Void and refund a scholarship check if you do not need to repay the check, or you need to send the check to a new university because the student has changed schools Only 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 clos...

Change a user's password, or prompt them to create a new password. Your foundation's User Password Policy can be configured from System Data.  Strong passwords are crucial to the security of your Foundation. For more information about security and passwords, check out this blog from Cory Brester (Foundant's Director of CRM & Information Systems)...

After a donation is recorded in CommunitySuite, you can generate and send tax receipts to donors in bulk. Select Donations from the Home page. Click Tax Receipts. Click Bulk  Process. Check the box next to each donation that should receive a tax receipt. Scroll to the bottom of the page and select Print  Receipts, Download  Receipts, or Email  Recei...

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...

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...

To sync approved Scholarships from CSuite to SLM, you must create a CSuite process in SLM before a Scholarship can be synced. This must be created as a new process and cannot be copied from another process.  Creating a SLM CSuite process is only required if you plan on sending Scholarships from CSuite to SLM. On the Add Process page, the External Ty...

Import opportunities from a different system into CommunitySuite. Select Opportunities from the Home page. Select Import. Select Download Template and the template will download to your computer's Downloads folder as a .csv file. Open the template (.csv file) and enter the profile_id and opportunity_type_name that are associated with the opportunity...

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....

Navigate to Vouchers. Select the Voucher ID number. Click Edit in the left-side menu. Once all edits have been made, click Save. You can also edit the address from the main Voucher page (after selecting the Voucher ID number) but clicking [edit] from within the address field. ...

After creating a CSuite Process in SLM and configuring your SLM settings in CSuite, you can sync approved CSuite Scholarships to SLM.  The Scholarship must be Posted in CSuite before it can be synced to SLM. To send a Scholarship to SLM:  While viewing a Scholarship in CommunitySuite, click Edit SLM Options from the left-side menu. In the Scholarshi...

Print and/or email a single yearly tax receipt for one specific donor. Select Donors from the Home page. Search for the name of a donor. Select Yearly Tax Receipt. Click Display. Email the receipt to a new email address, or print the receipt as a PDF. If you choose to print the yearly tax receipt and it doesn't generate properly, click Rebuild Recei...

Navigate to the Funds page. Select Fund Statements. Click Create. Select a time range (year, quarter, or month), or enter a custom date range and click Create Custom.  The statements that will be included in the list will depend upon the default statement intervals and the timing of when you create the statements. Choose which funds to include.  You...

A grant cycle defines the dates that the grant catalog will be available for donations, and grant requests in the Donation Portal. You can have multiple active grant cycles at the same time. Select Grants from the Home page. Select Grant Cycles. Click Create. Give the grant cycle a name and complete the remaining fields, then click Create. Grant Cyc...

Save time by updating the names of profiles, addresses, phone numbers and email addresses in bulk. Warning If you're unfamiliar with this feature, please speak with your CSM before proceeding. Changes made in bulk can only be corrected if you save the original data and then upload that through bulk update . Select Profiles from the Home page. Click ...

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...

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...

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....

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...

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...

Select Grants from the Home page. Click Create. Search for a Grantee or click List and select from the list, then click Create. Enter the grant information and click Create. Grant Fields Grant Date Description Grant Type (if applicable) Amount Conditional - checking this box indicates that the recipient must do something in order to receive the next...

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...

Add gender fields and assign them to profiles in CommunitySuite. Please note that CommunitySuite prepopulates male and female gender fields by default. Select Profiles from the Home page. Select Profile Types. Select Add Gender. Give the gender field a Name and click Create. The new gender field will now display on the Profile Types page, and can be...

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...

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....

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 ...

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....

Import notes into CommunitySuite from a different system. Select Notes from the Home page. Select Import. Click the drop-down to select the type of notes that you want to import. Click Download Template. The template will download to your computer's Downloads folder. Open the template, and enter the donation_id and note_text fields for each donation...

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 ...

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. ...

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...

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...

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...

Once you’ve created a CSuite Process in SLM, you’ll need to configure your default SLM settings in CommunitySuite. To do this, the process in SLM must be turned on. Please note that these settings only need to be configured if you plan on sending Scholarships from CSuite to SLM. To configure your SLM Settings in CommunitySuite: Navigate to System Da...

