see section 6

of this document). Save the Setup when you are done here.

Note: Statements will show all PAST plus NEW payments or credits to an individual’s account.

This is available under the Dues Reports hyperlink located in the toolbar under the Dues tab.

Note: The statement template can be switched at any time. However, only one (1) template

can be in effect at any time.



Contribute your statement design. We welcome (and request!) user contributions.

2.6 Credit Card Payments

Credit card payment receipts are also generated using a template. The template defines the

content and format of the receipt. Before any receipt can be generated, the credit card receipt

template to use must be set.

Go to the CC Pymt Templates tab. We recommend starting with one of the system pre-defined

versions. Again, it is possible for your club to design their own receipt templates (see section 6 of

this document). Save the Setup when you are done here.

Note: If your club wants to allow member to pay by credit cards, the club must first establish a

merchant account with one of the merchants we have an interface to. Contact support for more

information and recommendations.

2.7 Security

The dues module is restricted to a list of members defined on the Security Tab under Setup. Only

the members listed on this list have access to the Invoice and Accounting modules.

By default, the person that first initiated the Account setup is defined as the only user who is

allowed access. Other members can be added by selecting them in the left box and moving the

name to the right box using the arrow button, then saving the setup. Security access may be

changed at anytime. It is recommended to limit this access as much as possible.

Note: Consider your club’s year-end turn-over. The new club President or Treasurer do not

automatically have access to the Dues module, even though they are level-4 club officers.

Only the members listed on the security tab have access. Clubs must come up with a transition

plan and manage the training and security rights for the new custodians of the dues module.

DaCdb Support is always happy to assist in training new users of the Dues module to minimize

problems.



3. Invoicing Module

The Invoicing module is where invoices are created, managed and sent out to your membership.

After setting up the Dues/Accounting module in the prior section, it is the next logical step where

you want to begin to prepare the invoices for your members.

3.1 Key Concepts

The invoice module is simple, if you understand a couple of key concepts in the way it works. Each

of these areas will be expanded on later in more detail, but as a high level summary, you need to

understand the following:

Invoice Groups. The first tab under invoices is the Invoice Groups. Think of Invoice

Groups as an electronic manila folder. Every time you are going to bill your members for

something, you take out a manila folder and write the name on the tab describing the billing

purpose or time period. That is exactly what you are doing when you create a new Invoice

Group; you are creating a new electronic manila folder to hold all your invoices for that

period.

Charge Items. Charge Items are the business rules for billing your members for various

items. There are several options to handle a variety of billing needs unique to your club. It

is possible to setup a multitude of simple and complex charges. Options are available to

link the Attendance module for charges (e.g. charging Honorary members for meals only at

the meetings they attend). Also, having different charges assigned to various

MemberTypes (e.g. dues can be different for Active, Honorary, Active R85 and LOA all on

the same charge item). See section 3.4.2 for all possibilities with definitions.

Members. It all comes together under the Members tab. These are the members that you

are going to invoice. After selecting an Invoice Group, and having defined your charge

items, you can now apply the charge items to each member to create the respective

invoices. From here, you can view your invoices, post your invoices to Accounting, and

PMail your members their individual invoices.

While it may take a little bit of time to understand and then create the charge items (which is the

most complicated piece here), once that is done, you are about 10 mouse clicks for getting your

invoices out the door. If this is not the case, you need to call support and talk to us as you are

probably doing something wrong. The invoicing component was designed for simplicity and speed.

Clubs often send out batches (an ‘Invoice Group’) of similar invoices to their members for dues and

other miscellaneous invoiced items. The invoice function allows you to generate, print and PMAIL

member invoices for your club simultaneously with only a couple of mouse clicks. Each invoice

can be customized and generated down to the member level.

Invoices can be generated for any billing period that best suits your club’s requirements. For

example, invoices can be generated on a monthly, quarterly, semi-annual or annual basis.

Individual charge items may be invoiced for different invoicing periods. One-off invoices to one (or

more members) can easily be generated as well.

3.2 Invoice Overview

The process of invoicing members is a multi-step process. The steps involved include:



1) Create the Invoice Group. Creating the Invoice Group creates the container in which the

individual invoices are stored. The Invoice Group also defines summary information such as

Invoice Description, Invoice Date, the Due Date, the invoice message sent to all members

receiving an Invoice, etc. See section 3.3 for further details.

2) Define the Charge Items. A Charge Item is a means to apply something like ‘Club Dues’ to all

members with one-click. Each charge is assigned an amount, which can vary based on the

Member Type, Meetings Attended, and Meetings Missed, etc. Multiple charge items can be

defined for different billing purposes. The amount associated with each Charge Item should be

reflective of the billing period the Club is invoicing. See section 3.4 for further details.

3) Select the Member(s) to be invoiced. This is typically all the members within a Club, but can

be any variation of members. By default the system will list all active members within the club,

but terminated members can be included based on a date selection. See section 3.5 for further

details.

4) Apply the Charge Items. Choose the charges to be applied to the members selected. One or

more Charge Items can be applied. Check “on” or “off” the appropriate charge items to be

applied to the invoices. See section 3.5.2 for further details.

5) Enter one-off invoice items. Add any one-off invoice items to individual members as needed.

For example, if a member purchased cookies or raffle tickets, the quantity and cost can be

entered on that members invoice. See section 3.5.4 for further details.

6) Preview the Invoices. Run one or more reports to summarize and detail the invoice amounts

being invoiced to the selected members. At this point, any corrections should be made. See

section 3.6 for further details.

7) Post the Invoices. The system will “Post” the invoices to each member’s account in the

Accounting component. The total amount being billed will show as a debit in the respective

general ledger accounts defined in the Charge Item account selection. See section 3.7 for

further details.

8) Print/PMAIL the Invoices. All invoices can be printed for handing out at your meetings or snail

mailing and/or, sent via PMAIL to each member (with an e-mail address) for payment. See

sections 3.8 & 3.10 for further details.

3.3 Invoice Group Tab

The list of Invoice Groups (batches of invoices) is found under the Invoice tab. The system will list

all the “Invoice Groups” found for this Club.

Multiple Invoice Groups can be created and worked on simultaneously. There is no restriction on

how many can be created. It is possible, for example, to generate semi-annual invoice items in

one Invoice Group and Monthly invoice items in another Invoice Group.



Clicking on any column header will sort the data. The default sort sequence is by Invoice Date,

listed from oldest to newest.

Note: While an unlimited number of Invoice Groups can be created, best practice is to delete

the invoices groups that have been billed and all payments have been collected. This will

reduce the screen clutter and reduce the risk of selecting the wrong invoice group. Deleting the

invoice group will delete the invoices from the system as well, so only delete Invoice Groups

after you have printed a hard copy for your reference, made a copy of the generated invoices

(HTML, Word or PDF) and all members have paid.

3.3.1 Adding a new Invoice Group

To create a new Invoice Group (1), start the Invoice module by clicking on the Invoices hyperlink

(under Dues tab). When the Invoice module starts, under the Invoice Groups tab (2) click the Add

button. A pop-up screen will open.

The Invoice pop-up looks like this:

Enter the following information:

Invoice Date – The date that will be printed on the invoice. By default, the date is the date the invoice group was created. The date may be changed forward or backward as required.

Period – The billing period description (3rd

Qtr, July 2008, 3Q2008). The period can be any entry that is meaningful to the Club. Since clubs bill on different cycles – monthly, quarterly, every six months and annually, a scheme should be devised to accurately reflect the billing period that is appropriate to the club’s situation (i.e., 1Q2008, 1H2008, 2008)



Due Date – The date the invoice payment is expected. This date is printed on each member’s invoice and will be used to age the outstanding member balances

Description – The description text should summarize what the Invoice is about. This text is 50-characters and will be carried over into the account module.

Message – The text entered in the Invoice Group message text area will be printed on all member invoices. An example might be something like: “Happy New Years” or “Payment is required within 15-days”

To cancel the Invoice, click on the [X], otherwise click on [ADD] to create the new Invoice Group.

After the pop-up closes, the Invoice Group # (3) will be automatically assigned by the system. Date

Posted will initially be blank but will be filled in after you “post” invoices to accounting. The Amount

will initially be zero ($0.00) and will automatically be updated after applying charge items to your

invoices.

