Using Club Using Club Accounting Accounting

OnlineOnline

Copyright 2006 ICLUBcentral Inc. All rights reserved

by Dan Abrahamby Dan AbrahamDirector of Director of Customer Customer Support, Support,

ICLUBcentral Inc.ICLUBcentral Inc.

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Who am I?Who am I?

• Dan AbrahamDan AbrahamDirector of Customer Support, Director of Customer Support, ICLUBcentral Inc.ICLUBcentral Inc.

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An Important Audience PollAn Important Audience Poll

• A show of hands, please …A show of hands, please …– How many here are Club Treasurers?How many here are Club Treasurers?– All the rest are active club members!All the rest are active club members!– How many of your clubs rotate or share How many of your clubs rotate or share

the Treasurer’s job among the the Treasurer’s job among the members?members?

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What is Club Accounting Online What is Club Accounting Online (CAO)?(CAO)?

• Club Accounting Online is actually a Club Accounting Online is actually a CLUB WEB SITE with accounting tools CLUB WEB SITE with accounting tools built in.built in.

• Club Accounting Online can be used Club Accounting Online can be used to do accounting, communicate, and to do accounting, communicate, and collaborate.collaborate.

• Club Accounting Online is located at Club Accounting Online is located at www.myiclub.comwww.myiclub.com

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Why go online?Why go online?

• Everyone in the club has access to Everyone in the club has access to reports at all timesreports at all times

• You can share & archives messages, You can share & archives messages, files (documents, SSGs, pictures)files (documents, SSGs, pictures)

• There’s a common club calendar There’s a common club calendar • You can send and store club You can send and store club

announcementsannouncements

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What do I need to use CAO?What do I need to use CAO?

• A computer with Internet accessA computer with Internet access

• A web browser A web browser – we recommend Internet Explorer 5.0 we recommend Internet Explorer 5.0

and aboveand above

• That’s it.That’s it.

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Is CAO safe?Is CAO safe?

SafeguardSafeguard What this meansWhat this means

ICLUBcentral backs up CAO every ICLUBcentral backs up CAO every nightnight

Safer than your computer… when Safer than your computer… when did you last back up everything?did you last back up everything?

ICLUBcentral uses industry ICLUBcentral uses industry standard security protective standard security protective measures like SSLmeasures like SSL

You keep your password… no one You keep your password… no one else has it.else has it.

Hosted in a secure, monitored Hosted in a secure, monitored locationlocation

Under lockdown, protected from Under lockdown, protected from all types of infiltrationall types of infiltration

And if you’re still not sure…you are not required to store social security numbers on CAO.(and you can still do your taxes!)

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How much is CAO?How much is CAO?

• $49 per year pays for your club and $49 per year pays for your club and your Technical Supportyour Technical Support

• 60 day free trial60 day free trial

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How does CAO work?How does CAO work?

• A club officer sets up a CAO site for their A club officer sets up a CAO site for their clubclub

• Everyone in the club gets access to that Everyone in the club gets access to that site via their own individual username site via their own individual username and passwordand password

• Club membersClub members can view accounting can view accounting reports and other tools on the sitereports and other tools on the site

• Only Only designated officers designated officers can edit the can edit the accounting informationaccounting information

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How do I get started?How do I get started?

1.1. Go to Go to www.myiclub.comwww.myiclub.com and sign up and sign up

2.2. Set up a CAO site for your clubSet up a CAO site for your club

3.3. Load the club dataLoad the club data

4.4. Add the members’ email addressesAdd the members’ email addresses

5.5. Invite the club membersInvite the club members

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Signing Up Signing Up

• Point your browser to Point your browser to http://www.naic-club.cohttp://www.naic-club.comm

• Click on ‘Sign up for a Click on ‘Sign up for a new account’new account’

• Create a username and Create a username and passwordpassword

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Setting up a club site Setting up a club site

Step#1: Enter your club name or nickname

Step#2: Enter your club EIN (optional)

Step#3: Enter your BI club number

Step #4: Click on ‘continue’

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Load the club data Load the club data

