Updated May 8th, 2019 by Reina Gallion

Close a Scholarship

Once all payments have been processed, go to the Scholarship Recipient record. Click Close in the left-side menu.  Note: Consider leaving all scholarships open until there is no chance of a student transferring or quitting and the school/grantee refunding the money. The Scholarship will be listed but will have "closed" in the Student Record -> Sc...

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Updated August 30th, 2018 by Reina Gallion

Unpost and Delete a Deposit

From the Till page, click List Deposits in the left-side menu.  Then click on the deposit ID number.  Once in the deposit, click Un-Post in the left-side menu.  The deposit will be unposted and deleted.  Checks previously included in the deposit will return to the Undeposited Checks and Cash list on the Till page. ...

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Updated July 12th, 2018 by Reina Gallion

Ajah Integration*

CommunitySuite is integrated with Ajah, which allows Canadian clients to check and confirm a grantseekers nonprofit status. To utilize Ajah, the grantee's business number (tax ID) must be present in the grantees profiles. In System Data, the box next to Enable  Ajah must be checked and the box next to Enable Guidestar must be unchecked. You may run ...

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Updated May 12th, 2021 by Reina Gallion

Cancel a Scholarship Award

Cancel a scholarship award if the award isn't moving forward, but you'd like to keep a record in CommunitySuite. Use Case Examples: The scholarship recipient lost eligibility for the scholarship before payment and you need to transfer the money back into the granting fund or to an alternate student. The scholarship award was refunded, and you need t...

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Updated July 25th, 2019 by Reina Gallion

Deposit Checks & Cash to Till

Select Till from the the Home page. Click Deposit to Bank. Click the drop-down menu to select which Bank Account the refund should be deposited in, then click the calendar icon and select a Deposit Date. Check the box next to each item that you want to deposit, then click Deposit. Click the checkbox next to Amount to select all items at once. A summ...

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Updated August 30th, 2018 by Reina Gallion

Reconcile Non-Till Transactions

Donations made via Credit Card or methods other than cash and checks must be reconciled.  Transactions that need to be reconciled are located on the Till page, under Unreconciled Non-Till Transactions.  Click Reconcile next to the payment processor you wish to reconcile.  Select the Deposit Account.  Enter the Fee Amount for each transaction.  If yo...

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Updated August 31st, 2018 by Reina Gallion

Create a Grant*

If a Fund Advisor who holds a Fund at your foundation wants to grant money to a nonprofit grantee or if they wish to give to another Fund, they can do this from their online Donor Portal or you can create a new Grant Request for them. From the Homepage, select Grants from the top tabs or from the Nonprofit column Click on Create from the left menu B...

1 min reading time
Updated March 8th, 2018 by Reina Gallion

Processing Grantee Funding Requests for the Grant Catalog*

Once the Grantee fills out the Nonprofit Grant Application Form with their Grant Request Information, their submission will automatically show within CommunitySuite’s Grants section under the "Catalog" bucket. Within the catalog bucket, you can access pending requests to edit, accept or deny them. When a Grant Catalog funding request is made, it com...

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Updated March 8th, 2018 by Reina Gallion

Grant Catalog Categories*

After creating a Grant Cycle for a Grant Catalog you will need to make categories that will organize the online catalog.  Example categories for an online catalog are Critical Needs, Opportunities, Environment, Health and Human Services, Arts and Culture, Education, Youth Development etc. You need at least one (1) category to create a Grant Catalog ...

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Updated September 13th, 2018 by Reina Gallion

Pay a Scholarship - Auto Approval Workflow

This is the workflow for paying a scholarship if grant approval is not configured in System Data, or if Auto Approval is selected when creating the scholarship opportunity.  Once all scholarship award information is entered including all payments and payment information, click Post in the left-side menu. Click Set in the Approved column next to the ...

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Updated May 8th, 2020 by Reina Gallion

Add Tasks to Opportunities

An Opportunity Task is a special kind of task that can only be added on the Opportunity level through the + Add Opp Task button on the left sidebar (the + Add Task is the same task functionality that is across CSuite and will not add the task to the Opportunity).  When an Opportunity Task is marked done, you can add outcome notes to the task, which ...