Recommendations:

1. Period. Since every club invoices on a different frequency – the period field when an Invoice

Group is created is a free-form entry. We recommend that you devise a consistent scheme for

entering your periods. For example, if you invoice on a quarterly basis, you might use

“1Q2011”, then “2Q2011” or you might enter “1stQtr” then “2ndQtr”. The period description is

limited to 12-characters.

2. Description. Same concept as period. The description can be up to 50-characters. The

description should be meaningful so you understand what the Invoice Group is all about. The

Description is similar to the words you might write at the top of the file folder tab.

3.3.2 Editing an Invoice Group

Editing an Invoice Group is similar to adding a new Invoice Group. Click on an Invoice Group to

select it, and then click on Edit. Update any of the fields, and then click the Update button.

3.3.3 Deleting an Invoice Group

In a similar manner, select the Invoice Group and then click on Delete. The system will display a

panel asking you to confirm the Delete operation.



IMPORTANT: Deleting an Invoice Group will delete all member invoices associated with the

selected Invoice Group. Access to the invoice data (within the selected Invoice Group, but not

the accounting data) will be lost forever after the Invoice Group is deleted. You will not be able

to un-post invoices if you delete the Invoice Group. Contact support if this happens, as we can.

3.4 Charges Tab (Charge Items)

The concept behind the invoicing approach is to define and apply one or more charge items to the

members being invoiced. Charge items are the business rules for invoicing your members. Once

a Charge Item is defined the charge item can be applied to one or all selected members within your

club with just a mouse click. It is typical that several charge items will be required to cover the

spectrum of invoicing requirements (e.g., RI dues, District dues, Club dues, Foundation

contributions, meals, special banquets, etc.).

A charge item can apply based on (but not limited to):

Member Type (e.g., Active, Act-LOA, Honorary)

Amount Charged (recurring for specific members or selected members only)

Meetings held, attended, or missed (linked to Attendance module)

Various meal codes (linked to Attendance module)

Charge Items are defined in the Charges tab. Initially, this list will be empty; but it will grow as new

charge items are defined and added for invoicing purposes. See section 3.4.2 for a full list of

available charge types and definitions for each.

Need to new charge item combination? The ability to add different types of charge items is

available. We are looking for real-world examples where a different type of charge item might

be necessary.

From the Charges tab, new charge items can be defined, current ones edited, or obsolete charges

deleted.

3.4.1 Adding Charges Items

Each charge item should represent a unique requirement that you want to invoice the club

members for – these charges tend to be very specific to club culture, so the possibilities are up to

your club. Each item will then be assigned to a specific account in the chart-of-accounts for

tracking and balancing your books in the accounting section.



To define a charge item:

(1) Click on the Charges tab under the Invoices hyperlink.

(2) Click the Add button. Under Charge Item, add a title/description of the charge (it is helpful to

note in the title when these charges are usually invoiced – e.g. quarterly, Jan/July, etc.). The

description written here will be seen on the invoice by members.

(3) Select the Charge Type indicating which type/status of member will receive this charge, and;

(4) fill in amounts to charge, specific for each type. For a full listing with definitions of each type,

refer to section 3.4.2, below.

(5) Click the Save button after you have finalized the charge item.

In the future, you will not need to create new charges, only select the charges you wish to issue to

members after creating the invoice (see section 3.2.1).

3.4.2 Selecting Charge Types

When a new Charge Item is added, one of the following Charge Types must be selected:

Per Member -- All the selected Members will be charged the

same amount.

Per Member Type -- This will allow you to vary your charges

according to Member Type (e.g. Active, Honorary, etc.). A

table will appear listing all the different Member Types. Click

in the amount column beside each Member Type, and enter

the sum each member of that type will be charged. For

example, each Member Type (Active vs. Inactive) may pay a

different amount for Club dues.

Per Member Recurring -- This will allow you to apply a different charge amount to each of the

members within your club. A table will appear listing all the different members along with the

amount that should be applied. For example, each Member may contribute a different amount to

a charitable foundation.



Per Member Selected -- This will allow you to apply a common charge amount to selected

members. A table will appear listing all the different members along with a check box to select

the member. For example, selected members may have agreed to contribute a fixed amount to a

charitable foundation.

Per Meeting – This option will count the number of attendance meetings, regardless if the

member attended the meeting or not. This allows clubs to bill a fixed amount based on the

number of meetings in a defined time frame.

Per Meeting (by Member Type) – This option will count the number of attendance meetings,

regardless if the member attended the meeting or not, with charges designated by Member Type.

This allows clubs to bill a fixed amount based on the number of meetings in a defined time frame.

Per Meeting Attended - This option allows you to charge members for each meeting they

attended. When this option is selected, an Amount box will appear, and a date range to select

the meetings from. Attendance information is automatically integrated with the use of the

Attendance module. The system will automatically calculate how much each member should be

debited or credited based on the meeting attendance statistics over the selected date range.

Per Meeting Attended (MemberType) – A variation to the above that allows you to charge a

different amount based on the MemberType.

Per Meeting Missed -- This option allows you to charge/credit members for each meeting they

missed. When this option is selected, an Amount box will appear, and a date range to select the

meetings from. The system will automatically calculate how much each member should be

charged based on the meeting attendance statistics for each member over the selected date

range. The Amount could be a credit value (indicated by entering a minus value).

Per Meeting Missed (MemberType) – A variation to the above that allows you to charge a

different amount based on the MemberType.

Per Make-Up Meeting -- This option allows you to credit members for each Make-Up meeting.

When this option is selected, an Amount box will appear, and a date range to select the meetings

from. The system will automatically calculate how much each member should be debited or

credited based on the meeting attendance statistics for each member over the selected date

range (which may also be specified in more general terms, such as: Monthly, Quarterly, Semi-

Annually, etc.).

Per MealCode -- This option allows you to tie in with meals entered into the Weekly Club

Attendance. When this option is selected, a selection of different meal codes will be displayed.

The system will automatically calculate how much each member should be debited or credited

based on the meeting attendance statistics and meal code entries over the selected date range

(which may also be specified in more general terms, such as: Monthly, Quarterly, Semi-Annually,

etc.). Only one MealCode can be billed at a time. Multiple charge items may be necessary to

cover all the meal code requirements.

Note: The premium Weekly Attendance module is required to automatically calculate the

number of meetings for some of the “per meeting” and meal code invoicing functions listed

above. If you are not using Weekly Attendance, these charge items will not work.

3.4.3 Editing Charge Items

A Charge Item can be edited by selecting the charge item from the list, making the change, and

then clicking on the Save button.



Changes to a Charge Item will not be reflected on pending member invoices that the Charge Item

has already been applied to. For a change to be made on the invoice, you must first remove the

charge item from the invoice by un-checking it, and then you must reapply the Charge Item by

checking it back “on”.

3.4.4 Deleting Charge Items

A Charge Item can be deleted by selecting the charge item from the list and clicking on the Delete

button. The user will be prompted to confirm the deletion of the charge item.

Deleting a Charge Item will not remove it from the pending invoices. Charge Items can be deleted

from the Invoice by un-checking the checkbox.

Note: Once a charge item has been applied to the member invoice, the Charge Item can be

deleted. However, deleting the Charge Item will eliminate the ability to remove the line item

from the pending member invoices without deleting all members and restarting, or individually

editing each member invoice.

3.4.5 Charge Type Accounts

Selecting the correct account when setting up a Charge Item is key for making the dual-ledger

feature work in the Accounting module. Below are highlighted accounts that you “typically” have

the option to select when setting up Charge Items. These will depend on the whether they are set

up in your chart of accounts or not.

Asset Accounts – Checking Account. DO NOT select your Checking Account as a place to put a

Charge Item. With this dual-ledger system, Invoices will show up in the Member Dues Receivable

accounts, and the Income Accounts as money coming in – invoices are “balanced” through those

two account sections (more details below). When you receive a payment, you will enter that in

from the Accounting module (see section 4.2) into the Checking Account.

Asset Accounts – Member Dues Receivable. DO NOT select Member Dues Receivable as a place

to put a Charge Item. Remember, Member Dues Receivable is a header, not an account. This is

where all the invoices are posted for your members. A dual-ledger system requires you to select

an offset account for the money to be reflected since all charges will be shown here as amounts

due. Read below to find where and why Charge Items need to be placed into other accounts.

Income Accounts – All of your Charge Items will typically use one of the Income Accounts, as your

invoices are generated with perspective money to come IN to your club. The various Income

Accounts help you to break up the lump-sum you will receive from a member so you know where

that money is to be directed and payouts can happen appropriately.

