Updated September 4th, 2018 by Nick Miles

Delete a Grant

Navigate to Grants. Select the Grant ID number that you want to Delete. Click Unpost and Unapprove from the left-side menu. Click Delete from the left-side menu. Note: To Delete a Grant, the books must be Open for the month that the Grant was written....

0 min reading time
Updated September 25th, 2019 by Nick Miles

Archive Campaigns

Archive campaigns to hide them from the campaigns page. Select Campaigns from the Home page. Select List. Check the box next to each campaign that you want to archive. Scroll to the bottom of the page and click Archived Checked. To unarchive a campaign, select Show Archived Campaigns. Check the box next to each campaign that you want to unarchive, t...

0 min reading time
Updated April 5th, 2019 by Nick Miles

Create Grant Types

Grant Types can be used to indicate the philanthropic interest of a profile, and easily filter desired grants for reporting purposes. Click Grant Types from the Home page. Click Create. Give the grant type a Name and click Create. In the left-side menu: Click List to view all grant types. Click List  Profiles to display all profiles that are associa...

0 min reading time
Updated February 20th, 2019 by Nick Miles

Export Fund Advisor Information

CommunitySuite allows you to export Fund Advisor information such as, Name, Address, Organization, and Funds. This information can be exported for specific Fund Groups, or for all Fund Advisors in the system. To export information for all Fund Advisors in the system: Navigate to Fund Advisors from the Home page. Click Export CSV from the left-side m...

0 min reading time
Updated April 5th, 2019 by Nick Miles

Create Organizational Roles

Organizational Roles (Org Roles) are used to capture a profile's relationship between your organization, and/or the other organizational profiles in your database. Org Roles are particularly useful when capturing relationships that are dictated by time and require a record. Click Profiles from the Home page. Select Org Roles. Click Add  Type. Enter ...

0 min reading time
Updated April 5th, 2019 by Nick Miles

Create Profile Fund Categories

Profile Fund Categories define the relationship between a profile and a fund. Select Profiles from the Home page. Click Profile  Types. Click Add  Fund  Cat. Enter a Name and click Create. Examples: ...

0 min reading time
Updated September 4th, 2018 by Nick Miles

Bulk Delete Balance Swaps

To Bulk Delete Balance Swaps: Navigate to Accounts. From the left-side menu, select: Balance Swap Account Transfers Bulk Un-Post Click the Unpost and Delete button to unpost and delete any past Transfers or Balance Swaps.  Money from transfers will return to the Cash Balancing Fund. Note: The system only shows transactions back to the last time the ...

0 min reading time
Updated April 24th, 2019 by Nick Miles

Assign Payment Methods to a Template

Navigate to System Data from the Home page. Select Templates from the left-side menu. In the Templates window, click the Template ID of the relevant template. Select Edit Payment Method from the left-side menu. In the Template Payment Methods window, click the checkbox next to the Payment Method(s) that you want to add to the template. Click Update....

0 min reading time
Updated January 9th, 2019 by Nick Miles

Edit a Grant Cycle

Navigate to Grants. Select Grant Cycles in the left-side menu. In the Grant Cycles window, select the Grant Cycle ID. Click Edit from the left-side menu. Edit the following information: Name No Request Amounts - used to remove request amounts from the Grant Catalog. Hide Funded - hides the amount Funded. Auto Approve DAF Grants - auto Approves all D...

0 min reading time
Updated February 5th, 2019 by Nick Miles

Create a Payment Processor

Navigate to Payment Processors from the Home page. Select Create in the left-side menu. In the Payment Processor window, select a Payment Module. For Credit Card payments, select Stripe as the Payment Module. Enter a Processor Name. If you selected Stripe as your Payment Module, enter your  Live Secret Key and Live Publishable Key  from Stripe. Clic...

0 min reading time
Updated June 10th, 2019 by Nick Miles

Bulk Assign Donor Portal Tab Permissions

CommunitySuite allows administrators to hide certain tabs from fund advisors in the Donor Portal, such as Contributions, Grant Catalog, and Statements. Tabs can be assigned on an individual basis by editing a fund advisor record, or in bulk at the Fund, Fund Advisor, and Tab levels. To assign tab permissions in bulk: Select Fund Advisors from the Ho...

0 min reading time
Updated June 26th, 2019 by Nick Miles

Edit a Donation

Select Donations from the Home page. The fields available for editing are dictated by: The Status of a donation (unposted or posted). Unposted donations display under the Unposted heading. Posted donations display under the Recent heading. The donation Type, or Payment Method. Cash Check In-Kind Donation Other Payment Public Security Stock Stripe Cl...

4 min reading time
Updated November 2nd, 2018 by Nick Miles

Data Migration

Please speak with your CSM before starting any data migration. Data can be imported into CommunitySuite from a number of sources, including, but not limited to: MicroEdge FIMS & GIFTS Online  QuickBooks Blackbaud Financial Edge & eTapestry  Community Pearl, eGrant & FundWeb GiftWorks Excel Spreadsheets FIMS Data Export Instructions: Clic...

0 min reading time
Updated October 30th, 2019 by Nick Miles

Filter Reports

Filter Reporting Basics You can find filter reports/lists at many levels of the CSuite system. Places that have filter reports: Profiles (Grantees, Vendors, Students, Employees, Donors and Customers) New Donor Report Notes General Ledger Donations Grants Pledges Scholarships The filters that are available on each report are contingent on the area th...

1 min reading time
Updated May 22nd, 2019 by Nick Miles

Cancel a Grant

Cancel is usually for a grant that has been paid or a grant from a prior year or accounting period that has been canceled. If it is a new grant, and the books are not closed, you should Unpost and Delete it instead. To Cancel a grant, start by voiding the issued check. Select Checks from the Home page. Select the the check ID associated with the gra...

0 min reading time
Updated December 17th, 2018 by Nick Miles

Void Checks from Synced Grants

After syncing, approving, and paying a Grant, you will still have the opportunity to void the check and recut a new if needed. Here’s how the process will work: Void the check in CSuite. New payment appears in GLM for the same installment as a negative payment, along with the following message: Payment voided in CommunitySuite for Tracking Number [c...

0 min reading time
Updated September 13th, 2018 by Nick Miles

Batch Approve and Pay Scholarship Payments

Navigate to Scholarships. Click Scholarship Payable from the left-side menu. Select Batch Approve from the left-side menu. The Approve Scholarship Payments window displays all approved scholarship payments that have not been paid and do not have a school assigned. Scholarship payments from GLM will not display in this window. In the Approved column,...

0 min reading time
Updated April 29th, 2019 by Nick Miles

Create & Post an External Grant

Select Grants from the Home page. Click Create. Search for a Grantee or click List and select from the list. Click Create. Enter the grant information: Grant Date Description Grant Type (if applicable) Amount Public Donations - allows the public to donate to your grant from the grant catalog. Summary - summary of the grant that will appear in the gr...

0 min reading time
Updated January 22nd, 2019 by Nick Miles

Vendors Paid Report

The Vendors Paid Report can be used to track payments made to Vendors by your Foundation, and build out your IRS 1099 form. After selecting a Custom Date or Common Date Range, the Vendors Paid table will display a list of all Vendors who received payments from your foundation during the specified date range. Each line item will display the following...

0 min reading time
Updated April 30th, 2019 by Nick Miles

Approve & Pay an External Grant

After creating and posting an external grant, you can approve and pay the grant. Select Grants from the Home page. Select the Approval grant bucket. Select the grant ID that you want to approve & pay. Click I Approve from the left-side menu, or the External  Grant. Note: After selecting I Approve, the grant will move to the Voucher bucket. Click...

0 min reading time
Updated April 24th, 2019 by Nick Miles

Assign Funds to a Template

You can assign one or more funds to a template. This can be helpful when creating fund specific templates. To assign a fund to a template: Navigate to System Data from the Home page. Select Templates from the left-side menu. In the Templates window, click the Template ID of the relevant template. Select Add Fund from the left-side menu. In the Add F...

0 min reading time
Updated July 19th, 2019 by Nick Miles

Create a Fund Statement Format

The purpose of a Fund Statement Format is to: Indicate which sections you’ve pulled into your Fund Statement Template. How you’d like the data associated with the fields sorted. Indicate if you would like sub-funds to roll up into the master when using this format. Select Funds from the home page. Select Fund  Statements. Select Formats. Click Creat...

1 min reading time
Updated September 25th, 2019 by Nick Miles

Fund Fields & Settings

Below are the fields and settings available when creating, editing, or viewing a fund. Note:  Depending on how your site is configured, certain fields and settings may populate differently, or not populate at all. Please speak with support or your CSM if you have questions. Basic Fund Settings ID - Fund ID assigned after the fund is created. Name Pu...

2 min reading time
Updated November 4th, 2019 by Nick Miles

Configure Group Permissions

Manage group access to the functional areas in CommunitySuite (such as Funds), and/or the specific features within each area (such as Funds - > Revenue Share). Select Groups from the Home page. Select the ID number desired user group. Click Group  Permission. Permissions can also be copied from existing groups. Click the radio  buttons to select ...