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Updated March 9th, 2018 by Reina Gallion

Grants Overview*

CommunitySuite  can help you create and track grants, plus the system allows your Fund Advisors to request grants for approval. Grants from your funds and donations from donors can be used to fulfill (pay for) the Grants your organization approves. Internal and External Grants can be created by staff or by a Fund Advisor online via their Donor Porta...

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Updated March 9th, 2018 by Reina Gallion

Donor created Tributes from the Online Donation Portal*

Your Donors can go to your Online Donations page and when they create a donation and check out they will have the option to create a Tribute via the Tribute fields. The donor can type in the name of the person they wish to honor. When the donation is processed you will see the memorial/in honor of details.  When making a donation from the Online Don...

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Updated August 4th, 2021 by Reina Gallion

Add Opportunity Types

Use opportunity types to help segment and group the individual, organizational, and household opportunities being pursued by your foundation.  Select Opportunities from the Home page.  Click List  Types. Click Add  Opp  Type. Provide a name for the opportunity type. The Type Name should describe the general goal or desired outcome of the opportunity...

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Updated August 20th, 2021 by Reina Gallion

Edit a User

Edit user account information, add users to groups, and restrict user access to specific networks. From the Users page, click the user's ID. Click Edit. If you need to edit the user's name or email address, click their Profile ID to access their profile record, then edit fields as needed on that page (see this article for these steps and more inform...

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Updated August 30th, 2018 by Reina Gallion

Merge Duplicate Tributes

Please be advised that there is not a way to undo merged Tributes.  From the Tributes page, click List in the left-side menu.  Review the list of Tributes to identify duplicates. Select the ID number of the Tribute you would like to merge.  Then click Merge in the left-side menu.  Search for or Show List, then select the other Tribute you would like...

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Updated August 31st, 2018 by Reina Gallion

Selecting a Grant Type for Existing Grants*

Once you have created Grant Types you may categorize your grants by type for reporting purposes. Go to Grants Select a Grant ID number, eg. 2410 Look at the Grant summary table and find the row labeled "Grant Type," choose [edit] A drop-down menu will be available and will list all your Grant Types Select a Grant Type for the Grant Choose the Save b...

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Updated March 9th, 2018 by Reina Gallion

Scholarship Checks*

After creating a scholarship and scheduling out the payments you can print Scholarship checks.  Each student awardee needs an up to date student number because the student name and their number will print on the check stub (allowing your foundation to write one check to a school for numerous student scholarships). When you are ready to pay the schol...

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Updated March 21st, 2018 by Reina Gallion

Entering Schools*

A school is a Grantee in the system. You will need to create a Grantee Profile for each school prior to creating a Scholarship or refunding Historical Scholarships. If a school, University or College has not been selected by your scholarship recipient you can enter the scholarship and list the school as Undecided. Once the student has selected a sch...

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Updated May 8th, 2019 by Reina Gallion

Create a Scholarship Opportunity

Go to the Fund that is giving the scholarship. In the left-side menu click Add Scholarship.  In the Scholarship window: Enter the Name of the Scholarship. Enter a Description. Click Create. 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...

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Updated June 12th, 2018 by Reina Gallion

First Reconcile*

During your implementation process, you will reconcile your Accounts. However, you may have an account that needs to be reconciled for the first time, here are the steps to doing your first Bank Reconcile. To reconcile an Account for the first time: From the Home screen click Bank Reconcile. The screen will show the Accounts that have been previousl...

1 min reading time
Updated March 9th, 2018 by Reina Gallion

Run Scholarship Reports*

Go to Scholarships Pick Reports on the left to get a basic report on all your scholarships Select a date range from the drop-down Choose the Create Report button You will see a tally of Scholarships given with a total at the bottom for the selected date range You can select the Export CSV button to download a CSV file and open the report in Excel or...

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Updated March 9th, 2018 by Reina Gallion

Adding a Student Number*

Go to Students under the NonProfit column on the Home page Select the Student by searching the name or choosing list from the left and picking the ID number of the Profile Pick Student from the Profile Is section Choose Add Student Number from the left side menu Choose the School they are attending  Enter or Edit the Student Number Select Update to ...

0 min reading time
Updated December 8th, 2020 by Reina Gallion

Notifying Grant Approver of Grant Requests via Email*

Go to Grants Choose Request Notify from the lefthand side of your screen Choose the checkbox next to the person(s) you wish to notify Select Update Make sure that the person you are notifying via email has an email in the system by going to Users and verifying the email on file. Now when a Fund Advisor completes a Grant Request online or cancels a G...