Income Accounts – Club Member Dues. Dues specific to your club will be applied here.

Income Accounts – Club Member Meals. If your club charges for meals, apply the charge here, so

you know how much is available to write a check for whoever makes your meals.

Income Accounts – Happy Dollars. Use only if you are invoicing members for set Happy Dollars

amounts. Otherwise, see section 4.2 for details on this account.

Income Accounts – Dues Collected for RI. Dues specified for RI will be applied here if shown as a

break-out on invoices.

Income Accounts – Dues Collected for District. Dues specified for your District will be applied here

if shown as a break-out on invoices.

Income Accounts – PHF Contributions. Collections specified for Paul Harris Fund will be applied

here if shown as a break-out on invoices.



Income Accounts – TRF Contributions. Collections specified for The Rotary Fund will be applied

here if shown as a break-out on invoices.

Expense Accounts – DO NOT select any Expense Accounts as a place to put a Charge Item.

These accounts are where you will reflect the double-entry of money being paid out of your club.

This action occurs in the Accounting module. See section 4.2 for further details.

3.4.6 Charge Type Dates

Several of the Charge Types associated with meetings have a date attribute. The ‘From’/‘To’ dates

are used to compute the number of meetings attended, missed or made-up based on the selection.

The date options available include:

Custom Date – the user must enter both a ‘from’ date and a ‘to’ date EVERY billing cycle.

Last Month – the month prior to the current month you are in today

Last Quarter – the quarter prior to the quarter you are currently in today

Last Half-year – the last half of year prior to the half-year your are currently in today

Last Year – the year prior to the year you are currently in today

Year to Date – January 1st of this year to today

Quarter to Date – the beginning of this quarter through today

Month to Date – the beginning of the current month through today

When selecting one of the system defined dates (last month, last quarter), the From/To date fields

will automatically be updated with the value the system calculates, based on the current date you

are creating the invoice.

Note: Best practice is to use system generated dates. Using custom dates forces you to edit

the date as part of each billing cycle. Using one of the available system defined dates (e.g.,

last month, last quarter) will automatically be recalculated each time the Charge Item is

used/applied. If you define a custom date for this invoice period, you must remember to

change the date periods the next time you apply this charge item.



3.5 Member Invoices Tab

The Member Invoices tab is where all the action happens! It contains the list of club members that

are associated with the selected Invoice Group that are being invoiced. This list may be as many

as all the club members, or as few as one or two members being sent invoices (e.g., new member

initiation fee). This list may also contain former members that are now terminated – and we will

discuss this in more detail later.

The Members display is organized in three sections.

1) On the left is a list of all the members in the club.

2) On the right is a list of Charge Items that are currently defined under the Charges tab; and;

3) in the middle, is the list of selected Members being invoiced with their individual invoice amount

totals.

3.5.1 Selecting Member

Most likely you will be invoicing all the current members in your club, so click on the [Select All

Members] button at the top of the list. This will populate the list of members in the center section.

If you are not invoicing all the members, then check only the ones you want to invoice from the left

hand column.

Note: Can’t select the Member tab? First, select the Invoice Group that you want to work with.

The Member tab will then become colored. Since each Invoice Group can have a different

group of selected members, we need to define which group of selected members you want to

work with.

By default, former members are not included on the club member list on the left. To include former

members (check the “Include Former Members” checkbox) and enter a date before the earliest

date of termination for the member(s) you wish to include. This date field is used to determine how

far back to go to search for former Members that have been locally deleted from the club that you

want to include in this billing cycle.

3.5.2 Apply the Charge Items

Still under the Members tab (under Invoices hyperlink), choose the charges to be applied to all the

members selected. One or more Charge Items can be applied. Check “on” or “off” the appropriate

charge items to be applied to the invoices one at a time.

Note: When applying charges, a clock symbol will appear. Please wait until the prior operation

completes before adding a new charge to the members. Depending on the size of your club,

this operation might take a few seconds.



3.5.3 Edit / View Member Invoice

By clicking on a selected member in the center column, the individual member’s invoice is

displayed as a pop-up in edit mode.

From this pop-up screen, the member’s invoice can be individually edited, deleted, printed or

PMailed:

1) Add additional items to an individual member’s list of invoiced items (see the next section

below).

2) Edit the description, account, project, quantity, rate fields for any item displayed. Changes to

Qty and/or rate will cause the Amount, and subsequently the sub-total and total fields to be

recalculated.

3) Delete any invoiced items.

4) Update, change or delete the custom personal member message. Anything written in the

Personal Message text box in this screen will show up only on the individual member’s invoice.

5) Print, Print Preview or PMail the invoice to the selected Member.

Note: Changes to an individual member invoice have NO effect on other member invoices. The

Date, Due Date, Invoice # and Member Type are not editable items on this page.



3.5.4 Enter “one-off” invoice items

There will probably be a situation where a specific charge (or credit) needs to be applied to a

Member invoice. Instead of creating yet another charge item, sometimes it is easier to just

manually add the “one-off” charge to the member invoice and be done with it.

This can easily be accomplished by adding a new invoice item to the Member Invoice by clicking

on the [Add New Item] button in the pop-up window.

(1) Click the [Add New Item] button on the Member Invoice screen. Once the new line item shows

on the Member Invoice screen, double click the line item and a pop-up screen will open

allowing you to select the account you wish this individual charge to be added to.

(2) Click on the triangle next to the appropriate account’s folder, and;

(3) Select the account for the money to be allocated. The selected account will automatically fill in

under the Account.

(4) Double click in the Item Description column to add a description of the monies being charged.

The description written here will be seen on the invoice by members.

(5) Double click in the Rate column to add the charge. Once the Rate column is filled in, the

Amount column will automatically be generated.



An optional personal message can be added as part of this member invoice explaining the charges

– if needed.

3.5.5 Delete Member Invoice

On the main Member Invoice tab homepage, if you originally had a member’s name checked (e.g.

you clicked the ‘Select All Members’ button and forgot someone should not be charged for this

invoice), you can delete all charges for that member by unchecking the box next to their name.

Keep in mind that the Invoice data (not the member) will be deleted. If this is a member that needs

to be terminated, remind your club secretary to do so.

A confirmation pop-up will ask if you are sure you want to delete all changes for the member. This

is effectively making the user invoice amount Zero. Members with no invoice items will not be

PMailed.

Note: There is a slight difference between a Zero Amount invoice (invoice charges total zero)

and an Invoice that is deleted (has no invoice item entries). A deleted invoice will never be sent

out. An invoice with a Zero Amount will be sent only if the “include zero amounts” was checked

during the set up procedure.

3.6 Preview Invoices

The system has the ability to Print Preview the member’s individual Invoice (by clicking on that

button on the member’s invoice). On the member’s invoice pop-up, just that member’s invoice is

displayed. If you select Print Preview from above the list of members, then ALL member invoices

are displayed.

It is a good idea to view the invoices with the Print Preview button. This is your last chance to

make ANY corrections or changes. You can print ALL the invoices or a specific individual’s invoice

from the pop-up.



3.7 Post Invoices

Once all the invoices are correct, the Post Invoice function generates the accounting records for

the accounting system. The system will “Post” the invoices to each member’s account in the

Accounting component. The total amount being billed will show as a debit in the respective general

ledger accounts defined in the Charge Item account selection. Once the invoices are posted, they

are saved for viewing (and PMailing) to a member, but they cannot be changed. If you realize a

mistake after posting, it is possible to unpost invoices and fix the mistake. See section 3.9 for

details.

The system will generate a report summarizing what was posted. Each member, MemberType and

amount will be listed along with a brief comment.

The Post Invoice operation, also updates the Invoice Group with the Post date. Once the Invoice

Group has been posted, it cannot be posted again – otherwise duplicate accounting data would be

written. On the Members tab, the Post Invoice button will be grayed-out after posting, so it is not

possible to post twice.

The Post Invoice operation also generates the invoice copy that may be e-mailed to the member

when the PMAIL function is invoked. Prior to posting invoices, the PMail button is grayed-out and

cannot be used. For details on PMailing invoices, see section 3.10.

Note: Print this report for your records!!



3.8 Print Invoices

The Print operation generates the invoices in the format defined in Setup. This can be HTML,

Word DOC or Adobe PDF formats.