0 min reading time
Updated May 24th, 2019 by Nick Miles

Grant Catalog Application Request

Grantees can use the online Nonprofit Grant Request Application page to request funding for their projects.  Required for a Grantee to be able to make a Grant Request: The Grantee must have a Profile in the system  The Profile must be made a Grantee The Grantee record needs to have with Public Requests checkbox checked When you create a "Grant Cycle...

0 min reading time
Updated September 4th, 2018 by Nick Miles

Post a Deposit

Navigate to Deposits from the Home page. Click the Deposit ID (DepositID) number. Select Post from the left-side menu. Note: A missing Transaction ID (TransID) means the Deposit has not been Posted. ...

0 min reading time
Updated October 29th, 2018 by Nick Miles

FIMS Reconcile

Within FIMS, export your Fund Trial Balance to your computer. You will need to adjust the column titles of your FIMS data to match the format below: fund (short name) acc_number debit credit Within CommunitySuite, navigate to General Ledger from the Home page. Select FIMS Reconcile from the left-side menu. In the Upload Fund Trial Balance window, cl...

0 min reading time
Updated October 22nd, 2019 by Nick Miles

Custom Report Types

Below you'll find descriptions for the custom reports that are available in CommunitySuite, use case scenarios for each report, and the limitations of each report. For instructions showing how to generate custom reports, please refer to Run Custom Reports. Account Description: Chart of Accounts table.  Usage: To review chart of accounts and settings...

10 min reading time
Updated September 18th, 2018 by Nick Miles

Unreconcile All

Do not use this feature unless instructed to do so by a CSM. The Unreconcile All feature will unreconcile all transactions associated with an account. This can not be undone. Navigate to Bank Reconcile from the Home page. In the Reconcile Bank Account window, click History Report for the Account that you want to unreconcile. Select Unreconcile All f...

0 min reading time
Updated September 6th, 2019 by Nick Miles

Order Pre-Printed Checks

Check Depot sells custom checks that match the default formatting of CommunitySuite. You can order them here. Select from the check types shown below:...

0 min reading time
Updated September 4th, 2018 by Nick Miles

Open the Books

Navigate to General Ledger from the Home page. Select Open Books from the left-side menu. In the Open Books Back To window: Click the drop-down menu to the right of End of Month and select a month. Enter a Year. Click Open. Note: If you open the books and make changes to existing transactions; all reports, statements, etc. will be altered to reflect...

0 min reading time
Updated April 2nd, 2019 by Nick Miles

System Data Overview

System Data is the central command center for CommunitySuite. From System Data, you can: Configure Site Data  Add Site Custom Content  Upload and Manage Templates  Customize Portal Styles  Upload Files  View Release Notes  Control Site Permissions ...

0 min reading time
Updated August 31st, 2018 by Nick Miles

Fund History

The Fund History page shows the lifetime history of a Fund as it relates to Donations, Grants, and Scholarships. To view the Fund History for a specific Fund: Navigate to the desired Fund from the Funds page. Click on History from the left side menu. At the top of the Fund History page you will see a Fund History Report, which lists the: Date Create...

0 min reading time
Updated August 31st, 2018 by Nick Miles

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....

0 min reading time
Updated August 24th, 2018 by Nick Miles

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....

0 min reading time
Updated August 24th, 2018 by Nick Miles

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. ...

0 min reading time
Updated December 19th, 2018 by Nick Miles

Process Synced Scholarships

After syncing a Scholarship Award from SLM, it needs to be processed in CommunitySuite: Open CommunitySuite and navigate to Scholarships from the Home page. In the Scholarship Buckets window at the top of page, select SLM. The SLM bucket will display synced Scholarship Awards that have not been processed. In the SLM Scholarship Import window, select...

1 min reading time
Updated September 4th, 2018 by Nick Miles

Create Payment Methods

Navigate to Payment Methods from the Home page. Click Create from the left-side menu. Select a Payment Method. If there are no Payment Methods to select, this means that all Payment Methods have been added to the system. Available Payment Methods: Cash Check In-Kind Donations Other Payment Public Security Stock Stripe Select Internal Module as your ...

0 min reading time
Updated July 30th, 2018 by Nick Miles

File Attachments*

CommunitySuite allows you to upload/attach files within certain parts of the system. For example, you might use this feature to attach a check copy to a Fund.  To attach a file: Click Attach File from the left side menu. Select Choose Files in the Attach File window. Select the file you want to attach and click Open. Enter a Description in the Attac...

0 min reading time
Updated October 26th, 2018 by Nick Miles

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...

0 min reading time
Updated April 24th, 2019 by Nick Miles

Assign Donation Types to a Template

Navigate to System Data from the Home page. Select Templates from the left-side menu. In the Templates window, click the Template ID of the relevant template. Select Edit Donation Type from the left-side menu. In the Template Donation Types window, click the checkbox next to the Donation Type(s) that you want to add to the template. Click Update. If...

0 min reading time
Updated September 4th, 2018 by Nick Miles

Delete a Voucher

Navigate to Vouchers. Select the Voucher ID number. Click Delete from the left-side menu. Click Yes to delete the Voucher. Note: To delete a Voucher it must be Unposted and Unpaid....

0 min reading time
Updated September 4th, 2018 by Nick Miles

General Ledger Overview

The General Ledger is a complete record of financial transactions over the life of the foundation. If contains the information needed to prepare financial statements and includes accounts for Assets, Liabilities, Equity, Revenue and Expenses. To perform a search of the general ledger, go to the General Ledger page and enter the applicable search cri...

0 min reading time
Updated August 28th, 2019 by Nick Miles

Run a Charity Check

Note: To run a charity check on a grantee: Enable Guidestar (for American clients) or Enable Ajah (for Canadian clients) must be enabled in system data. The Grantee must have an EIN entered in their profile. No Charity Status Check must be unchecked in the grantee record. Select Grantees from the Home page. Search for a Grantee or click List and sel...

0 min reading time
Updated July 25th, 2019 by Nick Miles

Edit a Campaign

Select Campaigns from the Home page.   Search for a Campaign, or click List to select from a list of all campaigns. If you're selecting from the List, locate and click the campaign ID. Click Edit. In the Campaign Date window, edit the following, then click Save. Group Click the drop-down menu to select a campaign group. A campaign group is a specifi...

1 min reading time
Updated January 21st, 2019 by Nick Miles

Process Synced Grants

After syncing a Grant Request, it will display within the GLM bucket of the Grants page in CommunitySuite.  Before you can process the Grant, you must set the Grantee and Fund. This can be done in batch or one-at-a time. To process each grant individually:  Select the Grant ID number that you want to process. Click the Set Grantee button and set the...

1 min reading time
Updated June 12th, 2019 by Nick Miles

Split Donations

CommunitySuite allows you to split a donation between multiple Funds. This process should be followed for split contributions, split donations or split deposits (the Donation amount is split between two or more Funds). You can accept a donation via Stripe, check, cash, stock, etc. and have one payment to go towards either a non-tax deductible item (...

1 min reading time
Updated May 20th, 2019 by Nick Miles

Add, Edit, & Remove Site Custom Content

You may want to remove fields that you're not using, or add additional fields that you previously removed. This tutorial will show you how to add, edit and remove Site Custom Content fields. Check out this tutorial for descriptions and examples of each field. Select System Data from the Home page. Select Content. Add Site Custom Content Click Add. S...

0 min reading time
Updated December 18th, 2018 by Nick Miles

Sync SLM Requests to CSuite

To sync a request to CommunitySuite, the request must have an Approved status in SLM. This means the request is currently housed in the Approved and/or All Open Approvals workload page. Additionally, only requests that do not have any payments associated with them may be synced. You can sync the request from two locations: Within the Request Summary...

0 min reading time
Updated June 10th, 2019 by Nick Miles

Donor Portal Overview

The Donor Portal is a secure web page where your Fund Advisors can: View Fund Activity View Fund Balances Make Grant Requests View Administrative Fees and Distributions View Uploaded Documents View and Print Fund Statements Access the Donation Portal Example Donor Portal: Access to the Donor Portal requires the following: A Fund Advisor. The relevan...

0 min reading time
Updated April 5th, 2019 by Nick Miles

Add Fund to a Supporting Org

Select Supporting Orgs from the Home page. Click the ID of the supporting organization. Click Add Fund. Enter the name of the Fund and select from the drop-down. The fund is now added to the supporting organization....

0 min reading time
Updated August 24th, 2018 by Nick Miles

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....

0 min reading time
Updated October 22nd, 2019 by Nick Miles

Make a User Inactive

Make a user inactive to disable their access to CommunitySuite, while retaining their user record, and associated transactions. This feature can be useful when there's employee turnover. Select Users from the home page. Select the user ID of the user that you want to delete. Select Make  Inactive. Note:  To reactivate a user, click Make  Active....

0 min reading time
Updated October 19th, 2018 by Nick Miles

Cancel a Pledge

If a Pledge is Open, you can cancel the entire pledge or individual line items.  Navigate to Pledges from the Home page. In the Pledge Buckets window at the top of the page, click Open. Select the Pledge ID number that you want to Cancel. To Cancel the entire Pledge: Click Cancel from the left-side menu. To Cancel individual line items: In the Payme...