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...

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. ...

Create spendable grants to transfer the spendable balance of a fund to the fund beneficiaries control. You must add and edit fund beneficiaries to the fund before you can create spendable grants. Select Funds from the Home page. Click Create Spendable Grants. Click Specific Funds to create spendable grants for specific fund groupings. If you want to...

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. ...

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

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...

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...

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...

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...

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...

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...

Create and post charitable pledges from donors. Select Pledges from the Home page. Click Create. Enter the name of the profile that's making the pledge, and select from the list. Enter a Pledge Date (actual date when the donor pledged to donate). Enter a Destination Fund (fund where donations towards the pledge will go). Enter a Pledge Date (actual ...

Cancel a voucher that's been approved and posted. You cannot undo this action. You should consider unposting the voucher before proceeding.  Select Vouchers from the Home page. Select the Posted voucher bucket. Select the voucher ID. Select Cancel. If necessary, edit the Post Date, then click Cancel Vo ucher. The cancelled amount will be recorded in...

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...

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...

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...

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...

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 ...

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....

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....

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...

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...

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...

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...

Use fund groups to group similar funds together in the Donation Portal, and for reporting purposes. You must create a Fund Group before you can create a fund. 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 Dona...

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...

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...

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...

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 Financials page. Scroll through the list and select Funit Id. If desired, continue adding additional fields. Select ...

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 ...

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...

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....

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...

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 ...

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...

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...

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 ...

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...

Overview There are many ways to update profiles when a married couple experiences a death or divorce. This article outlines recommendations for households that have a household and two individual profiles. In both scenarios, review Fund Advisor and Profile Fund Category links, and determine if they are still accurate: Remove fund advisor records fro...

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. Select the Address where you want the check to go. This will default to the address that was designated as Pay i...

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...

Overview CommunitySuite uses Stripe webhooks to process and record payments made from the Donation Portal, and to initiate the real-world transfer of money from Stripe to your bank account. In this article we'll show you how to enable/disable the web-hooks in your Stripe Payment Processor and explain how they work. Please note that Stripe webhooks o...

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 information such as spouse name and email is s...

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...

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...

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...

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....

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...

Users are the people who have access to the back-end of your CommunitySuite system. Generally, an employee, a board member, an intern, a volunteer - are all users. Anyone who needs access to the system must have a user account created for them. How It Works Your system adminstrator will need to create User accounts for each person at your foundation...

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....

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 ...

Select Vouchers from the Home page. Select the New voucher bucket. If you would like to post all vouchers that are in the New bucket at the same time, click Post All in the left menu. Continue reading to learn about posting individual vouchers and how to pay a voucher. Click the voucher ID that you want to pay. Depending on your workflow (voucher ap...

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...

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...

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...

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...

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...

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...

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...

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...

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....

Designate members of your staff as stewards, to help track and manage donors. Select Steward from the Home page. Click Add Stewards. Check the box(es) next to each user that you want to make a steward. Scroll to the bottom of the page and click Create Stewards....

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...

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...

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....

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 ...

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...

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...

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...

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...

Add an image to a fund that you can then display in the online Donation Page or Fund Advisor (Donor) Portal. Select Funds from the Home page. Select List. Select the ID of the fund. Hover your cursor over the left menu, scroll to the bottom, and click Add Image. Click Choose File and select your image. Click Save. The image will now appear on the fu...

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...

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 ...

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 (...

After creating and posting an external grant, you can approve and pay the grant. To approve a grant, you must be listed as a grant approver on the granting fund. Select Grants from the Home page. Select the Approval grant bucket. Select the grant ID that you want to approve and pay. Click I Approve. After selecting I Approve, the grant will move int...

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...

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...

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 ...

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 - this allows you to create open ended grant requests. In other words, this allows you to raise as much as you can for a specific grant reque...

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 ...

Select Donations from the Home page. Click Recurring. Select the ID of the recurring donation that you want to delete. Click Delete....

Overview Engagement Strategies are a user-defined list of fields that enables segmentation of a database for donor development and communication purposes. Unlike other user-defined fields used in profile segmentation, only one Engagement Strategy is applied per profile. A single profile record may have multiple attributes applied from any of these u...