The generated documents can be printed to your local printer at this point. Any number of Print

operations can be made. Individual member invoices can be printed from the Member Pop-Up.

To print all invoices at once, use the Print Invoices button on the Members tab after posting.

3.9 Un-Posting Invoices

If an Invoice Group is posted by mistake, or for some reason, the Invoice Group needs to be

removed from account, the entire Invoice Group can be un-posted.

When un-post is select, all posted Invoice Groups will be listed. Check the invoice group that you

want to un-post, and click the [UnPost Invoice Group] button.

Note: There is no recovery from this function. Once you un-post, the invoice data will be

removed from the Accounting system. However, all payments and other transaction data that

are associated with the Invoice Group will remain. It is then possible to re-post the invoices

back into accounting.

Users that are operating on a "Cash" accounting system should not "Un-Post" invoices. Invoices

that have been paid and are no longer a proforma invoice will need to be manually reset.



3.10 PMAIL Invoices

The system has the ability to PMAIL members their individual Invoice. The pmail will be sent to all

the preferred email address for each member, in the format selected during setup (PDF, WORD, or

HTML).

The invoices PMailed are those generated by the Post Invoice operation.

Note: Some members want their invoices sent to their office address, not their preferred

address. By entering an email-selection on the Contact tab when editing a member, the

address entered will override the preferred address.

This override applies to both Invoices and Statements.

3.11 Former Members Tab

If you click on an Invoice Group under the Invoice tab, you may possibly see a pop-up regarding

former members:

This is a warning that the set of invoices you have selected now contain one or more terminated

members.

Why does this happen? Since the invoice process can span multiple days from the time the invoice

group was created with members selected to be billed for the invoice and the invoice group was

looked at again today, one or more members of your club were terminated. Terminated members

are still part of the invoice group when it was initiated. Those terminated members are now placed

on the Former Members tab. This is done because clubs may still want to bill terminated members

for past dues or meal charges for meetings attended prior to termination. This feature may not be

turned off for individual clubs.

When you select the Members tab after seeing the above notice pop-up, there will be two tabs in

the center list with the members and their charges.

The Former tab contains a list of all members terminated after creating and selecting members for

this invoice group. To avoid dealing with terminated members on a new invoice cycle (especially if

your club bills in advance), make sure you coordinate with your club secretary to ensure newly

terminated members are indicated as such in the system prior to beginning your invoices.



To remove terminated members – Invoicing Side: (This method is recommended by most

accountants) First, Un-post this invoice group (hyperlink under Dues tab) – a reminder: when an

invoice group has been un-posted, it will clear one-off items that were added to individual

member’s invoices. Select the invoice group in the Invoice tab, and then go to the Members tab.

At the top right, a panel allows you to include former members or not.

Check the box to include former members and chose a date PRIOR to the first date the members

were terminated. For example, if you terminated your members on 6/30/2011, we recommend

selecting 6/1/2011, as the further back you go the more terminated members will be included on

the list.

To remove all charges from terminated members, open the Former tab. You will notice terminated

members on the list, but they are not checked. Check one member’s box, and then uncheck the

box. A message will pop up asking you to confirm removing charges from the member.

Select OK and the member will now be removed from the invoice group. This action must be

repeated for each member you wish to remove.

A final, potentially simpler option (if the invoices have not been posted or PMailed): delete the

invoice group and start all over. Just don’t forget to re-do any one-off charges or personal

messages you may have entered for various members.

To remove terminated members – Accounting Side: If you followed the steps above to delete

charges in the invoicing side, you do not need to follow this method. However, if you had a lot of

one-off items and did not want to mess with reentering them, this is another way to clear charges

for a terminated member.

From the Accounting hyperlink, find the terminated member’s name in the chart-of-accounts on the

left side under the Member Dues Receivable account. This is typically found under ASSETS, and

by drilling down, select the member name (click on the name) under the Member Dues

Receivables header. In the register on the right, the member’s transaction history will be

displayed. Find the invoice in question, click on it, and then click “DELETE”. The invoice for that

member will be removed from the system.

Much simpler, yes, but this method can come back to bite you later. There is still a saved invoice

for this member which longer matches the account record. Make a note somewhere that you

deleted the invoice from the member.



4. Accounting

For those of you with accounting experience, you probably know all the in’s and out’s of these

features, but should reference this guide to learn where and how to enter information into the

system (in fact, you may only need to reference the Club DUES: Accounting Quick Start Guide).

For those of you with little accounting knowledge, we have done our best to breakdown the why’s

and how’s, as well as explain where the process is integrated with the invoicing, attendance, and

reporting functions in the system.

The accounting module is used to track invoices; issue statements to members for amounts owed,

and track member payments.

Within the accounting module, you will have the ability to:

View all general ledger accounts, including member dues receivables where invoices were posted

Enter deposits post for payments received for your club (member dues, donations, etc.)

Print deposit slips for the bank for deposits entered

Display account details for each member

Summarize accounting information across all members

View, print and/or PMail member statements

Run reports (e.g., aged member balances, Account balances, transactions)

Export accounts to Excel or a third-party accounting package for tax purposes

Think of the accounting module as the transaction record for your bank account – on steroids! It is

more than just recording and tracking all transactions in and out of your bank account for easy

reconciliation with your monthly bank statement. After invoices are posted, the information is

automatically applied to the necessary chart-of-accounts items you specify for accuracy in your

bookkeeping and payments.

Once the invoices are in, you can track payments members made and know who still has a

balance due. Statements can then be sent to members with outstanding balances.

Outside of invoiced items, it is also possible to track monies for special events, additional

donations, money collected at the door, etc.

Accounting really begins after invoices have been posted. This is your tool for knowing how much

members were charged, who paid what amount, and if you have enough money come in to make

payments from the club.



To begin, click on the Accounting sub-menu hyperlink under the DUES tab. You should see a

screen like the one below after you click on the “account folders” necessary to open your Checking

Account.

There are two sides to this display – the left-side where the chart-of-accounts is displayed and the

right-side where the transaction register detail is displayed for the account selected.



4.1 Accounting Overview

When the accounting module is accessed, the system displays the chart-of-accounts on the left

side. The account items are displayed in a tree structure, as shown below.

4.1.1 Accounting Navigation

The accounting structure can be collapsed or expanded to show all levels within the chart-of-

accounts by using the arrows ( and ). Clicking on the arrows will expand or collapse a level

within the account hierarchy. You may also double-click on any of the account titles for the same

effect.

To select an account, drill-down into the chart-of-accounts and then click on the account of interest.

The transaction data associated with the selected account will be displayed in the register on the

right.

4.1.2 Transaction Selection

Once an account is selected, all the transaction detail for the account is displayed in the transaction

register on the right.

Based on the account select, the debit and credit column names will change. Also, again

depending on the account selected, the Due Date column may or may not be shown. We are

trying to make an intelligent decision based on the context selected.

To edit or review an existing entry, double-click on the register line. To add a new entry, click on

the [Record Check], [Deposit] or [New JE] buttons. Each feature is described in the sections which

follow.

4.2 Select the Right Account

A confusing part for beginners is understanding which account to select for certain actions.

Highlighted below are various accounts you will see in the Accounting module from the chart-of-

accounts on the left side of the screen.

Asset Accounts – Checking Account. A majority of your work will be completed in the Checking

Account. Try to always think in terms of money going into or out of your checking or bank

accounts. Like the real bank – this is where your money is deposited. So anytime you click on the

Record Check or Deposit buttons, you should be in to your Bank Account.



Asset Accounts – Member Dues Receivable. Remember, Member Dues Receivable is a header.

If you select this header, nothing will appear in the transaction records on the right. This is where

all the invoices were posted for your members. You will notice all members from your club are

listed in the chart-of-accounts on the left (along with terminated members within the last 6-months).

From here, you can select an individual member to see their charges and payments. You will only

access this if there is a problem resulting from an invoice that needs to be corrected. (Although,

this is not the recommended method for making corrections. If possible, it is preferred to Un-Post

the invoice, make the correction in the Invoicing side, and repost.)

Liability Accounts – Sales Tax Payable. If you deal with sales tax, this is where you can track the

sales tax collected. Most clubs do not deal with Sales Tax, so this can typically be ignored and/or

deleted.