0 min reading time
Updated September 11th, 2018 by Nick Miles

Edit Distribution Types

Navigate to Distributions from the Home page. Select Distribution Type from the left-side menu. In the Distribution Types window, click the Distribution Type ID that you want to Edit. Click Edit from the left-side menu. Make any edits and click Save. Note: To post Distributions to an Account other than your Spendable Account, select an Equity Accoun...

0 min reading time
Updated October 29th, 2018 by Nick Miles

Print a Deposit Slip

Navigate to Till from the Home page. Click List Deposits from the left-side menu. Select a Deposit by clicking on a Deposit ID. Click Deposit Slip from the left-side menu.  The system will generate a PDF Deposit Slip in a new window of your web browser. Hover your cursor over the Deposit Slip and click the Print icon in the upper-right corner of the...

0 min reading time
Updated May 8th, 2019 by Nick Miles

Link Profiles

Link Profile allows you to link two profiles so you can quickly see relationships and connections. While viewing a Profile, select Link Profile from the left-side menu. In the Link To Profile window, enter the name of a profile, or click Show List and select a profile.  In the Link to Profile window, enter (define) the relationship between the two p...

0 min reading time
Updated October 18th, 2018 by Nick Miles

Create MultiFund Scholarships

Navigate to Scholarships from the Home page. In the Scholarship Buckets window, click New. Select MultiFund Add from the left-side menu. Choose one of the two options. In the MultiFund Scholarship - Link Scholarship window:  Enter the Grant ID of an existing Grant. Click Next. In the Link Scholarship into MultiFund Scholarship window and click Proce...

0 min reading time
Updated August 27th, 2018 by Nick Miles

Delete a Fund Fee Type

Go to Admin Fees from the Home page. Select Fund  Fee  Types from the left-side menu. Click the ID of the Fund Fee Type you want to Edit. Click Delete from the left-side menu....

0 min reading time
Updated July 18th, 2019 by Nick Miles

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 ...

0 min reading time
Updated October 22nd, 2019 by Nick Miles

Custom Reports: Field Types & Aggregates

Below are definitions of the various field types, and aggregates, available in custom reports. For instructions showing how to generate custom reports, please refer to Run Custom Reports. Field Types Boolean A field that can be one of two values (Yes or No). Varchar A variable character field with an indeterminate length. Numeric A numeric field hol...

0 min reading time
Updated July 15th, 2019 by Nick Miles

Sync GLM Requests to CSuite

To sync a GLM request with CommunitySuite, the request must have an Approved status in GLM. This means the request is housed in the Approved and/or All Open Approvals workload page within GLM. Please note that grants cannot be synced if they have payments associated with them.  Requests can be synced from: The Request Summary of an Approved grant, v...

0 min reading time
Updated September 4th, 2018 by Nick Miles

Edit a Distribution Beneficiary

Navigate to Funds from the Home page. Select the desired Fund. Click Edit Beneficiary from the left-side menu. Enter the Distribution Percent that should be allocated to each Beneficiary.  Click Update....

0 min reading time
Updated July 19th, 2019 by Nick Miles

Edit a Grantee Record

Select Grantees from the Home page. Search for a grantee, or click List to select from a list of all grantees. Click Edit. In the Grantee window, edit the following: No Charity Status Check Select this checkbox to disable Guidestar/Ajah charity checks for the grantee. Last Charity Status Check Enter the last date that a charity check (Guidestar/Ajah...

0 min reading time
Updated January 9th, 2019 by Nick Miles

Sync CSuite Grants to GLM

You must have an active GLM site and your site must be linked to CommunitySuite to send Grants to GLM. Please speak with your CSM if you're unfamiliar with this process. Navigate to Grants from the Home page. In the Grants window, select a Grant ID. Click Edit GLM Options from the left side menu. In the Grant GLM Options window, the default settings...

1 min reading time
Updated September 4th, 2018 by Nick Miles

Edit a Voucher

Navigate to Vouchers. Select the Voucher ID number. Click Edit in the left-side menu. Once all edits have been made, click Save....

0 min reading time
Updated June 7th, 2019 by Nick Miles

Merge Synced Organizations

Click Search and select Organizations. Enter relevant search criteria, such as Organization, Tax Id, City, and State, then click Search. Pro Tip: To search for all organizations, leave the search criteria blank. Check the boxes next to each organization that you want to merge. Note:  If more than one organization is synced/linked with CommunitySuite...

1 min reading time
Updated May 22nd, 2019 by Nick Miles

Schedule Grant Payments

Select Grants from the Home page. Select the grant ID number. Click Edit Pay Schedule. Add or edit a Payment Date(s) and/or Amount(s). Note: You can break up the payment in as many increments as needed. Click Save. Note: Once a grant is posted, you can modify the Grant Payment Schedule by selecting Edit Payment Schedule from the left side menu.  You...

0 min reading time
Updated January 10th, 2019 by Nick Miles

Release Notes

The Release Notes section contains information related to system enhancements, new features, and bug fixes. When updates are made to the system, Community Suite will automatically create a Task for your staff to review the Release Notes. To access Release Notes: Navigate to the Home page. Click Release Notes from the left-side menu....

0 min reading time
Updated January 8th, 2019 by Nick Miles

Reclass Transactions

Use the Reclass feature to move transactions from one General Ledger account to another.  Navigate to General Ledger from the Home page. In the Show Transactions window: Enter your desired search criteria. Click Show. Select Reclass from the left-side menu. In the Reclass Transactions window: Click the box next to each transaction that you want to r...

0 min reading time
Updated September 14th, 2018 by Nick Miles

Edit a Scholarship Opportunity

Navigate to Scholarships from the Home page. Click List from the left-side menu. Click the ID of Scholarship you want to edit. Select Edit from the left-side menu. In the Scholarship window, Edit the following fields: Name Description Fundmanager - If this box is checked, the scholarship will appear in your Donor Portal. Auto Approve - If this box i...

0 min reading time
Updated August 31st, 2018 by Nick Miles

Link CommunitySuite to MailChimp

CommunitySuite can be linked to your MailChimp account using an API key. This key is generated from your MailChimp account and then copied into a corresponding field within CommunitySuite.  To generate the MailChimp API key and sync MailChimp with CommunitySuite:  Log into your MailChimp Account. Click on the account icon in the upper-right corner o...

0 min reading time
Updated August 31st, 2018 by Nick Miles

Use Financial Views

To Use Financial Views: Navigate to Financials from the Home page. Select a Report from the left-side menu.  Enter a Start Date and End Date. Click Show Date. In the Cash Balance Window, click the drop-down selection next to View to select a Financial View. ...

0 min reading time
Updated August 31st, 2018 by Nick Miles

Manually Sell a Ticket

To Manually Sell a Ticket: Navigate to Campaigns from the Home page. Select a Campaign by clicking on the Campaign ID. Select Sell Ticket from the left-side menu. Enter the name of the Profile that purchased a ticket and select the name from the drop-down menu. Enter the Number of Tickets being sold. CommunitySuite will auto-populate the Total Amoun...

0 min reading time
Updated April 1st, 2019 by Nick Miles

Import Grants

Select Grants from the Home page. Click Import  Grants. Click Download Template. The file will automatically download to your computer's Downloads folder. Open the .csv file and enter your data within the corresponding fields. Note: A row must have at least a grantee_name or a profile_id, an amount, a funit_id and grant_date. All other fields are op...

0 min reading time
Updated February 19th, 2019 by Nick Miles

Edit & Unlink GLM/SLM Orgs & Contacts

Search for a GLM/SLM profile. From the GLM Search Results table, click the Status icon of a linked (green icon) org or contact to view the associated Csuite Profile. To unlink the Profile from the associated GLM/SLM organization or contact, click Unlink at the bottom of the Profile window. Please note that the Unlink button will NOT display in Edit ...

0 min reading time
Updated October 30th, 2019 by Nick Miles

Salutations & Lists

Salutations and Lists CommunitySuite includes many fields within Profiles to customize how names display in different places within the system. Below are context and examples of how to set up names in a Profile. Search pulls from the Individual name fields and the full Legal Name fields Individual Name: The name you call the person most i.e. “Jon Sm...

2 min reading time
Updated May 24th, 2019 by Nick Miles

Make a Grantee Inactive

When you make a grantee inactive, CommunitySuite will remove the grantee profile from your list of grantees, and retain a record of any grants that were given to the grantee. Navigate to Grantees. Locate the Grantee Profile and open the Grantee Record. Click Set Inactive from the left-side menu....

0 min reading time
Updated December 17th, 2018 by Nick Miles

CSuite GLM Settings

Once you’ve created a CSuite Process in GLM, you’ll need to configure your default GLM settings in CommunitySuite. Please note that these settings only need to be configured if you plan on sending Grants from CSuite to GLM. To configure your GLM Settings in CommunitySuite: Navigate tot System Data from the Home page. Click Edit from the left-side me...

1 min reading time
Updated April 2nd, 2019 by Nick Miles

Change a Grant Recipient

Note: You can only change the recipient of a grant if the grant is unposted and unapproved. Select Grants from the Home page. In the New grant bucket, select the grant ID number. Click Change  Grantee. If this is an External Grant, enter the name of the of new grantee. If this is an Internal Grant enter the name of the new fund. Click Review to chan...