0 min reading time
Updated August 4th, 2021 by Reina Gallion

Assign Opportunities

Once you've created opportunity types, stages, and tasks, you can assign opportunities to profiles. Assign Opportunities Individually Select Opportunities from the Home page.   Click Create. Enter the name of a profile and select from the drop-down list. Complete the opportunity fields. Opportunity Fields Type - opportunity type. Assign To - the use...

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Updated January 16th, 2020 by Reina Gallion

Award a Scholarship

Select Scholarships from the Home page. Click Scholarships. Select the ID of the scholarship opportunity that you want to create an award from. Click Add Recipient. Search for a student or select from the list. Enter the Scholarship Amount, and Award Date, then click Add. Click Add Payment Date. Enter the Payment Date, the Open Amt (amount), and che...

1 min reading time
Updated August 30th, 2018 by Reina Gallion

Create a Tribute

From the Home page, select Tributes in the Non-Profit column.  Click Create in the left-side menu. Enter the Tribute Name. Choose the type of Tribute from the drop-down. Then click Create. If you have a template built, select it in the Template drop-down menu.  Click Save. The tribute is now added to the system. ...

0 min reading time
Updated May 13th, 2019 by Reina Gallion

Delete a User

You must remove all records (tasks, opportunities, etc.) associated with a user before they can be deleted from CommunitySuite.  Pro Tip: If there are multiple records associated with a user, consider deactivating the user instead of deleting.  Select Users from the home page. Select the user ID for the user you want to delete. Click Delete. Click Y...

0 min reading time
Updated September 4th, 2018 by Reina Gallion

Delete a Tribute

Please be advised that when a Tribute is deleted, the tribute association will be removed from all applicable donations.  On the Tributes page, search for and select the applicable Tribute. Select Delete in the left-side menu. When prompted, click Yes to confirm deletion.  The Tribute is now deleted. Any unused Tributes can be deleted in batch, by c...

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Updated March 9th, 2018 by Reina Gallion

Completed Grants*

Track finished or completed grants in your system. Under Grants choose the Paid list from Grant Buckets at the top of your screen Select the ID number of the Grant you wish to finalize. Choose Complete from the lefthand side of the screen to mark the grant as completed You may add a file by selecting Attach File The new page will ask you to Choose a...

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Updated April 25th, 2019 by Reina Gallion

Delete a Scholarship Award

Access the Scholarship Recipient record.  Un-Post the scholarship (if applicable). Delete all scheduled payments (if applicable). Click Delete in the left-side menu.  Please be advised that this will completely remove the Scholarship record from the system. If the scholarship is not moving forward, but you would like to keep a record in the system y...

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Updated March 8th, 2018 by Reina Gallion

Editing or Adding Missing Grant Catalog Donations*

Fund Advisors may think they are donating to a Grant Catalog item but instead give a grant to another foundation fund, thus the donation is not tagged correctly.  There is an easy way to fix this. From the Home page, go to Donations Pick the transaction ID # in question Find Grant Cycle and pick [edit] Choose the correct Grant Cycle Pick the Save bu...

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Updated June 12th, 2018 by Reina Gallion

Account Actions*

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

1 min reading time
Updated August 30th, 2019 by Reina Gallion

Add an Alternate Recipient to a Scholarship Award

In the event that the primary student does not enroll in school, select an alternate student to receive the scholarship award. On the Scholarship page, search for and select the scholarship opportunity. In the Recipients table, click the ID number of the scholarship award you'd like to add an alternate recipient to.  In the Alt Student row, click Ed...

0 min reading time
Updated June 12th, 2018 by Reina Gallion

Profile Options*

There are actions that can be performed on Profiles in the left side menu.  Make House/Org allows you to change a Profile from an individual to a Household or an Organization (this is reversed if you are in a House/Org record) Copy allows you to copy the record to create a new, similar profile Link to Household allows you to link the profile to a Ho...

0 min reading time
Updated May 21st, 2019 by Reina Gallion

Partially Cancel a Scholarship Award

Rather than canceling an entire scholarship you may cancel specific scholarship line items that have not yet been paid. On the Scholarship page, search for and select the scholarship opportunity. In the Recipients table, click the ID number of the scholarship award you'd like to partially cancel. In the Recipient Payments list, click the Cancel opti...