Equity Accounts – Club Retained Earnings. When you are starting-up, this is probably the account

you will use to balance entries, after you have totaled all positive and negative monies from your

members and bank account prior to using DaCdb. This is handled in the Starting Balances section

under the Setup hyperlink. For example, if you have $1,000 in your bank account to start, and you

don’t know how the offset amounts are distributed across other accounts (e.g., Club Dues, Club

Meals), then use the Club Retained Earnings account to balance the $1,000 entered into the

checking account.

At the end of the year, INCOME and EXPENSE accounts are zeroed, and the difference is entered

in Club Retained Earnings.

Income Accounts – Generally, you will not do anything with your Income Accounts on the

Accounting side. This section is where all of your invoices are broken out / assigned in the

invoicing module. An exception to this would be for money collected in cash at the meeting that is

NOT an invoiced item (e.g. Happy Dollars, PHF / TRF Contributions – depending on how your club

handles these). Money will be placed in Happy Dollars, etc. when you are in the Bank Account and

select the Deposit button. These would be line items in the ‘Other’ tab, and the account would be

selected there to place money in the according account.

Note: On the “Other” tab, DO NOT select the Member Dues Receivable account to make an

entry. This Account requires a member to also be selected and you cannot do that from this

screen. This will also cause Export to Quick Book transactions to fail.



Expense Accounts – These accounts are where you will reflect the double-entry of money being

paid out of your club. This action occurs when you begin in your Bank Account and select the

Record Check button. When recording a check, you are asked to select a ‘To Account.’ The

Expense Accounts are generally what you will select there. This allows your club to keep track of

how much money was paid out for different reasons.

Note: If you are writing a check, but you want the offset amounts to come from multiple

accounts – then you will need to make a Journal Entry. The Record Check is a simple version

of the Journal Entry – only involving the ‘To Account’ and the selected offset Account.

Example: Accounting - Deposit. You have just invoiced members for Dues and Meals, and then

posted the invoices to accounting.

When you go into the accounting module, you can find these invoiced items under individual

member’s names under the Asset Accounts – Member Dues Receivable.

The “dual-entry” for the total invoice under the member’s names will be located partially under

Income Accounts – Club Member Dues, and Income Accounts – Club Member Meals. These two

places show the “split” of the total invoice.



When a member pays their invoice, go to your Bank Account (as all the money is actually being put

into that account, and will also be spent from that account). Click on the Deposit button (see

section 4.4.1 for further details).

A pop-up window will display a deposit ticket for you to fill out. Since you are entering a payment

from a member for their invoice that was charged to them, you will stay on the ‘Member’ tab. Click

the New Item button, select the appropriate member, fill in the amount paid in the Amount column,

then in the Ref. Info column you may fill in the check number or if they paid cash (see section 4.4.1

for further details).

After you click Save Deposit Ticket, the payment received from that member will be reflected in

their Member Dues Receivable account, the Club Member Dues account, and the Club Member

Meals account – all “cancelling” each other out to balance everything to zero!

4.3 New JE (New Journal Entry)

When member invoices are posted to accounting, they are written as a journal entry or “split-Item”.

A split-item is where a transaction record is allocated across multiple accounts. For example, a

member that is billed $100 for dues and $100 for meals, will have 3 transaction records written –

one for $200 to their member dues receivable, one to the club dues account for $100 and $100 to

club meals. The last two are the spilts or offsets to balance out the $200 written to member dues

receivable to keep your chart of accounts balanced to zero.

To maintain the integrity of the chart-of-accounts, you must edit the Journal Entry in the source

register account. This means you will not be able to open or change any split items from their

respective register locations. You must go to the original Journal Entry location which is shown in

the pop-up message.

Take a member’s invoice for $127.00. The invoice consists of four line items:

$38.00 for dues payable to Rotary International

$14.00 for dues payable to the District

$50.00 for dues payable to the members club

$25.00 for The Rotary Foundation Contributions



The Journal Entry display for this transaction is shown below. You will notice this is almost

identical to the Invoice display in the invoicing module.

So, in this example, four records are written on the system to track this invoice.

$127.00 (the sum of all the split items) is debited to the Member Dues Receivable – the account where we are tracking what the member owes (available to be viewed as total amount due to club, as well as by each individual member)

$14.00 for dues payable to the District is credited to the expense or liability account where you are accumulating what you need to pay the District, across all the members

$38.00 for dues payable to Rotary International is credited to the expense or liability account where you are accumulating what you need to pay Rotary International, across all members

$50.00 for dues payable to the member’s club is credited to the club dues income account.

$25.00 for contributions payable to The Rotary Foundation

The Journal Entry form above accommodates all these entries.

To maintain the integrity of the chart-of-accounts, you must edit the Journal Entry in the source

register account. This means you will not be able to open or change any split items from their

respective register locations. You must go to the original Journal Entry location which is shown in

the pop-up message.

In the example above, the $127.00 written to the Member Dues Receivable is the primary record.

The other credit records are tied to this one record. If you select the Dues Payable to District

account for example, you will see the $14.00 record listed. However, trying to click on this record

will generate the following screen:

What this screen is trying to say is that you cannot display or edit the secondary split items. If you

want to edit or view the transaction you must go to where the primary record is stored – the

Member DUES Receivable account, in this case.



4.4 Deposit (Ticket)

The Deposit Ticket provides a means to enter multiple member payments into the system at one

time (just like if you went to the bank and filled out one deposit slip for multiple checks to be

deposited into your account). This makes for easy reconciliation with your monthly bank statement,

as that will show only one entry with the deposited total. When recording deposits in this system,

you will select members in your club and record the amount they paid. By doing so, that payment

received is automatically applied to the individual member’s account (which can be viewed when

selecting their account), as well as broken out into appropriate payouts identified on the invoice (as

in example above, applying accordingly to the Member Dues Receivable account, account for

District Dues, account for Rotary Dues, and account for Club Dues – all of which will show which

member’s paid into those accounts).

The [Deposit] button is only highlighted to allow a deposit in the system when an account is

selected where a “deposit” would or could be made. For example, a Deposit can be made into a

Checking account or a Savings account. A Deposit cannot be made into one of the chart-of-

accounts titles like Member Dues Receivable or Club Dues.

IMPORTANT: Deposits are made into a Bank Account. DO NOT make a Journal Entry into

the Member Dues Receivable header to make a Deposit!!! Notice in the image above that it is

a receivables account for invoices, not where you will post checks from members. With this

being a dual-ledger system, the Member Dues Receivables account is where the invoices

(created in the Invoicing module) will be posted. To balance charges on the invoices, you must

post the money received into a different account – your CHECKING ACCOUNT – where the

money is going to be placed. When done correctly, the system automatically reflects payments

appropriately to members.

4.4.1 New Deposit Ticket

To record payments in the system, select the bank account (on the left) – it should be your

Checking Account - that you want to record the deposit into (debit) and click on the Deposit button

which is enabled with the selection of an account.



Note: Make sure you select an actual account that money can be posted to. The ASSET

ACCOUNTS (with manila folder icon) or Member DUES Receivable (with people icon) are

headers with multiple account listings under them – therefore, money may not be added /

transferred from that general header. You must drill drown to a lower level account to add /

transfer money. If you are unsure what an account type is (e.g. cash, checking, savings), go to

the Chart-of-Accounts hyperlink under the Dues tab.

A blank (new) Deposit Ticket form will pop-up, as shown below. This form replicates a typical bank

deposit slip. Selecting the account in the previous step automatically fills in the appropriate

account on the ticket – this is required so we know where to put the offset amount (the credit side

of the debit being made) to keep the chart of accounts in balance. The date is also automatically

filled in, but may be changed by clicking on the calendar icon to the right of the date box.

Choose a tab indicating where the checks you need to deposit into the system came from – the

Member tab means payment should be applied to an individual member’s account (e.g. dues

payment), or the Other tab indicating the payment was acquired from a source other than a

member (e.g. fines, Happy Dollars, donations). Click on the [New Item] button. Under the

members tab, the list of members in your club will drop down from the pick-list. Select the

appropriate member, then add the amount that individual paid. Continue to repeat the process for

all payments (checks) that you have received. Members can be selected from the list in any order.

The Ref. Info column may be filled in with the check number of the check you have to deposit at the

bank. Finally, click the Save Deposit Button for payments to be recorded to the designated

accounts.

Note: Members can be repeated in the case where multiple checks or forms of payment were

received from the same member. In this situation, the member’s name will appear the same

number of times you entered their name with the corresponding amount applied to each name

– in other words, the system will not show one lump-sum for a member with multiple entries on

the same deposit ticket.