0 min reading time
Updated September 12th, 2019 by Nick Miles

Track Login History

View real-time information, and historical data, related to each user login attempt. Select Users from the Home page. Select Login  Log. The Login  Log will display the following information: Terminology Timestamp - the time in which a user attempts to log into the system User - the name of the user who logged in IP Addr - IP Address Login - if the ...

0 min reading time
Updated September 4th, 2018 by Nick Miles

Delete an Invoice

Navigate to Invoices from the Home page. Select the Invoice ID number. If this invoice has already been Posted, click Unpost from the left-side menu. Click Delete from the left-side menu....

0 min reading time
Updated September 4th, 2018 by Nick Miles

Unpost and Edit a Deposit

Navigate to the Deposits page. Click the Deposit ID (DepositID) number. Select Unpost from the left-side menu.  Select Edit from the left-side menu. Once all edits have been made, click Save....

0 min reading time
Updated September 10th, 2018 by Nick Miles

Sell Public Securities

Navigate to Public Securities from the Home page. Click the Public Securities ID number. Select Sell from the left-side menu. In the Symbols window, enter the: Number of shares to sell (#Shares to Sell). Gross (Total) Sale Amount Sale Fees In the Public Security Sale window, enter a Fund if you want the Proceeds to go to a different Fund. If your Re...

0 min reading time
Updated September 10th, 2018 by Nick Miles

Edit and Add Public Securities

Navigate to your Public Securities Donation. In the Donation window, click Show Securities to the right of Payment Method. Click Edit from the left-side menu. In the Symbols window, enter: Stock Symbol(s). Quantity of stock(s). A Description of the stock(s). If you use a valid stock Symbol, CommunitySuite will automatically calculate the High, Low, ...

0 min reading time
Updated June 10th, 2019 by Nick Miles

Edit a Fund Advisor

Select Fund Advisors from the Home page. Select the ID of the desired fund advisor. Click Edit. Edit the fund advisor's Login (username) for the Donor Portal. Select the Donation Notify checkbox to notify the fund advisor when donations are made to the fund(s) they advise. Select the Grant Notify checkbox to notify the fund advisor when grants are m...

0 min reading time
Updated March 11th, 2019 by Nick Miles

Template Documentation

Template Documentation shows the merge fields associated with each Template type, and displays real data from your site next to each merge field. Template Documentation can be helpful for identifying where in your site a specific merge field is pulling data from.  To access Template Documentation (for all templates besides Fund Statement): Navigate ...

0 min reading time
Updated February 4th, 2019 by Nick Miles

Yearly Tax Receipt

To email, download/print a Yearly Tax Receipt: Navigate to a Donor Record. This can be accessed from the a donor's profile, or by selecting Donors from the Home page and searching for the donor. Click Yearly Tax Receipt from the left-side menu. In the Yearly Tax Summary window, select a year. In the Send Tax Receipt Options window, select whether to...

0 min reading time
Updated June 12th, 2019 by Nick Miles

Fund Summary

The Fund Summary field is used to describe the purpose of a Fund.  To add a Fund Summary to a Fund: Navigate to the Funds page. Select List from the left side menu. Click on the ID of the desired Fund. Select Edit from the left side menu. Scroll to the bottom of the page and type a Fund Summary.  Click Save. Note: Text entered in the Fund Summary fi...

0 min reading time
Updated December 13th, 2018 by Nick Miles

Fund Advisor Login Instructions

The tutorial below can be used as a template for providing instructions to your Fund Advisors. Copy the content into your own document and customize as desired. Feel free to take screenshots of your donor portal and add them to your document.  Note: Depending on how you've configured your settings, your Fund Advisors may not have access to all of th...

0 min reading time
Updated May 22nd, 2019 by Nick Miles

Import Donations

To import donations into CommunitySuite: Navigate to Donations from the Home page. Select Import Donations from the left-side menu. In the CSV File Format and Exmaples window, click [Download Template]. This will automatically download the CSV template to your computer's downloads folder. Open the CSV template and enter your data within the appropri...

0 min reading time
Updated October 17th, 2019 by Nick Miles

Create & Manage Tasks

The Task tool can be used to remind yourself and your staff about upcoming projects, administrative tasks, and recurring events at your foundation. While creating tasks, convert them into iCalendar (.ics file) invites and send them directly to your staff from CommunitySuite. Once received, your staff can download the .ics file and it will automatica...

1 min reading time
Updated July 25th, 2019 by Nick Miles

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...

0 min reading time
Updated February 19th, 2019 by Nick Miles

Search & Sync GLM/SLM Orgs & Contacts

Within CommunitySuite, you can search and sync GLM/SLM orgs & contacts from while creating a profile, or by using the Search GLM feature. To search and sync from Create Profile: Navigate to Profiles from the home page. Click Create Profile from the left-side menu. Complete all known fields for the Individual or Organization. Click the arrow next...

1 min reading time
Updated September 4th, 2018 by Nick Miles

Edit and Delete Payment Methods

Navigate to Payment Methods from the Home page. Select the Payment Method ID number. To Delete a Payment Method, click Delete in the left-side menu. Click Edit in the left-side menu. Make any desired updates. Then click Save....

0 min reading time
Updated September 24th, 2019 by Nick Miles

Contact Support

Please contact support if you have any questions or experience technical issues. To expedite the resolution of your issue or question, please include: Your first and last name. The name of your community foundation. The location of your community foundation (city and state/province). If you're experiencing a problem, please address the following:  W...

0 min reading time
Updated April 4th, 2019 by Nick Miles

Make Donor Profile

After creating a profile, you can designate the profile as a donor. A donor can be described as an individual, organization, or household profile that has donated to your foundation. Select Profiles from the Home page. Search and select a Profile, or click List to select from a list. Hover your cursor over the left-side menu, scroll to the bottom, a...

0 min reading time
Updated July 18th, 2019 by Nick Miles

Send GLM Requests to the CSuite Grant Catalog

After approving a request in GLM, navigate to the All Open Approvals workload page, and click the toggle to sync the request to CSuite. Click the Project Name to reach the Request Summary page. In the Award Details tab of the Request Summary page, click each Installment Form to expand the details. At the bottom of each installment form, click the th...

1 min reading time
Updated March 15th, 2019 by Nick Miles

Edit a Fund

Navigate to the Funds page. Click on the Fund ID of the desired Fund. Within the Fund window you can Add or Edit: Distribution Types To Add a Distribution Type to the Fund: Click the Add button to add a Distribution Type.  If more than one Distribution Type is listed, click Edit next to Distribution Type. Admin Fee Types To edit an Admin Fee Type: S...

0 min reading time
Updated May 8th, 2019 by Nick Miles

Create a Pledge Payment

When you receive a payment toward an outstanding pledge that a donor made, you will need to enter it as a Pledge Payment. Navigate to Pledges from the Home page. In the Pledge Buckets window, select Open. Select the Pledge ID number. Click Add Payment in the left-side menu.  You will be redirected to the Donations (Pledge Payment) page where you can...

0 min reading time
Updated July 29th, 2019 by Nick Miles

Create Fund Groups, SubGroups & Divisions

Use fund groups to group similar funds together in the Donation Portal, and for reporting purposes. Select Funds from the Home page. Click List Groups. Click Create Group. Enter a Name, Public Name, and Sort Order, then click Create. The Public Name of the Fund Group will display in the Donation Portal, and the Sort Order defines the order in which ...

0 min reading time
Updated September 11th, 2018 by Nick Miles

Disable Scholarship Swaps

Navigate to System Data. Click Edit from the left-side menu. In the Site Data window, check the box next to Disable Scholarship Swaps.  Click Save at the bottom of the page....

0 min reading time
Updated September 6th, 2019 by Nick Miles

Set User Password

Change a user's password, or prompt them to create a new password. Use Case Examples: Your community foundation has a password policy, requiring that all passwords be changed at a given cadence (once per month, once every two months, etc.).  A user can't remember their password Select the ID of the user. Click Set  Password. Enter a New  Password, a...

0 min reading time
Updated June 18th, 2019 by Nick Miles

Email Fund Statements

Before you can email Fund Statments: Statement Type must be set to Email in the Fund Advisor record. You must fill out the fund_statement_email_body field within System Data -> Site Custom Content. Select Funds from the Home page. Click Fund  Statements. Select a Statement  Date or create a new fund statement.  Click Email All. Once the fund stat...

0 min reading time
Updated August 31st, 2018 by Nick Miles

Templates Overview

System Administrators can use Templates to automatically populate recipient specific information into letters produced in CommunitySuite. Recipient specific information is pulled into Templates using Merge Fields, similar to a mail merge between Microsoft Excel and Microsoft Word. Templates that can be added to the system include:  Donation Letters ...

0 min reading time
Updated June 7th, 2019 by Nick Miles

Make Fund Advisor Profile

After creating a profile, you can designate the profile as a fund advisor. A fund adviser can be described as a holder of one or more funds at your foundation. Select Profiles from the Home page. Search and select a Profile, or click List to select from a list. Hover your cursor over the left-side menu, scroll to the bottom, and click Make Fund Advi...

0 min reading time
Updated October 4th, 2019 by Nick Miles

Create and Post a Donation

Select Donations from the Home page. Click Create. Search for a profile or click [show list] to select from a list. Enter donation details. At a minimum, you must enter the Amount, Fund, and Date. Donation Date Donor Address Donor Zipcode Anonymous - check the box to make the Donor anonymous Recognition Name - recognize the Donor with a name that's ...