• New clubs that don’t use any accounting New clubs that don’t use any accounting software can just start entering data right software can just start entering data right away in the accounting area away in the accounting area

• Clubs that use desktop accounting Clubs that use desktop accounting software can import it into CAO. You don’t software can import it into CAO. You don’t have to start from scratch! We accept:have to start from scratch! We accept:

– Club Accounting 1.04Club Accounting 1.04– Club Accounting 2.xClub Accounting 2.x– Club Accounting 3.xClub Accounting 3.x

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Importing the dataImporting the data

Step 1: Export your data from desktop Step 1: Export your data from desktop accountingaccounting

Step 2: Find the export file by ‘browsing’ to it Step 2: Find the export file by ‘browsing’ to it on the CAO import pageon the CAO import page

Step 3: Click on ‘import’Step 3: Click on ‘import’

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Inviting the club members Inviting the club members

Step #1: Write the member names. If you have imported your data, these will be pre-filled.

Step #2: Enter member email addresses. (optional)

Step #3: Click ‘OK’. Members will receive an email invitation with instructions for how to join the CAO site and create their own usernames and passwords.

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You’re done.You’re done.

• Actually, it’s easier than what I just Actually, it’s easier than what I just showed you.showed you.

• CAO will guide through these steps CAO will guide through these steps one by one.one by one.

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Logging inLogging in

…just like logging in to most web sites

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Your club home pageYour club home page

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Navigating CAONavigating CAO This red bar is on every pageThis red bar is on every page

Accounting

Reports

People

Message Boards

File Storage

CalendarTaxes

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The CalendarThe Calendar

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The CalendarThe Calendar

Enter and Maintain Club Events

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The File Storage AreaThe File Storage Area

• It’s a place to share files with your clubIt’s a place to share files with your club• What can you share?What can you share?

– Word documents, SSG files, picturesWord documents, SSG files, pictures– Anything file less than about 1 MB in sizeAnything file less than about 1 MB in size– Up to 20 MB of total storage (that’s room for about twenty Up to 20 MB of total storage (that’s room for about twenty

Downtown Boston telephone books or 5000 SSGs)Downtown Boston telephone books or 5000 SSGs)

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Sharing filesSharing files

• Files are organized into foldersFiles are organized into folders• Add files by clicking on ‘upload’Add files by clicking on ‘upload’• You can download a file by right-clicking on itYou can download a file by right-clicking on it• Rename or delete a file by clicking on Rename or delete a file by clicking on

‘rename/move’ or ‘delete’‘rename/move’ or ‘delete’

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Message BoardsMessage Boards

• Post messages to share with your clubPost messages to share with your club– ThreadsThreads– Multiple boardsMultiple boards

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Message BoardsMessage Boards

• You can post messages via your web browserYou can post messages via your web browser

• Or post via email (every message board has an email Or post via email (every message board has an email address you can send to)address you can send to)

• All messages posted by club members are archived on the All messages posted by club members are archived on the site for quick accesssite for quick access

• Messages are also sent to your emailMessages are also sent to your email

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The People PageThe People Page

• Review your club’s membershipReview your club’s membership– Contact informationContact information

• Invite new membersInvite new members

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The People PageThe People Page

• You can issue invitations by clicking ‘invite online’You can issue invitations by clicking ‘invite online’– Check on outstanding invitationsCheck on outstanding invitations

• Edit contact information with ‘edit profile’Edit contact information with ‘edit profile’• Add new members or visitorsAdd new members or visitors

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• CAO has all the same reports as Club Accounting DesktopCAO has all the same reports as Club Accounting Desktop• All members have instant access to these reports via the web All members have instant access to these reports via the web

(perfect for out-of-town members)(perfect for out-of-town members)• That means they can print their own copies!That means they can print their own copies!• This includes tax forms (if you purchase the online tax printer)This includes tax forms (if you purchase the online tax printer)

ReportsReports

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ReportsReports• Valuation statement• Member status report• Complete journal (ledger)• Individual valuation unit ledger• Transaction summary• Individual security ledger• Cash journal listing• Cash contributions report• Petty cash journal listing• Petty cash contribution report• Income/expense statement and Balance sheet• Distribution of earnings• Withdrawal distribution report• Member information listing