When entering payments received from sources other than a member, select the “Other” tab.

(1) Click on the New Item button. This will automatically enter a zero amount in the Amount

column.

(2) Click on the line below ‘From Other Source’ to write in a brief description as to where the

money came from.

(3) Click on the line below the ‘To Account’ column and a pop-up will show your available accounts

in the system to select which account the money is to go to. This allows you to add multiple

checks going to different accounts on the same ticket.

(4) Click on the zero amount to set the money on the check to be deposited. Once again, the ‘Ref.

Info’ column may be filled in with the check number of the check you have to deposit at the

bank.

(5) Click the Save Deposit Ticket button for payments to be recorded to the designated accounts.

After you have finished entering all payments into the system, click [Save Deposit Ticket] and a

screen will pop-up listing all deposits entered on this ticket. Print this page and use it to complete

your bank deposit slip. This page is only displayed once – so print it while it is displayed on the

screen.

4.4.2 Editing a Deposit

The system tracks which register entries were made using the Deposit Ticket. So if you need to go

back and double check a payment, delete a member from the deposit or add a new member to the

deposit, double click on the deposit in the register. The Deposit Ticket form will appear with the

previously populated entries. Changes can be made and updated in this screen. Changes are not

recorded until the [Save Deposit Ticket] button is clicked.



Note: You must click on the [Save Deposit Ticket] button to save any results. While deleted

entries may not appear on the list (and thus look deleted), they are not actually deleted until the

[Save Deposit Ticket] button is clicked. Likewise, any edits made are not recorded until the

[Save Deposit Ticket] button is clicked.

4.5 Record Check (or Transfer)

The Record Check function provides a means to easily record a check or transfer funds between

General Ledger (GL) Accounts, as used in this system. The following describes only one example

of recording or transferring funds from one account to another.

Think of this function as a means of recording in your transaction record book that you have written

a check out of an account. This function does NOT write a check for you, it is merely a means of

recording the transaction in the system. Keep in mind as well, this system is not linked to your

actual bank account, so make sure you record a real written check or transfer in your transaction

record book from the bank to keep your books balanced.

For example, after invoicing all the members for recent dues and collecting most of the payments, it

is time to pay RI and the District what is owed. At this point, payments from members have been

deposited into the club’s bank account; you have written and are going to mail the checks. To

show in the system that you have written checks out of your bank account to RI and your District in

the full amounts owed to them (even though you still may not have received all payments), you

must go to the Record Check function. To do this, select the bank or checking account the checks

were written from and click on the Record Check button. The following screen will pop-up:



In most situations, you will NOT be writing a check to a member. Thus, when you select any

account (other than the Member Dues Receivable) the select member pick list option will

disappear. Only when you are writing a check to the member is this applicable and the member

must be selected. When doing this, you are in effect journaling money from your bank account into

the selected member dues receivable account.

To record a check you wrote to pay for RI Dues, select the expense or liability account (whichever

you indicated when setting up your chart-of-accounts) for the RI Dues payable.

Note: Some clubs do not break out the RI and District dues owed into separate accounts.

Instead the check to RI can be written against the Club Dues income account. Check with your

accountant before writing the check. You may also write the check to RI based on the

reconciled Semi-Annual Report that you get from RI in July and January, and record it in the

appropriate Expense account, such as RI Dues Payable.

4.5.1 Editing a Check

The system tracks which register entries were made using the Check function. So if you double

click on the check in the register the Record Check / Transfer form will appear with the previously

populated entries. Changes can be made and updated. And remember, changes are not finalized

until the [Save] button is clicked.

4.6 Accounting Recommendations

We offer the following recommendations for using the system:

1. Think of things in terms of your Bank Account

When making transaction entries into this system, think in terms of money going in and out of your bank (checking) account. So, to make (record) all deposits into your checkbook (bank account), just click the New Deposit Ticket button, as shown in section 4.3.1 above. For example, a Journal Entry could be used for funds received for a member’s receivable, and thus debit into the member’s Member Dues Receivable account (using a Journal Entry). This would put the “primary” transaction in the Member Dues Receivable account and the offset (split) would be recorded as a deposit into the bank account. This will work, but is twice as much work. The better approach is to make the deposit (using the Deposit function) into the bank account, with the offset (split) going into the Member Dues Receivable. This makes all the Primary transactions in the bank account and not scattered throughout the system.

2. Think through setting up your Chart-of-Accounts

It is easy to delete and add transactions to your chart-of-accounts before entries are made on the system. While new accounts can be added at any time, once transactions are entered into a GL Account they must be reallocated to another account before that account can be deleted. The chart-of-accounts must always balance to zero.

3. Change the Invoice vs. changing the Account records

When a mistake is made on an invoice, it can easily be corrected in the account system. Another transaction can be entered to offset the mistake. The specific transaction can be changed – leaving no audit trail for your account. All of these are feasible. However, so that everything is correct in the system, it might be better to go back, un-post the invoices, make the correction in the Invoice system and repost the invoices. This way, if the member calls up to get another copy of their invoice – it is correct on the system.



5. Budget

The budget feature focuses on setting up and maintaining fiscal year budgets based on your chart

of accounts items. Once your annual club budget is prepared, comparisons can be made to

actuals. All comparisons can be seen in various reports under the Dues Reports hyperlink (further

details of reports in section 6).

To access the Budget feature, click on the Budget hyperlink in the submenu under the Dues tab.

5.1 Entering Budget

To begin, select the correct Budget OrgYear from the drop down menu. You will notice several

past and future OrgYears available to choose from. It is possible to look back at past saved

budgets, as well as begin planning for future years whenever you would like – without affecting this

year’s budget numbers or having to wait until the New Year.

After selecting the OrgYear, you will notice all Chart of Accounts items listed from only the Income

and Expense categories.

Budget numbers can be entered by either:

a) entering a total for the year (under the Total column) and clicking on the arrow button

[>>] to copy across (thereby equally dividing the Total amongst the twelve months), or:

b) by directly entering a value for each month.

On the far right of the chart is a Variance column. Look here for any possible rounding errors that

might be introduced with the copy across function, so adjustments can be made after the budget is

saved.



5.2 Save and Print

When you are ready, save your budget for the OrgYear by clicking the yellow Save Budget button

in the upper right corner. Keep in mind that it is possible to go back and make adjustments

anytime you like.

You will also notice in the upper right corner, icons for options to print the budget (use printer icon),

or send it to Excel or Word.



6. Reports

Reports are designed to help you more easily view details on payments and charges to and from

members for quick summaries prior to meetings or for your president’s knowledge.

Still under the DUES tab, click on the Reports hyperlink.

The reports available are summarized under:

Accounting

Budgets

Banking

Statements

Invoices

Other Reports

Note: Over time, additional reports will be added to this module. We welcome suggestions by

our users as to reports that would be beneficial to the user community.

6.1 Accounting Reports

6.1.1 A/R Aging Summary

The A/R Aging Summary report provides a summary of member balances due based on a standard

aging distribution. On statements, the age range will be shown so the number of days payment is

delinquent can be calculated.

The Current column refers to the balance currently due within 30-days. Any balances over 30-days will be reflected in the other columns, with the TOTAL column representing the entire amount due.

At the bottom of the chart, you will find a grand total for each column.

This report has the ability to exclude members with zero balance so you can focus only on the members with a balance outstanding, and you can include or exclude terminated members that still may owe you money. If you exclude terminated members – there may be a comment at the bottom of the report with the total amount due from terminated members that was not included and displayed on the report.



To reduce the information to the members of interest:

a) Members with a Zero balance can be excluded from the report by check the [ ] Exclude

Members with Zero Balance checkbox.

b) Members that are terminated are by default not shown on this report. They can be added by

click on the [ ] Include Terminated Members

Detail behind each member can be obtained by clicking on the member name hyperlink from this

report. This will generate a member specific detailed transaction report.

6.1.2 Account Balances

The Account Balance report provides a balance summary of each account.



Detail behind each account can be obtained by clicking on the corresponding hyperlink.

6.1.3 Transactions

The Transactions report displays a list of all transactions as chronologically entered into the

system. This allows you to go back and check transactions quickly to make sure they were entered

into the proper account and to the correct individual. All transactions are viewed grouped into each

account, arranged according to the hierarchy of the chart-of-accounts.