1 min reading time
Updated June 27th, 2019 by Nick Miles

Post and Pay a Voucher

Select Vouchers from the Home page. Select the New voucher bucket. Click the voucher ID that you want to pay. Depending on your workflow (voucher approval, or no voucher approval), select one of the following options for further instructions: No Voucher Approval Workflow Click Post. The voucher will move into the Posted voucher bucket. Click Pay. Yo...

0 min reading time
Updated April 4th, 2019 by Nick Miles

Make Supporting Org Profile

After creating an organizational profile, you can designate the profile as a supporting org. A supporting organization can be described as an organization that supports a public charity or the charitable activities of a 501(c)(4), (5), or (6) organization. Select Profiles from the Home page. Search and select an organizational Profile, or click List...

0 min reading time
Updated December 18th, 2018 by Nick Miles

Pay Synced Scholarships

You will not be able to pay a scholarship installment until the corresponding installment in SLM has been marked as Approved. Within SLM you can Approve the installment from: The Payment Tracking page, by clicking the Thumbs Up icon next to to the desired installment. The Award Details tab, within the Request Summary page, by clicking the Thumbs Up ...

0 min reading time
Updated September 4th, 2018 by Nick Miles

Manually Adjust Spendable Balance

Navigate to Funds from the Home page. Select the desired Fund. Click Manual Distribution from the left-side menu. In the Manual Distribution Entry window, enter a: Post Date Description Amount Click Create. Note: CommunitySuite limits you to one Manual Distribution per Fund per day. To use the Manual Distribution feature, Track Spendable Balance mus...

0 min reading time
Updated March 28th, 2019 by Nick Miles

Grant Catalog Overview

The Grant Catalog is a feature within the Donation Portal that facilitates public crowdfunding for Nonprofits and other funding needs. Within the Grant Catalog, the public and Fund Advisors can: Donate to a Grant. Apply for Funding. Apply for inclusion in the Grant Catalog. To set up your Grant Catalog, you must: Create a Grant Cycle. Create at leas...

0 min reading time
Updated July 26th, 2019 by Nick Miles

Create 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...

0 min reading time
Updated May 8th, 2019 by Nick Miles

Run Revenue Share

When you receive a statement from your investment institution you will need to create a Statement Voucher to itemize the Gains, Losses and Fees. Once you've completed this step for all investment, and banking accounts, you can run Revenue Share to share the percentages between Funds. To Run Revenue Share: Navigate to Revenue Share from the Home page...

0 min reading time
Updated April 29th, 2019 by Nick Miles

Change Granting Fund

Note:  You must unpost and unapprove a grant before you can change the granting fund. Select Grants from the Home page. While in the New grant bucket, select the grant ID number. Click Change  Fund. Enter the new Fund name and click Save....

0 min reading time
Updated August 31st, 2018 by Nick Miles

Unpost a Donation

To Unpost a Donation: Navigate to Donations from the Home page. Select the Donation ID number. Click Unpost from the left-side menu. If the Payment Method used was a Credit Card, the terminology used will be Unpost and Delete....

0 min reading time
Updated September 17th, 2019 by Nick Miles

Create Profile Types

Profile Types are used to help segment, filter, and prioritize your database of profiles. For example, if multiple profiles have a Prospective Grant Reviewer  profile type, you could filter out all Prospective Grant Reviewers from your database.  We recommend using profile types to capture specific information about your foundation's goals and activ...

0 min reading time
Updated January 14th, 2019 by Nick Miles

Updating Foundant Subscription Preferences

To update email subscription preferences, or unsubscribe from all Foundant emails please visit the Subscriptions Preferences Page.  ...

0 min reading time
Updated December 17th, 2018 by Nick Miles

Create MultiFund GLM Grants

You can pay a GLM Grant from multiple Funds by using the Make MultiFund feature. Navigate to Grants from the Home page. In the Grant Buckets window, click GLM. In the GLM Grant Import window, select a Grant Request ID number. Click Make Multifund from the left-side menu. If the Grantee has not been set:  Select Set Grantee from the left side menu. C...

0 min reading time
Updated December 19th, 2018 by Nick Miles

Create and Edit Statement Vouchers

Use Statement Vouchers to record Bank Fees, Investment Fees and Interest.  To create a Statement Voucher: Navigate to the Accounts page. Select the Asset Account number. Click Add Fee/Interest from the left-side menu. If the account does not have a Vendor assigned, you will be required to choose one. In the Create Statement Voucher window, complete ...

1 min reading time
Updated December 17th, 2018 by Nick Miles

Pay Synced Requests

You will not be able to pay a grant installment until the corresponding installment in GLM has been marked as Approved. Clicking the Thumbs Up approve icon on the GLM installment or clicking the corresponding Thumbs Up in GLM’s payment tracking will release the scheduled payment for fulfillment in CSuite. Once the payment has been processed through ...

0 min reading time
Updated August 16th, 2019 by Nick Miles

Create Distribution Types

Navigate to Distributions from the Home page. Select Distribution Types from the left-side menu. Click Create. In the Create Distribution Type window, enter the following: Name Type - Type of calculation you use to determine the amount to be dispersed. Percentage (percent) Average Per Quarter (avg per qtr) Average Per Year (avg per year) Percent - D...

0 min reading time
Updated October 30th, 2019 by Nick Miles

FIMS Profile Conversion Checklist

FIMS Profile Validation  [FIMs Focused] When importing your data and setting up your CRM system there are a few key decisions to make regarding how information is kept on a profile. The following is a guide that helps delineate these decisions: Householding: In FIMs most information about a household is stored on the Profile1 tab and secondary infor...

2 min reading time
Updated September 25th, 2018 by Nick Miles

Show Available Cash

In System Data: Edit Site Data. At the bottom of the page, check the box next to Show Available Cash. Click Save. From the Accounts page. Edit the relevant Asset account. Next to Available For Cash, enter the percentage of cash that should be made available for grants. Click Save.  From the Fund page: Edit the relevant Fund. Uncheck the box next to ...

0 min reading time
Updated June 12th, 2019 by Nick Miles

Delete a Fund

Navigate to the Funds page. Click on the Fund ID of the desired Fund Before the fund can be deleted, you must remove the following from the fund: Fund Advisors Grant Approvers Assigned Fund Fees Click Delete from the left-side menu. Note: If the fund has had any transactions in CommunitySuite, you will receive this message and will not be able to de...

0 min reading time
Updated September 25th, 2018 by Nick Miles

Available Cash Calculation

Available Cash is calculated by subtracting Outstanding Liabilities and Pending Grants from Available Assets.  Outstanding Liabilities - defined as the current sum of liabilities in the fund. Pending Grants - defined as the total of any recommended or pending grants on the fund that are unposted and waiting approval. Available Assets - calculated by...

0 min reading time
Updated January 14th, 2019 by Nick Miles

Generate Tribute Letters

Tribute Letters contain information about donations made in honor/memory of someone. To generate and print Tribute Letters: Navigate to the Tributes page. Select Report Printout from the left-side menu. In the Tribute Report window, select a Date Range (i.e. Year, Quarters, Months), or enter a Single Day and click Run Report. The system will generat...

0 min reading time
Updated September 12th, 2019 by Nick Miles

Import Invoices

Import invoices into CommunitySuite. Select Invoices from the Home page. Click Import Invoices. Select Download  Template. The template will download as a .csv file, and save to your computer's Downloads folder. Open the template, enter invoice information for each invoice that you want to import, then save the template to your computer. All Columns...

0 min reading time
Updated March 27th, 2019 by Nick Miles

Link Fund to Profile

Click Profiles from the Home page. Click List or search for the profile. Click Link Fund from the left-side menu. Enter the name of a Fund and select from the drop-down list. Enter the name of a profile fund Category and select from the drop-down list. To learn how to create profile fund categories, click here.  Click Create....

0 min reading time
Updated January 24th, 2019 by Nick Miles

Bulk Remove Org Roles from Profiles

Note: Use with caution. This feature will remove all org roles from the selected/filtered profiles. To remove org roles from profiles in bulk: Navigate to Profiles from the Home page. Select List from the left-side menu. Select an Organization Role filter. You must select an Organization Role filter for the Remove Org Role button to populate. Select...

0 min reading time
Updated April 1st, 2019 by Nick Miles

Import Profiles

Select Profiles from the Home page. Select Import from the left-side menu. Click Download  Template. The file will automatically download to your computer's Downloads folder. Open the .csv file and enter your data within the corresponding fields. Note: A row must have at least a first_name and last_name, an org_name, or a household_name. All other f...

1 min reading time
Updated May 8th, 2019 by Nick Miles

Create a Profile

Navigate to Profiles Select Create from the left-side menu. Enter the Profile as an Individual, Household, or Organization. Complete all applicable fields: Salutation - This is how a Profile name will appear correspondence sent from the system. If the Salutation is left blank, the name will appear as: Last Name, First Name. If the Profile name is Bo...