Create engagement strategies to help segment your profile database for donor development and communication purposes.  See Engagement Strategies Overview for more information about engagement strategies. Select Profiles from the Home page. Click Profile  Types. Click Add Engagement Strategy. Give the engagement strategy a Name, and click Save. Next, ...

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): Anonymous - check the box if the donor wants to remain anonymous to fund advisors in th...

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...

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....

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...

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 ...

Generate default reports from predefined criteria in CommunitySuite. Check out this article for a list of commonly used reports. 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 ...

Overview The Donation Portal is a public facing website, used to facilitate online donations from the public.  Components Stripe Fund Group Fund(s) Setup Stripe Setup If you have a Stripe account and it is linked to CommunitySuite, you can skip to Create a Fund Group. If you do not have a Stripe account, and or it has not been configured in Communit...

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...

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...

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 and the donation is dated within the last 30 business days, ...

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...

Overview The Investment Report can be used to report on investment activity by investment account and level. Components Investment Accounts Setup First, you'll need to define the investment level for each investment account that you want to report on. Select Accounts from the Home page.   Select an investment account. Click Edit. Select an Investmen...

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...

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...

NOTE: Many aspects of this article pertain only to your original migration. If you are looking for instruction on loading profiles through the Profile Import tool, those are outlined in CSuite (from Home, go to Profiles, then Profile Import for instructions). When importing your data and setting up your CRM system there are a few key decisions to ma...

Print and/or email yearly tax receipts for all donors at the same time. Yearly tax receipts can be generated from the Donors page and from Custom Reports. Generate yearly tax receipts from a custom report if you don't want to send duplicate tax receipts (both email and printed) to donors who have both an email and mailing address listed on their pro...

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....

Break one payment/installment into multiple payments/installments with unique payment dates. Select Grants from the Home page. Select the grant ID number. Click Edit Pay Schedule. Add or edit a Payment Date(s), Amount(s), and check or uncheck the box next to Conditional. Conditional payments are those in which the recipient must complete an action b...

Upload and configure custom templates for donation letters, grant letters, scholarship letters, and more. If you haven't built out your templates, you can build them from examples and/or use template documentation for a list of template specific merge fields. Select System Data from the Home page. Select Templates. Click Create. Use the drop-down me...

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...

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...

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....

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. ...

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...

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...

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...

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...

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...

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 ...

Once you've created and configured your admin fee types, and applied them to the relevant fund(s), you can charge admin fees Please note that CommunitySuite uses only  Bank and Investment accounts to calculate admin fees. If the Available Daily Balance flag is enabled for a specific admin fee type; CommunitySuite will look at all asset accounts when...

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 ...

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 ...

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 ...

Use the process below to import and post historical financial transactions into CommunitySuite. Select General Ledger from the Home page. Select Import. Click Download Template, then enter your financial transaction data into the template, and save the template to your computer. Select Choose File, then locate the file (template) containing the fina...

If you import financial transactions and realize that you made a mistake (after the data has been posted), you can unpost all imported transactions (from that specific import) at the same time. Select General Ledger from the Home page. Select Import. Click Bulk  Unpost. Click the Transaction Timestamp of the transaction that you want to unpost. Sele...

Import historical, and legacy donations (from a previous system), into CommunitySuite. Select Donations from the Home page.   Click Import Donations. In the CSV File Format and Examples window, click Download Template, and a .csv template will download to your computer's Downloads folder. Review the File Format Notes before proceeding. Open the impo...

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...

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...

Use the import scholarships feature to batch import scholarships. Select Scholarships from the Home page. Select Import. Select Download  Template. Open the template, add the scholarship data that you want to import, then save the template to your computer. Select Choose  File. Check or uncheck the boxes next to Create Profile on Conflict and Update...

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...

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. Click on the account name for the transaction you wish to reclass. Select Reclass from the left-side menu. In the Reclass Transaction...

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...

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...

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...

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...

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...

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...

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...

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...

Overview Mailchimp is a third-party software, designed to help it's users create and manage mailing lists, newsletters, and automated campaigns (check out this link for more information about Mailchimp). The CommunitySuite + Mailchimp integration allows you to: Link CommunitySuite to Mailchimp using the Mailchimp API. Sync multiple campaigns (invite...

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...

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: ...