At the very top of the screen, you may define the period of time in which you would like to view all

the transactions. The End Date is automatically generated with today’s date, which will

automatically set the Start Date to the first day of the current quarter. Both of these dates may be

adjusted as desired.



6.1.4 Balance Sheet

The Balance Sheet report shows a quick overview of all accounts, including Account Code,

Account Name, and current totals for all accounts.

6.1.5 Profit & Loss

The Profit & Loss report shows a quick overview of positive and negative monies in accounts.



6.2 Budgets

6.2.1 Budget P&L Overview

The Budget Profit and Loss Overview report compares amounts set in the Budget section to your

current monetary status, as well as the Variance of the two. The “as of date” can be changed by

the user.

6.2.2 Budget Comparison

Another flavor of budget comparison can be found with this report. The current month and year-to-

date are shown side-by-side for each account.



6.3 Banking

6.3.1 Deposit Detail

The Deposit Detail report summarizes all the deposits made in all bank accounts. It is based on a

date range you enter.

6.3.2 Check Detail

Similar to the Deposit Detail report, this report will summarize all the check entries made written

against all bank accounts.

6.3.3 Journal (JE) Detail

Similar to the other two reports, this report will summarize all the journal entry transactions made

against all bank accounts. Because posted invoices are written as a journal entry, an option to

include or exclude these transactions is a report parameter. Be default the invoice transactions are

shown.



6.4 Statements Reports

6.4.1 Member Statements

Member statements can be generated for all members at once or for one member at a time. The

statement is generated using the statement template selected under Setup. Clubs that want to

send members statements, which included previous balances, as opposed to invoices with current

charges would generate them here.

There are several options when running this report.

1. Statements can contain all transactions that are recorded.

2. Statements can be generated from a point where the balance forward was last zero.

3. Statements can be generated with a specific balance forward date.



When generating the statements, you can Preview the statements generated, print them directly to

the printer or PMAIL them to your members. If you select the PMAIL option, each member will

only receive their specific statement.

If the display below appears when you run the Member Statement report, you have not selected a

member statement template to use. You must first do this under the Setup menu.

Member Statements - Show All Invoice Transactions

Show all invoice transactions will generate a statement history of all records from when you started

using this system. While this may be initially acceptable, several years down the road, generating

needless line items of data from years ago might not be the optimal approach. This factor will most

likely be determined by the frequency of invoicing. Clubs that invoice once a year will have far few

records than clubs that invoice quarterly or even monthly.

Member Statements - Show a Balance Forward as of the last Zero Balance

Show a Balance Forward as of the last Zero Balance will automatically generate a Balance

Forward line item starting with the set of invoiced transactions that have not been paid. The

system will scan backwards the member balance history attempting to find the first zero balance

entry for the members selected. All invoices from that point forward are then included on the

statement.

A Balance Forward line item of $0.00 will be shown on the statement, with the last date of the zero

balance entry. If no zero balance entry is found – the first transaction date will be used.

Member Statements - Show a Balance Forward as of [date]

Showing a Balance Forward as of a specific date gives the user the ability to control the Balance

Forward date used by the system. The system will compute the balance as of the date specified (it

is recommended to be today’s date) and include the total amount in a single Balance Forward line

item. Then all transactions following that date will be included on the statement.



6.4.2 Statement Report

The Statement Report is similar to the member Statements above, but the data is presented in the

form of a concise report, not using a statement template format. It is possible to view multiple

members / accounts in a smaller space.

Similar options to the statements (section above) are available in reports:

1. Generate the statement report using all available invoice transaction data

2. Generate the statement report with a specified balance forward date

Statement Reports can also be generated:

1. In a summary level – only the invoice group level and amount are shown; or

2. In a detailed level – where all line items on the invoice are shown.

Options to print or push the information to Excel or Word exist – see icons in upper right corner of

report screen.



6.5 Invoices Reports

6.5.1 Posted Invoices

The Posted Invoices report serves several purposes:

1. It provides a list of all the Invoices that are stored on the system. The invoices are organized

by the Invoice Group. Each Invoice Group can be expanded to show the member invoices by

click the arrow.

2. It provides a means to review (and print) a specific invoice that was previously generated.

3. Finally, it provides a means to PMAIL the member another copy of the invoice that was

previously generated. (Remember, invoices are different than statements in that they do NOT

show previous balances due, only current charges in detail.)

If your Invoice Group is not shown – check the filter dates at the top in the Invoice Query

Parameters. To reduce the information displayed, the dates are used to subset the invoices to only

show invoices generated within the selected period.

To View the invoice that was generated for the member, click on the corresponding View hyperlink.

If the View or P-mail links are grayed out, this implies that there were no invoice line items

generated (the invoice was a Zero Balance – as is often the case for Honorary members) and thus

the invoice is empty. This should confirm the $0.00 amount displayed.

If a member does not have an email address designated, you will see a hyperlink to print their

invoice. To add an email address, go to the My Club tab, scroll down to Section 3, find the

member’s name and select the Edit hyperlink.

To P-Mail a member another copy of their invoice, click the P-Mail hyperlink in line with the

member’s name. Again, if the hyperlink is grayed out, there were no invoice line items generated,

so the invoice is empty.



6.5.2 Invoice Summary

The Invoice Summary Report shows all the invoices with details for each member, consolidated into a list format. The summary shows only what was invoiced to each member for one specific invoice group.

This report has several built in consistency checks. These will be identified in red underneath each

member on the report. Not seeing anything in red is usually the case -- and a good indication that

everything is OK and posted correctly.

Should your Chart-of-Accounts get out of balance, this is the first report you should run. If you

notice an Account labeled "Master Account Record", then a GL Account was not selected correctly

for the item in question. This needs to be corrected.



6.5.3 Invoice Pivot

The Invoice Pivot report is a quick way to visually see what every member was invoiced. The report

shows all the charge items across the top horizontally and all the members down the left hand

column.

Multiple invoice groups can be included in this report. This allows the clubs that invoice members

using multiple invoice groups to obtain the whole picture of what is being billed and who got billed

what. Thus answer questions like – did every member get billed? Did a member get billed twice?

What members got billed for what specific charge item?



6.6 Other Reports

6.6.1 Chart-of-Accounts

You have seen it before; the Chart-of-Account report provides a convenient way to print your

current chart-of-accounts to help you identify the type of accounts you are working with in your

club.



6.6.2 Charge Code List

The Charge Code List report provides a summary of all Charge Items that are currently defined.

This report is interesting really for one reason:

Note If you use custom date ranges in your charge items – you will want to review the dates

shown here!

More often than not, you will have entered a custom date range for a previous billing cycle.

Sometime later when you start the next billing cycle you may not notice that the custom dates

entered for the prior cycle are no longer valid. This report will show you want dates are in use – or

whether the system provided date ranges are being used.



7. Year-End

The Year-End feature allows clubs to quickly zero out all of their Income and Expense accounts,

with off-sets being recorded automatically in the Club Retained Earnings account (under Equity

Accounts) – or whichever Retained Earnings account you choose. The system loops through all

the income and expense accounts, figures out what the balance was on the last day of the fiscal

year and writes a transaction into each account for that amount so the account goes to zero. To

keep the Chart of Accounts in balance, the offset is written to the Retained Earnings account

chosen. The accounts for the prior fiscal year will then be locked (this is optional) so they cannot

be changed.

Ideally, this process is done just after the last day of your fiscal year. But, it can be done after the

last day of your fiscal year as the system will only work to zero out transactions dated prior to the

last day of the fiscal year. If transactions have been recorded after the last day of the fiscal year,

you will not see all of your accounts balance to zero as those transactions will remain in the

accounts as they are part of the next OrgYear.

To begin this process, go to the Year-End hyperlink in the submenu under the Dues tab. You will

be walked through the steps to choose the accounts to balance, as well as where to put the offset

amount. Read the information carefully!



8. Custom Invoice and Statement Templates

A number of Invoice and Statement templates are pre-installed on the system. A typical invoice

might look like the one shown below.

If one of the pre-defined formats is not acceptable, the club can define its own template. The same

is also true for Statement templates



8.1 Edit template

Start by editing one of the available templates, closest to what you are looking for. From the DUE’s

Setup sub-menu, and Invoice Templates tab, click View and the WYSIWYG editor will start with the

selected template loaded.

The WYSIWYG HTML editor gives you the basic controls you will need to create or modify the

HTML fields you need.