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AccountingAccounting

• Accounting on CAO is similar to desktop accountingAccounting on CAO is similar to desktop accounting• Members, securities, and cash transactionsMembers, securities, and cash transactions• Can import data from desktop to CAO, and from CAO to Can import data from desktop to CAO, and from CAO to

desktop, as many times as you wantdesktop, as many times as you want• Tax printer is available onlineTax printer is available online• CAO is compatible with everything desktop isn’tCAO is compatible with everything desktop isn’t

– Apple MacintoshApple Macintosh– Microsoft Windows 95, Windows 98, Windows ME…Microsoft Windows 95, Windows 98, Windows ME…

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AccountingAccounting

• Main accounting Main accounting screen gives a screen gives a snapshot of club snapshot of club financesfinances– PortfolioPortfolio– Cash availableCash available– Member account Member account

valuevalue– Unit valueUnit value

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Accounting: Member Accounting: Member transactionstransactions

• Tools are located Tools are located on the lefton the left– DepositsDeposits

• FeesFees• PaymentsPayments

– Beginning BalancesBeginning Balances– WithdrawalsWithdrawals

• Full, partialFull, partial• Stock, cashStock, cash

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Accounting: Security Accounting: Security transactionstransactions

• Security section shows Security section shows the club portfolio with the club portfolio with recent pricesrecent prices

• Tools are located on Tools are located on the leftthe left– Buy, SellBuy, Sell– DividendsDividends– Splits, Mergers, SpinoffsSplits, Mergers, Spinoffs– Foreign taxes, ChargesForeign taxes, Charges– ValuationsValuations– Security settingsSecurity settings– Beginning balancesBeginning balances

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Accounting: Cash Accounting: Cash transactionstransactions

• Cash section shows the Cash section shows the cash balance for any cash balance for any selected dateselected date

• Tools are located on Tools are located on the leftthe left– Income, Expenses, Income, Expenses,

InterestInterest– TransfersTransfers– Charitable contributionsCharitable contributions

• CashCash• StockStock

– Bank and Money Market Bank and Money Market interest/dividendsinterest/dividends

– Create/delete/rename Create/delete/rename cash accountscash accounts

– Beginning balancesBeginning balances

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Accounting: UtilitiesAccounting: Utilities• Tools are located on the leftTools are located on the left• Backup manager: allows five Backup manager: allows five

snapshots of club snapshots of club accountingaccounting

• Import/Export Import/Export • Start club wizardStart club wizard• Beginning balance wizardBeginning balance wizard• Distribution settingsDistribution settings• Distribution transactionDistribution transaction• Transfer member Transfer member

transactions (Administrative transactions (Administrative tool to be used only in tool to be used only in conjunction with conjunction with ICLUBcentral support)ICLUBcentral support)

• Clear club dataClear club data• Update club settingsUpdate club settings• Get stock quoteGet stock quote

Well that’s Well that’s CAO.CAO.

But you’re not But you’re not out of class yet!out of class yet!

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Pitfalls!Pitfalls!

• Answering the invitationAnswering the invitation• Choosing a usernameChoosing a username• Choosing a passwordChoosing a password• Sharing email addressesSharing email addresses• Sharing usernamesSharing usernames• Buying the right Tax PrinterBuying the right Tax Printer• Beginning balancesBeginning balances• Valuations vs. Valuation ReportsValuations vs. Valuation Reports

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Need Help?Need Help?

• Click on “Help” at the top of the pageClick on “Help” at the top of the page• Or point your browser to Or point your browser to

www.iclub.com/support/www.iclub.com/support/

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Where can I learn more? Where can I learn more?

(a/k/a “You’re really, truly, honestly (a/k/a “You’re really, truly, honestly done”)done”)

• www.myiclub.comwww.myiclub.com • www.iclub.comwww.iclub.com

– Printed manual available for sale on web Printed manual available for sale on web sitesite