Select Funds from the Home page. Search and select the fund that the recurring grant will be from. Hover your cursor over the left-side menu, scroll to the bottom, and select Add Recurring Grant. If this will be an external recurring grant, enter the name of the Grantee, or click Show List to select from a list of grantees. If this will be an intern...

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....

The Grant Catalog is a feature that facilitates crowdfunding, co-funding, and other funding needs for Nonprofits. The Grant Catalog allows Fund Advisors and the public to donate to a specified list of funding requests. The Grant Catalog is visible from the Donor Portal and Online Donations webpages or via a private link. This page is open to the pub...

Navigate to Profiles Select Create from the left-side menu. Enter the Profile as an Individual, Household, or Organization. Check out this article for more information about Individual, Household, and Organizational profiles. Complete all applicable fields: Salutation - This is how a Profile name will appear correspondence sent from the system. If t...

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....

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...

Create internal grants 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...

Cancel individual scholarship payments for scholarships with multiple payments. Scholarship payment(s) must be approved, and the scholarship must be posted before you'll have the option to cancel a payment. If you want to cancel an entire scholarship at once, see Cancel a Scholarship Award. Select Scholarships from the Home page. Select the Open gra...

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...

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...

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 ...

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....

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....

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 ...

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 ...

Notes can be added to records throughout CommunitySuite. If a record is associated with a unique ID or number, the option to Add Note will appear in the left-side menu. Click Add  Note from the left-side menu. Select a Date, enter the name of a Fund to link the note to a fund. (Optional) Check the box next to Sticky to place the note at the top of t...

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 ...

Overview The COVID-19 grant field is designed to allow consistent tracking of funding trends across the sector in response to COVID-19. The shared aggregated data will show how much, where, and for what purpose funding is being distributed. With over 1750 grantmakers and 240 community foundations, our clients’ combined data can provide valuable insi...

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/Profile Links. Click Add...

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...

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

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 ...

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...

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 ...

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...

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...

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

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...

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...

Add Fund Beneficiaries Select Funds from the Home page. Search for the fund or click List and select the fund from a list of all funds. Hover your cursor over the left-side menu, scroll down and click Add Beneficiary. Enter the name of the Grantee or Fund that you want to make a beneficiary, then select it from the list. Edit Fund Beneficiaries Sele...

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 ...

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...

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...

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...

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....

Navigate to Scholarships from the Home page. Click Scholarships 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, and associated awards, will appear in your Donor Port...

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....

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...

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...

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 Name EIN Address Address2 City State Zipcode Phone Default Fund - this is the default fund for transactions w...

The check payment approval feature allows you to set different levels of payment amounts, and assign specific users to each level. The users that you assign to each level will be required to approve checks before they can be printed. Configure Check Payment Approval Select Checks from the Home page. Select an Account. Select Payment Approval. Click ...

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...

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...

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...

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...

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 ...

After creating and posting an external grant, you can approve and pay the grant To approve a grant, you must be listed as a grant approver on the granting fund. Select Grants from the Home page.  Select the Approval bucket. Select the ID of the grant that you want to approve & pay. Click I Approve. After selecting I Approve, the grant will move ...

Cancel individual grant installments for grants with multiple installments. Both the payment(s) and the grant must be approved before you'll have the option to cancel a grant installment. If you want to cancel an entire grant at once, see Cancel a Grant. Select Grants from the Home page. Select the Voucher grant bucket. Select the ID of the grant. C...

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...

CommunitySuite allows foundations who manage funds in investment pools to share investment revenue, losses, and fees on a monthly, quarterly and yearly basis. Revenue share can be run for both statement vouchers and/or traditional vouchers. Follow the steps below and select the correct path depending on whether you're running revenue share for state...

Checks that have been posted and issued can be voided. Once a check is voided, the voided status cannot be reversed. Important: Do not (under any circumstances) delete any journal entries associated with the voided check. You will not be able to reconcile your bank statement if any of the associated journal entries are deleted. Select the Posted  Ch...

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...

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...

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...

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 ...

If you are refunding a grant that is synced to GLM, the refund will not automatically update in your GLM site at this time. We recommend that you discuss options with your Fund Accounting CSM prior to processing the refund. Select Grants from the Home page. Select the Paid grant bucket. Select the ID of the grantee who received the grant. Click the ...

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...

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,...