Note: Past experience indicates that you will not be satisfied with the results unless you hand

tune the HTML, using the on board HTML control. Buy yourself a book on HTML, such as the

Dummies Guide the HTML, and experiment. It’s not that difficult, but you should plan to set

aside an hour or more when creating a new template.

8.2 Save template

Once you have made a few changes to the template, it’s time to save your work. Click on [Save

As] to save the current template with the modifications you have made.

Click on [Save As] will bring up the save pop-up. Since you do not have permission to save into

the System folder, depending upon your security level you will have the option to save the template

into the District / Account folder or Club Folder.



If you can save into the District / Account folder, that template will be available to all clubs within

the District / Account. If you can only save within the Club folder, then the template will only be

available to the club members that have access to the DUES module.

8.3 Invoice Metadata

Metadata means data about data. Metadata describes other data. It provides information about a

certain item's content. To customize an Invoice or to construct a PMAIL to send to the members,

you must have some understanding about the metadata being used.

The following variable metadata is available for your use, when you are designing the Invoice or

Statement template. This is identical to the "Tags" you may have already used in a PMail

message.



8.3.1 Member Data

Variable Description

{%UserID%}" UserID

{%UserName%}" The member’s name in the format:

last name, first name, middle name suffix

{%MemberName%}" The member’s name in the format:

first name middle name last name suffix

{%FName%}" Member First Name (or Badge Name, when available)

{%MemberID%}" Member ID – e.g. RI member ID number

{%BadgeNumber%}" Badge Number

{%StartDate%}" Member’s start date

{%Address%}" Member Address (composite of address field 1 and 2)

{%Address1%}" Member Address line 1

{%Address2%}" Member Address line 2 (if used)

{%City%}" Member City

{%StateCode%}" Member State Code (e.g. AZ, CO, FL)

{%ProvOrOther%}" Member Providence or Other

{%PostalZip%}" Member Postal Zip (zip code)

{%CountryCode%}" Member Country Code

{%HomePhone%}" Member Home Phone

{%OfficePhone%}" Member Office Phone

{%FaxNumber%}" Member Fax Number

{%CellPhone%}" Member Cell Phone

{%TollFreeNumber%}" Member Toll Free Number

{%LastName%}" Member Last Name

{%FirstName%}" Member First Name

{%MidName%}" Member Mid Name

{%NameSfx%}" Member Name Suffix

{%E-mail%}" E-mail

{%MemberType%}" Member Type (Active, Honorary, Guest, etc.)

{%ClubID%}" ClubID (the club number assigned by RI)

{%ClubName%}" Club Name

{%ClubAddress%}" Club Address

{%ClubAddress2%}" Club Address2

{%ClubCity%}" Club City

{%ClubStateCode%}" Club State Code

{%ClubPostalZip%}" Club Postal Zip

{%AccountID%}" Members Account or District number



8.3.2 Invoice Data


{%Date%}" Today’s date

{%OrgYear%}" The current org-year (e.g., 2008-09)

{%Invoice%}" Invoice group (e.g., INV-00001)

{%DueDate%}" Invoice due date

{%Period%}" Invoice period

{%Description%}" Invoice description

{%InvoiceDate%}" Invoice date

{%SubTotal%}" Invoice sub-total (excludes tax)

{%SalesTax%}" Invoice sales tax

{%TotalAmt%}" Invoice total amount (subtotal + sales tax)

{%InvoiceMsg%}" Invoice message

{%MemberMsg%}" Member’s individual message

8.3.3 Special Metadata Items

There are two special metadata items:


{%InvoiceDetail%}" Invoice detail

{%InvoiceSummary%}" Invoice summary

The {%InvoiceDetail%} represents the pre-formatted item description in the form of a grid. The

system controls the formatting of this data and the content displayed. The grid can be placed

anywhere on the custom invoice form.

The {%InvoiceSummary%} is another pre-formatted item. In most situations, the

{%InvoiceDetail%} would immediately be followed by the {%InvoiceSummary%}. However, to

accommodate a variety of Invoice designs, the three values {%SubTotal%}, {%SalesTax%} and

{%TotalAmt%} are broken out and available as separate metadata variables. Thus, depending on

the design, the {%InvoiceSummary%} may not be used at all.



8.4 Example Invoice

Putting it all together, an example Invoice (using metadata) might look like:



8.5 Example Invoice HTML

The HTML behind the form in the section above is:

<!DOCTYPE html public "-//W3C//DTD HTML 4.01 Transitional//EN">

<HTML>

<HEAD>

<TITLE>Invoice Template</TITLE>

</HEAD>

<BODY>

<P align="center"></P>

<TABLE cellspacing="0" cellpadding="0" width="700" align="center" border="0">

<TBODY>

<TR>

<TD class="clubhead" align="left"><STRONG>Rotary Club of {%ClubName%}</STRONG><BR>

<STRONG>Club Accounts</STRONG><BR>

<BR></TD>

<TD align="right" rowspan="2"><IMG alt="" src="http://localhost/Rotary/Accounts/1-

Internal/assets/RotaryLogo.gif" border="0"><BR></TD>

</TR>

<TR>

<TD>{%ClubAddress%}<BR>

{%ClubCity%} {%ClubStateCode%} {%ClubPostalZip%}<BR></TD>

</TR>

</TBODY>

</TABLE>

<BR>

<BR>



<TBODY>

<TR>

<TD width="450" rowspan="4"> {%MemberName%}<BR>

{%Address%}<BR>

{%City%} {%StateCode%} {%PostalZip%}<BR>

{%CountryCode%} </TD>

<TD colspan="2"><BR>

<SPAN style="FONT-FAMILY: Arial Black">INVOICE</SPAN><BR></TD>

</TR>

<TR>

<TD align="left" width="125"> Invoice Number:<BR></TD>

<TD align="right" width="125"> {%Invoice%}<BR></TD>

</TR>

<TR>

<TD align="left" width="125"> Invoice Date:<BR>

</TD>

<TD align="right" width="125"> {%Date%}<BR>

</TD>

</TR>

<TR>

<TD align="left" width="125"> Due Date:<BR></TD>

<TD align="right" width="125"> {%Duedate%}<BR></TD>

</TR>

</TBODY>

</TABLE>

<BR>

<BR>

<BR>



<TBODY>

<TR>

<TD align="middle"> {%InvoiceDetail%}<BR></TD>

</TR>

<TR>

<TD align="middle"> {%InvoiceSummary%}<BR></TD>

</TR>

</TBODY>

</TABLE>



<BR>

<BR>



<TBODY>

<TR>

<TD> {%InvoiceMsg%}<BR>

{%MemberMsg%} </TD>

</TR>

</TBODY>

</TABLE>

<BR>

<BR>



<TBODY>

<TR>

<TD><HR>

<SPAN style="FONT-SIZE: 8pt">R E M I T T A N C E -- S U M M A R Y</SPAN></TD>

</TR>

</TBODY>

</TABLE>

<BR>

<BR>



<TBODY>

<TR>

<TD valign="top" width="400" rowspan="4"><SPAN style="FONT-FAMILY: Arial">Rotary Club of

{%ClubName%}</SPAN><BR>

<SPAN style="FONT-FAMILY: Arial">Club Accounts</SPAN><BR>

<SPAN style="FONT-FAMILY: Arial">{%MemberName%}</SPAN><BR>

<SPAN style="FONT-FAMILY: Times New Roman">{%MemberID%}</SPAN> </TD>

<TD align="right" width="150"> Invoice Date: </TD>

<TD align="right" width="150"> {%Date%}</TD>

</TR>

<TR>

<TD align="right" width="150"> Invoice Number: </TD>

<TD align="right" width="150"> {%Invoice%} </TD>

</TR>

<TR>

<TD align="right" width="150"> Amount Due: </TD>

<TD align="right" width="150"> {%TotalAmt%} </TD>

</TR>

<TR>

<TD align="right"> Amount enclosed:</TD>

<TD> `

<TABLE style="BORDER-RIGHT: thin; BORDER-TOP: thin; BORDER-LEFT: thin; WIDTH: 100%; BORDER-

BOTTOM: thin; HEIGHT: 25px" border="1">

<TBODY>

<TR>

<TD></TD>

</TR>

</TBODY>

</TABLE></TD>

</TR>

</TBODY>

</TABLE>

<BR>

</BODY>

</HTML </HTML>

club dues: invoicing & accounting · pdf fileon-line member payment via credit card user...

Documents