0 min reading time
Updated April 1st, 2019 by Nick Miles

Balance Swap

Balance Swaps are system suggested movements of money based on how a fund is defined and where it’s money is currently invested or held.  For example: If a fund has $0 in checking, but $50,000 in a primary investment account, the fund can still write a $1000 check out of the checking account. Manage Cash will recognize that money going out needs to ...

0 min reading time
Updated December 18th, 2018 by Nick Miles

Add a CSuite Process in GLM

To sync grants from CSuite to GLM, you must create a CSuite Process in GLM before a grant can be synced. This must be created as a new process and can not be copied from another process. Creating a GLM CSuite process is only required if you plan on sending Grants from CSuite to GLM. On the Add Process page, the External Type must be set to Community...

0 min reading time
Updated March 27th, 2019 by Nick Miles

Bulk Link Profiles to an Organization

You can link multiple profiles to an organization in bulk by using the Add Org Role feature. Click Profiles from the Home page. Select List from the left-side menu. Select Add Filter from the left-side menu and apply a desired filter. Select Add Org Role from the left-side menu. In the Link Profiles To Org With Org Role window, enter the organizatio...

0 min reading time
Updated July 15th, 2019 by Nick Miles

Interfund Transfer

Transfer money from one fund to another by using the Interfund Transfer feature. Select Funds from the Home page.   Select List.   Click the ID of the fund you want to transfer money from. Scroll down to the Assets window towards the bottom of the page. Identify the account balance that you want to transfer, and click Transfer. Select Switch to Inte...

0 min reading time
Updated October 9th, 2019 by Nick Miles

Create Vouchers

Select Vouchers from the Home page. Click Create. Search for a Vendor and select from the drop-down menu, or click Show List and select from the a list of all vendors. If you clicked Show List, select the name of the vendor from the list. Click the calendar icon and select the Voucher Date. Begin typing the name of the Fund that the voucher will be ...

0 min reading time
Updated August 28th, 2019 by Nick Miles

Build Templates from Examples

Navigate to System Data. Select Templates from the left-side menu. Click Examples from the left-side menu. Click the Name of an Example Template. The Example Template will download to your computer's Downloads folder.  Customize the Example Template for use, or copy and paste Merge Fields from the Example Template into an existing Template. Note: In...

0 min reading time
Updated September 4th, 2018 by Nick Miles

Create Financial Views

Navigate to Accounts from the Home page. Click Financial Views from the left-side menu. Click Create from the left-side menu. Enter a Name for your Financial View. Example: Board Monthly Click Create. Next, add a Financial View Group from your Chart of Accounts. Click Add Group from the left-side menu. Select the Type of Accounting Group: Assets Lia...

0 min reading time
Updated March 29th, 2019 by Nick Miles

Financial Reports Overview

Within Financials, you can access the following Reports:  Balance Sheet (Statement of Financial Position) - shows Assets, Liabilities and Equity (based on the balance for a single date for funds, fund types, fund groups, year over year, month, year, future). Income Statement (Statement of Activities) - shows Revenue and Expense Accounts for a date r...

0 min reading time
Updated May 21st, 2019 by Nick Miles

Manage Duplicate Profiles

The system creates new records for donors who give online and when staff creates a new profile. Sometimes there may be duplicate records. Both can be deleted, edited or merged as needed. Online donations will create a New Profile if the donor enters different data in any of these four fields: First Name, Last Name, Phone, Email. Therefore, you will ...

0 min reading time
Updated June 7th, 2019 by Nick Miles

Close the Books

Select General  Ledger from the home page. Select Close  Books. Click the End of Month drop-down, and select a month. Enter a Year. Click Close. Note: When you close the last period of your year-end, the system will close the books for the year and create the appropriate closing entries. Pro Tips: After closing the books you can not make changes or ...

0 min reading time
Updated September 23rd, 2019 by Nick Miles

Misaligned Check Printing

Problem Text and numbers are out of alignment when printing checks.   Expected Behavior Text and numbers correctly align on checks. Solution In the Google  Chrome print preview window, click More Settings.  Click the Scale drop-down, and select Fit to Page....

0 min reading time
Updated September 4th, 2018 by Nick Miles

Print Thank You Letters

Navigate to Donations from the Home page. Click Thankyous from the left-side menu. Select Print from the left-side menu. Check the box next to each Donation that should receive a Thank You letter(s) Click Print Receipts (pdf) to generate a PDF of your Thank You letter(s). Print the Thank You Letter(s) by hovering your cursor in the upper-right corne...

0 min reading time
Updated March 25th, 2019 by Nick Miles

Delete a Profile

Note: Before a profile can be deleted you must remove the profile from any of the following (if applicable): Campaigns Events Profile Designations (Profile Is) Click Profiles from the Home page. Open a profile. Click Delete in the left-side menu....

0 min reading time
Updated September 4th, 2018 by Nick Miles

Connect a Campaign to a MailChimp List

Navigate to Campaigns. Click the ID of the desired Campaign.  Click Edit from the left-side menu. Locate the MailChimp List field and click Choose. Choose an existing MailChimp List from the drop-down menu or select New and enter a list name.  Click Save under the Campaign Date window. Click Save on the Campaign page. The campaign donor list will no...

0 min reading time
Updated March 27th, 2019 by Nick Miles

Assign Grant Type Interests

Note: You must create Grant Types before you can add them to a profile. While creating or editing a profile, scroll to the bottom of the profile and check the box(es) next to all grant type interests that apply. Save or Create the profile....

0 min reading time
Updated June 10th, 2019 by Nick Miles

What is Guidestar?

CommunitySuite integrates GuideStar Exchange information with Grant processes, designed to streamline and verify the nonprofit status of organizations.The GuideStar Exchange Program is an online database (unaffiliated with the foundation) that allows nonprofits to keep current core data in one place (e.g. board of directors, IRS Form 990, Audited Fi...

0 min reading time
Updated September 4th, 2018 by Nick Miles

Add Grant Approvers to a Fund

To Add Grant Approvers to a Fund: Navigate to the Funds page. Select Grant Approvers from the left-side menu. Select Add Approver from the left-side menu. Select a User. Check the boxes next to each Fund that you want to Add the Grant Approver to. Click Save....

0 min reading time
Updated May 2nd, 2019 by Nick Miles

Create & Post a MultiFund Grant

Note: You must create a single fund grant before you can make it a multifund grant.  Select Grants from the Home page. Select the New grant bucket. Select a grant I D. Note: This grant will act as the parent grant. Click MultiFund Add. Link an existing grant, or create and link a new grant. MultiFund Grant - Link Grant - use this option to link a gr...

0 min reading time
Updated August 30th, 2019 by Nick Miles

Edit a Fund Fee Type

To Edit a Fund Fee Type: Go to Admin Fees from the Home page. Select Fund Fee Types from the left-side menu. Click the ID of the Fund Fee Type you want to Edit. Select Edit from the left-side menu. The default fields available for editing are:  Name Fee Type - The Fee Type you select will determine the remaining fields.  Note:  When editing the Fee ...

1 min reading time
Updated August 28th, 2019 by Nick Miles

Create a Fund Fee Type

To create a Fund Fee Type: Go to Admin Fees from the Home page. Select Fund  Fee  Types from the left-side menu. Click Create Enter the Name of the Fund Fee Type. To the right of Fee Type, click the drop-down arrow to select how your Fund Fee Type is calculated (flat_fee, percent, percent_range). Flat Fee ($250 per year, $5 per grant, etc.) Percent ...

0 min reading time
Updated June 10th, 2019 by Nick Miles

Copy a Year-Over-Year Budget

Select Budget from the Home page. Select a previous budget Year. Select Copy. Enter the budget Year. Click Copy. Click on the short-name of a fund. Edit the Yearly Budget for each line item in the Fund. CommunitySuite will divide the amount listed within each line item by 12 to create a monthly budget. Click Update....

0 min reading time
Updated May 22nd, 2019 by Nick Miles

Charge Admin Fees

After you have determined your Fund Fee Types and have set up all the Funds that are charged Administrative Fees, you can assess your Admin Fees. Navigate to Admin Fees from the Home page. Click on Change  Fund from the left-side menu. Under Set  Admin  Fee  Fund, select the Fund that will receive the Admin Fee revenue. Click Create from the left-si...

0 min reading time
Updated September 11th, 2019 by Nick Miles

Add Users to Networks

Edit the Name of a network, network IP Address/Subnet, and add Users to specific networks. While viewing the network page, Click the ID of the network that you want to edit. Click Edit. Edit the Name of the network, and the network IP Address/Subnet, then click Save. Check the box next to each user that you want to add to the network, then click Sav...

0 min reading time
Updated December 14th, 2018 by Nick Miles

Create Multifund SLM Scholarships

You can pay a SLM Scholarship from multiple Funds by using the Make MultiFund feature. Navigate to Scholarships from the Home page. In the Scholarship Buckets window at the top of the page, click SLM. Next, in the SLM Scholarship Import window, select the Scholarship Request ID number. Click the Make Multifund button from the left-side menu. If the ...

0 min reading time
Updated May 9th, 2019 by Nick Miles

Refund a Credit Card Payment

If this is your first time refunding a credit card payment, please speak with your CSM before proceeding. To Refund a Credit Card Payment: Navigate to Donations Select the Donation ID. Click Refund CC from the left-side menu. Click Yes to confirm that you want to Refund the Donation Post. The credit card charge will be reversed, and the donation wil...

