Account Types

Some account types have special functionality, like bank and credit card accounts. Remember that credit cards are categorized as a Liability, while bank accounts are Assets. You can only pay vouchers from Bank , Investment, or Credit Card accounts. Account Types are broken into five categories: Asset (A) Liability (L) Revenue (R) Expense (E) Equity ...

Assign Account Types

To assign an Account Type to an Account: Navigate to the Accounts page. Click the Edit Types button from the left-side menu. Click the drop-down menu to the right of an account and select an account Type. Click the Update button at the bottom of the page....

Create and Edit an Account

Select Accounts from the Home page. Click Create. Enter an Account Number (use numbering system from your chart of accounts), an account Name, a Description, and select an Account  Type from the drop-down menu. If you select an income account type, it cannot be changed to a balance sheet account type (and vice versa) once the account is created. Cli...

Edit an Account

Edit, and configure the fields within an account. Select Accounts from the Home page. Select the account Number of the account you want to edit. Click Edit. Edit the desired account fields, then click Save. Account Fields Account Number - unique ID of the account. Name - name of the account. Description - description of the account. Account Type Che...

Delete an Account

To Delete an Account: Navigate to the Accounts page. Click the blue Account  Number for the account you want to Delete. Click Delete from the left-side menu. Note: An Account may only be deleted if there are no Assets or Transactions associated with the Account....

Close an Account

To Close an Account: Navigate to the Accounts page. Click the Account Number for the account you want to edit. Select Close  Account from the left-side menu. Note: Before closing an Account, the Account must be Reconciled and Account Assets moved to a different Account. ...

Reopen a Closed Account

To Reopen a Closed Account: Navigate to the Accounts page. Click List All from the left-side menu. Closed will display to the right of the Account Name for any closed accounts. Click the blue Account  Number for the account you want to reopen. Click Open  Account from the left-side menu....

Export AP/GP/SP Payable

To export the information associated with Accounts Payable, Grants Payable, and Scholarships Payable: Navigate to Accounts Payable from the Home page.  Click Export/AP/GP/SP from the left-side menu. Your AP/GP/SP data will download to your computer's Downloads folder as an Excel file. Note: The legacy ID column within the export document will popula...

Account Transfers*

You can get to the account transfer page from two places in your system, either the Accounts or Funds page.  Choose the Transfer Money option in the left side menu. On the Transfer Money Between Accounts page:  Select which Fund is transferring money From which Account (eg. checking, investment account, etc.) To which Account (eg. investment account...

Pay Vouchers*

The Accounts Payable (AP) section shows all open vouchers and payments due.   All outstanding Scholarship and Grant payments will also be visible in AP.  You can pay open vouchers from AP by creating and printing checks. From the Accounts Payable page, select the Create Checks option from the left side menu.  You will see Open Vouchers that need to ...

Account Actions*

Access a specific account to view the details of that account plus the current balance of all funds that make up the assets or liabilities of the account. Clicking on the hyperlinked amount in the Balance  column for a specific Fund, will take you to the General Ledger and show you transactions in that Account for the current year.  Clicking on the ...

Create Statement Accounts*

The system allows you to customize your Fund Statements so your Fund Advisors do not need to see all the accounting details in their statements.  Go to Accounts from the Home page Select Statement Accounts from the left side of the screen In Statement Accounts, choose Create from the left menu Enter the Name you want to display on Fund Advisor State...

Sub-Accounts*

You can set up a Sub-account for any existing Account in the system. You cannot create a Sub-account for another Sub-account. This means you can only go one level deep with your sub-accounts.  Go to Accounts from the Home page From Accounts, select the ID # of the Account you wish to add a sub-account to Select Add Subaccount from the left-hand menu...

Unlink a Sub-Account*

Go to Accounts from the Home page From Accounts, select the ID # of the Sub-Account  Choose Edit from the left side menu Go to the Subof Account drop-down Select the top choice - which is blank You may also edit the account number or any other details if needed. Pick the Save button and the Subaccount will now be listed as an Account in your Chart o...

Edit Check Format*

From the homepage, go to Accounts Select List All from the left side menu Click on the account number of the account you want to edit Select Edit from the left side menu In the Edit Account section, click in the selection box to the right of Check Format and select a desired check format for the account.    Note: This will override the default check...

Payroll Accounts*

Payroll-related accounts will report on the I ncome Statement and B alance Sheet based on your Chart of Accounts. Payroll may include any or all of the following: salaries wages bonuses & commissions to employees overtime pay payroll taxes and costs Social Security Medicare Federal income tax State income tax State unemployment tax Federal unemp...

Create Investment Strategies

Investment strategies are used to assign investment accounts to funds. Select Accounts from the Home page. Click Investment Strategies. Click Create. Give the investment strategy a Name, and click Create. Click Add  Account. Click the Name of an investment account. At this point, there is only one investment account added to the strategy, so the per...

Statement of Functional Expenses

The functional expense report shows you the amounts of expenses by both their natural classification and their functional classification. By default, CommunitySuite provides three functional expense classifications (Fundraising, Management & General, and Program Services), however, additional classifications can be created and assigned to accoun...