0 min reading time
Updated August 31st, 2018 by Nick Miles

Record a Journal Entry

You can utilize Journal Entry (JE) to record adjusting entries. For example, at the end of each month, there may be a journal entry to record equipment depreciation. This JE will include a debit to Depreciation Expense (E) and a credit to Accumulated Depreciation (A). To Record a Journal Entry: Navigate to General Ledger. Select Journal Entry from t...

0 min reading time
Updated March 27th, 2019 by Nick Miles

Assign Profile Types

Note: You must create Profile Types before you can add them to a profile. Click here to learn how. When creating or editing a profile, scroll to the bottom of the profile and check the box(es) next to all profile types that apply. Save or Create the profile....

0 min reading time
Updated October 24th, 2019 by Nick Miles

Create & Post an Internal Grant

Use an internal grant to send money from one fund to another fund. Select Grants from the Home page. Click Create. Enter the Source Fund and the Destination  Fund then click Create. Source Fund - fund that the money is coming from. Destination Fund - fund that the money is going to. Enter the grant information: Grant Date Description Grant Type Amou...

0 min reading time
Updated July 29th, 2019 by Nick Miles

Close and Open a Fund

Close a Fund If there are assets in the fund, you will need to clear the balances, or transfer the assets to another fund before you can close the fund. Select Funds from the Home page. Search for a Fund and select from the drop-down, or click List to select from a list of all funds. If you clicked List, select the ID of the fund that you want to cl...

0 min reading time
Updated September 4th, 2018 by Nick Miles

Create an Invoice

Go to Invoices. Search for and select the Customer. Enter the Invoice Date. Select the Fund that will receive the invoice payment.  Enter a Location. Attach a File if needed. In the section labeled Items, enter the details of what goods or services were provided. Enter a Description. Enter the Quantity (Qty). Enter the Unit Price. Select the Revenue...

0 min reading time
Updated July 16th, 2018 by Nick Miles

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...

0 min reading time
Updated January 14th, 2019 by Nick Miles

Edit an Account

To Edit an Account: Navigate to the Accounts page. Click the Account Number for the account you want to edit. Select Edit from the left-side menu. Fields available for editing include: Has Checks - Enables the ability to create checks from this account.  Check Format - Allows you to assign a specific type of check to an individual account. The Check...

0 min reading time
Updated July 25th, 2019 by Nick Miles

Add a Campaign

Select Campaigns from the Home page. Click Add Campaign. Click the drop-down menu, and select a Campaign Group. A campaign group is a specific type of event that your foundation hosts, or mailing that your foundation delivers. See this tutorial for more information about campaign groups. Click the calendar icon to select the Campaign Date, enter a D...

1 min reading time
Updated April 4th, 2019 by Nick Miles

Make Vendor Profile

After creating a profile, you can designate the profile as a vendor. A vendor can be described as a profile that bills your foundation, which your foundation pays. Select Profiles from the Home page. Search and select an organizational Profile, or click List to select from a list. Hover your cursor over the left-side menu, scroll to the bottom, and ...

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Updated September 4th, 2018 by Nick Miles

Delete a Donation

If the Donation has already been Posted, it must be Unposted before you can Delete it. To Delete a Donation: Navigate to Donations from the Home page. Select the Donation ID number. Click Delete from the left-side menu. ...

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Updated August 23rd, 2018 by Nick Miles

Base Camp Access

Access Base Camp directly from CommunitySuite to watch instructional videos in Learning Lab, download and print written tutorials, offer ideas, and explore information related to the philanthropic sector. To access Base Camp from CommunitySuite: Log into CommunitySuite. Click on the black circle (question mark) in the upper-right corner of the scree...

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Updated September 4th, 2018 by Nick Miles

Cash Balancing Setup

Navigate to the Funds page. Click the ID of a desired Fund. Select Edit from the left-side menu. Scroll to the Cash Management section at the bottom of the page. Check the box next to Manage Cash. To the right of Investment Account, click the drop-down menu to assign an Investment Account. If the Fund issues checks, click the drop-down menu to the r...

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Updated June 27th, 2019 by Nick Miles

Add Voucher Approvers

If you've enabled voucher approval in System Data, you can add voucher approvers to your funds. The voucher approval feature is specifically for non-scholarship and non-grant vouchers. Select Funds from the Home page. Click Voucher  Approvers. If Voucher Approvers does not appear, you will need to configure the feature in System Data. Click Add Appr...

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Updated October 19th, 2018 by Nick Miles

Edit & Delete a Pledge

To Edit a Pledge: Navigate to Pledges from the Home page. Click the Pledge ID number. Click Edit from the left-side menu. In the Pledge window, edit the Description and/or Amount. Note: The Pledge Amount cannot be decreased; it can only be increased. In the Adjust Pledge Amount window, next to Adjust Date, select when you want to adjust the pledge a...

0 min reading time
Updated September 4th, 2018 by Nick Miles

Create a Grant Cycle

The Grant Cycle defines the dates that the Grant Catalog will be available for Donations and Grant Requests in the Donation Portal. To create a Grant Cycle: Navigate to Grants. Select Grant Cycles from the left-side menu. Click Create from the left-side menu. In the Create Grant Cycle window, enter the following: Name - Name of the Grant Cycle. Requ...

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Updated June 20th, 2019 by Nick Miles

Clear Unspent Spendable Balance

If a fund’s spendable balance is not spent it will remain in the spendable balance and it will be calculated as part of the Fund's assets. Follow these steps to clear any unspent distributions. Select Distributions from the Home page. Select Clear  Spendable. Enter the As Of Date (date that the unspent spendable balance will be reset to zero), and a...

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Updated May 8th, 2019 by Nick Miles

Create a Pledge

Navigate to Pledges from the Home page. Select Create from the left-side menu. Search for the Profile making the Pledge and select the Profile from the drop-down list. In the Add Pledge window: Select a Pledge Date. Enter a Destination Fund. If the Donor wants remain anonymous, check the box next to Anonymous. Enter a Description. Select a First Pay...

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Updated October 22nd, 2019 by Nick Miles

Donor Report

The donor report provides a high-level overview of the contributions that have been made from each donor; as well as donor contact information, and certain customer relationship management (CRM) information.  Below you'll find a description of each field in the report, limitations, dependencies, and where the data from each field is pulled from. Pro...

2 min reading time
Updated September 4th, 2018 by Nick Miles

Add a Distribution Beneficiary

Navigate to Funds from the Home page. Select the desired Fund. Click Add Beneficiary from the left-side menu. Choose a Grantee or an Internal Fund to receive the Distribution.  Repeat these steps to add additional beneficiaries. Consider the following when adding Distribution Beneficiaries: If a fund only has one (1) beneficiary, that beneficiary wi...

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Updated April 3rd, 2019 by Nick Miles

Filters Overview

Within CommunitySuite, you can refine your data using Filters. Currently, there are three terms used to describe Filters: List Filter List Filter Reports Note: The terminology used to describe filters (and the functionality of each filter type) varies depending on which part of the system you're working in. Filtering may not be available in certain ...

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Updated March 8th, 2019 by Nick Miles

Add a Historical Donation

To add a historical donation: Navigate to Donors from the Home page. In the Profiles window, select the ID of the desired profile. In the Profile Is section of the Profile record, click Donor. This will display the Donor Record for the associated profile. Click Historical Donation from the left-side menu. Complete the fields within the Add Historica...

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Updated August 27th, 2018 by Nick Miles

Reconcile an Account

To Reconcile an Account: Navigate to the Accounts page. Click the ID for the Account that you want to Reconcile. Click Reconcile from the left-side menu. Click Edit next to Statement Date.  Enter the Statement Date that you want to Reconcile. Click Save. Click Edit next to Statement Balance.  Enter the Ending Balance of the Account. Click Save. Chec...

0 min reading time
Updated March 21st, 2019 by Nick Miles

Add Campaign Tickets

To Add Campaign Tickets to a Campaign: Navigate to Campaigns from the Home page. Select a Campaign by clicking on the Campaign ID. Click Add Ticket from the left-side menu. In the Create Campaign Ticket window, enter the following: Name Units The number of units that one ticket is worth. Price You can set the ticket price to zero and use tickets as ...

0 min reading time
Updated July 25th, 2019 by Nick Miles

Refund a Grant

Select Grants from the Home page. Select the Paid grant bucket. Select the ID of the grantee who received the grant. Click the grant ID. Select Refund. Enter a Refund Date, a Refund Amount, and a Refund Reason, then click Receive Refund Check. In the Refunds window, click the GrantID. Click Deposit to Bank, and follow steps 3-5 in this tutorial....

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Updated February 21st, 2019 by Nick Miles

Print Fund Statements

Once a Fund Statement has been created and reviewed, you can print them individually, or in batch. Navigate to Funds from the Home page. Select Fund Statements from the left-side menu. In the Fund Statements (Calendar Year) window, select a Statement Date. To print an Individual fund statement: Select Print Individual from the left-side menu. In the...

1 min reading time
Updated July 25th, 2019 by Nick Miles

Create a Fund

Select Funds from the Home page. Click Create. Complete all applicable fund fields and settings. At a minimum, you must enter a fund Name, select a a fund Group (if no fund groups populate, you'll need to create a fund group), and select a Checking  Account. Basic Settings Name Internal fund name, created by your foundation. Short Name Abbreviated n...

2 min reading time
Updated June 26th, 2019 by Nick Miles

Edit a Grant

Grant details can be edited directly from a grant, by entering edit mode, or from the left-side menu.     Note:  The fields and features available to add and/or edit may differ depending on how your grant is set up, and where you're editing from (edit mode, from a grant, left-side menu).  You must Unpost a Grant before it can be edited. Select Grant...

1 min reading time
Updated September 25th, 2018 by Nick Miles

Available Cash Overview

A non-endowed fund can have a spendable number that is different from it’s available balance. This might be the case if: A foundation uses a cushion of investment assets to allow room for market fluctuations. A fund has assets in holding accounts, like a pending stock sale or pledges/accounts receivable, where it is a non-spendable asset. To address...

0 min reading time
Updated October 29th, 2018 by Nick Miles

Example Donor Portal Rollout

Click on this link for an example of how the Communities Foundation of Oklahoma rolled out their Donor Portal to Donors....

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Updated September 12th, 2019 by Nick Miles

Import Vouchers

Import regular vouchers and statement vouchers into CommunitySuite. Select Vouchers from the Home page. Click Import Vouchers. Select Download Template under the type of voucher that you want to upload. The template will download as a .csv file, and save to your computer's Downloads folder. Open the template, enter voucher information for each vouch...

0 min reading time
Updated May 8th, 2019 by Nick Miles

Edit Pledge Payment Schedule

If you want to edit a payment schedule or break up the pledge into multiple payments and payments dates: Navigate to Pledges from the Home page. Click the Pledge ID number. Select Edit Schedule from the left-side menu. In the Payment Schedule window, adjust the Date, Amount, or enter additional payments. Click Save. Note: The Pledge Payment Schedule...

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Updated March 13th, 2019 by Nick Miles

Create Spendable Grants

If your funds have beneficiaries, you can transfer the spendable balance to the beneficiaries' control by creating Spendable Grants. From the Funds page, click Create Spendable Grants from the left-side menu.  Add a Date and a Description, then click Create Grants. You will be redirected to the Grants page, and the Spendable Grant will be located in...

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Updated July 15th, 2019 by Nick Miles

Grant Cards Overview

Grant Cards are digital gift cards that people can use to pay for items in the Online Donations page. Before using this feature, make sure to set your default Grant Card Expense account, and default Grant Card Liability account, in system default accounts.  The Grant Cards feature has two layers of functionality: Internal/Manual Grant Cards Set asid...

0 min reading time
Updated September 4th, 2018 by Nick Miles

Create and Set Donation Types

Donation Types determine where your Donations are Posted. To Set Donation Types: Navigate to Donations from the Home page. Select Donation Types from the left-side menu. There are three (3) Donation Posting Account Options: A - Manual - Manually choose a Revenue Account for each donation. Check the box next to manual to choose a Revenue Account for ...

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Updated April 29th, 2019 by Nick Miles

Approve and Pay an Internal Grant

Note: You must create and post the grant before you can approve and pay. Select Grants from the Home page. Select the Approval bucket. Select the grant ID that you want to approve & pay. Click I Approve from the left-side menu, or from within the I nternal Grant. Note: After selecting I Approve, the grant will move to the Voucher bucket. Pro Tip...

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Updated October 29th, 2018 by Nick Miles

Create a Donor Portal

Navigate to the Fund Advisor record for the relevant Profile.  If the Profile has not been designated as Fund Advisor, click + Make Fund Advisor from the left-side menu of the profile page. Click Send Login Email from the left-side menu.  If the Send Login Email doesn't populate, ensure that the Fund Advisor has: An email listed in their Profile. A ...

0 min reading time
Updated September 18th, 2019 by Nick Miles

Void a Check

Checks that have been posted and issued can be voided. Once a check is voided, the voided status cannot be reversed. You will not be able to void a check if the books have been closed for the payment account that the check was paid from. Select the Posted  Check  Bucket and click the CheckID of the check you want to void. Click Void. Click Yes. The ...

0 min reading time
Updated May 21st, 2019 by Nick Miles

Deposit a Payment

After applying or accepting check/cash payments, you can deposit them to the bank. Navigate to the Till. Click Deposit to Bank from the left-side menu. In the Deposit Cash/Checks from Till into Bank window: Select a Bank Account. Enter the Deposit Date This needs to be the day that the money was deposited. Check the boxes next to each Payment that y...

0 min reading time
Updated October 31st, 2019 by Nick Miles

Create a Profile Payment

Select Profiles from the Home page.   Search for a profile or click List to select from a list. Click Create Payment. Enter the Payment Date, Payment Method, Amount, Check  Number (if applicable), Fund, and a Note (if applicable), then click Create. Stripe payments will auto reconcile through the till and will not need to be manually reconciled. Onc...

0 min reading time
Updated August 31st, 2018 by Nick Miles

MailChimp Integration Overview

The CommunitySuite/MailChimp integration allows you to sync Campaign Donor information from CommunitySuite into a MailChimp list. Currently this is a one-way integration, meaning that data is only passed from CommunitySuite to MailChimp.  The Donor information passed from CommunitySuite to your MailChimp list includes:  Email Address First Name Last...

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Updated February 1st, 2019 by Nick Miles

Recurring Donations

To set up Recurring Donations for a donor: Navigate to the donor's Profile. If they do not have a Donor profile designation, select Make Donor from the left-side menu. Click Add Recurring Donation from the left-side menu. In the Add Recurring Donation window, complete all applicable fields (* = required): Amount* Description* Start Date* Donation In...

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Updated October 17th, 2019 by Nick Miles

Site Data Settings

Below are descriptions of each field on the main System Data page. Depending on your system configuration, certain settings may not appear. If a setting is missing that you think you should have, please contact support or your CSM. Site Data Default Fund - this is the default fund for transactions where a specific fund is not indicated. Please note ...

5 min reading time
Updated October 22nd, 2019 by Nick Miles

Run Default Reports

Generate default reports from predefined criteria in CommunitySuite. Select Reports from the Home page. Select the name of the default report that you want to generate. Enter a custom date range, or select a common date range.   Review the report, then export the report to your computer as a .CSV file, change the custom/common date range, or click R...

0 min reading time
Updated October 22nd, 2019 by Nick Miles

Run Custom Reports

Run custom reports for customer relationship management (CRM) data, and certain financial data in CommunitySuite. Select Reports from the Home page. In the Custom Reports window, click Create next to the type of report that you want to create. Specific financial reports such as balance sheet, income statement, cash flow, etc., can be found on the Fi...

1 min reading time
Updated September 4th, 2018 by Nick Miles

Create an Annual Budget

To Create an Annual Budget: Navigate to Budget from the Home page. Click Create from the left-side menu. Enter the Budget Year. Click on the short-name of a Fund.  Enter the Yearly Budget for each line item in the Fund.  CommunitySuite will divide the amount listed within each line item by 12 to create a monthly budget.  Click Update....

0 min reading time
Updated August 31st, 2018 by Nick Miles

Reverse Reconcile an Account

To Reverse Reconcile an Account: Navigate to Bank Reconcile from the Home page. Click the ID for the Account that you want to Reverse Reconcile. Click Reverse  Reconcile from the left-side menu. Search for Transactions that have not cleared by typing an amount in the Search box.  Select a Transaction from the drop-down to add it to your Reconcile. C...

0 min reading time
Updated August 27th, 2018 by Nick Miles

Unreconcile an Account

To Unreconcile an Account: Navigate to Bank Reconcile from the Home page. Click History  Report for the Account that you want to Unreconcile.  Select Unreconcile.  Click Yes to confirm that you want to Unreconcile the Account. Note: To Unreconcile previous reconciliations, repeat steps 1-3....

0 min reading time
Updated March 18th, 2019 by Nick Miles

Create Fund Statements

Navigate to the Funds page. Select Fund Statements from the left-side menu. Click Create from the left-side menu. Select a time range for your statements (ie. Quarterly, Monthly, Yearly or customize the statement dates). A list of Funds and Fund Advisor's who receive statements will be created. The list will depend on the default statement intervals...

1 min reading time
Updated June 6th, 2019 by Nick Miles

Site Custom Content Fields

The Site Custom Content page allows you to add custom text, and messages, to your Donor Portal, Donation Portal, and other areas in CommunitySuite. This tutorial will describe the available content fields, where they display within the system, and how to edit the information associated with each field. advisor_login_email This is the default email t...

1 min reading time
Updated October 30th, 2019 by Nick Miles

Development & CRM Overview

Profiles A Profile is a native record or contact for any entity in your system. Profiles are a foundational piece to your organizational success as they capture both the contact information and relational framework between constituents. Effectively capturing, stewarding and maintaining profile data is important to the longevity of your relationships...

10 min reading time
Updated September 4th, 2018 by Nick Miles

Upload a Template

Navigate to System Data. Select Templates in the left-side menu. Click Create. In the Upload Template File window: Select the Type of Template. To have all awards made to a recipient consolidated into one letter, click Advanced. (For Grants and Scholarship letters only.) Click Choose File and locate the Template on your computer. Enter a Description...

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