0 min reading time
Updated February 4th, 2021 by Reina Gallion

Refund a Scholarship Award

When a school returns funding, here is how to accept a scholarship refund. Select Scholarships from the Home page. Click Scholarships. Select the ID of the desired Scholarship Opportunity. In the Recipients table, select the ID of the scholarship award. Take note of the Status of the scholarship award. If the scholarship award is closed, you'll need...

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Updated May 8th, 2019 by Reina Gallion

Undecided Students*

Find a list of scholarship recipients who have requested a refund or have not decided on a school (the school field was left blank when the scholarship was awarded). Go to Scholarships Select Unassigned/Undecided from the lefthand side of the screen The system will give you a list of the students who have outstanding awards, have requested a refund ...

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Updated August 30th, 2018 by Reina Gallion

Edit a Deposit Post Date

On the Till page, click List Deposits in the left-side menu. Click on the deposit ID number. Once in the deposit record, click on the TransID. In the Transaction record, click Edit next to Post Date.  Update the date, then click Save. ...

0 min reading time
Updated March 5th, 2018 by Reina Gallion

Deleting Donations from a Grant Catalog Item*

If you have not closed out the grant or deposited the donation to the bank, you can delete it. From the Home page, go to Grants Pick the Grant that the Donor gave to by selecting the hyperlinked Grant ID number (eg. 2260 ) that the donor gave to - it will be in the "Needs Funding" section of the table if it is a Grant Catalog item that has not been ...

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Updated March 21st, 2018 by Reina Gallion

Entering Students*

Create a Student Profile by going to Students and select Create from the left side menu.  If you already have the student as a Profile in your system you will need to tag that Profile as a Student. If the Profile of a Student does not exist, you will need to create their Profile. After a Profile is tagged as a Student you will be redirected to the n...

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Updated May 11th, 2018 by Reina Gallion

Apply Fund Statement Formats to Funds, Fund Groups, Subgroups & Divisions*

If you intend to have more than one fund statement format, for instance you may have a different format for DAF funds than endowed funds or have a specific logo you want for a particular fund statement, then you may repeat this process as many times as necessary, but remember to leave the “Default” checkbox blank when setting up the format. Once all...

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Updated April 23rd, 2021 by Reina Gallion

Edit a Scholarship Award

Select Scholarships from the Home page. Select Scholarships from the left-side menu and click on the ID of a Scholarship opportunity. In the Recipients table, click the ID number of the scholarship award you want to edit.  If the scholarship has not been posted, click Edit in the left-side menu. If the scholarship award has been posted, click Un-Pos...

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Updated February 27th, 2018 by Reina Gallion

Adding a Grantee*

A Grantee is a 501(c)3 type nonprofit. The nonprofit must have a Profile and be tagged as a grantee in the system.  To get started, go to Grantees under the Non-Profit column Search for the Grantee name Select the Profile and choose Make Grantee from the left menu If they are not found you need to add them to the system. Add a new Grantee by going t...

1 min reading time
Updated August 31st, 2018 by Reina Gallion

Set up Public Requests for a Grantee*

Public Requests means that  the grantee is open to accepting donations from the public and from your Fund Advisors. To set up Public Requests for a Grantee you will need to go to Grantees Select the Grantee Choose Edit from the left side of the screen Select the Public Requests checkbox Choose Save to complete If Public Requests is checked, the Gran...

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Updated March 9th, 2018 by Reina Gallion

Confirming Fund Balance Before Posting a Grant*

Before a grant is posted for approval, the system will check to see that there is enough money in the granting Fund to cover the grant amount. If there is not enough money in the Fund, the system will alert you. Example: You make a grant for 10,000 from a Fund that does not have 10,000 in it. When you select Post & Get Approval the system will g...

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Updated September 14th, 2021 by Reina Gallion

Available Reports for Tributes*

To generate a Donation Summary Report: Go to Tributes Select Donation Report from the left menu Pick a Report Date Range and choose Create Report The system will produce a table with the Tributes listed along with, how many Donations and the total amount donated for that time span. You can change the dates by selecting Change Date on the left menu o...

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Updated February 8th, 2021 by Reina Gallion

Campaign Auctions*

Add an auction to a campaign by:  Accessing the applicable campaign If it does not have a fund listed, click edit in the left side menu Add a fund to the campaign Clicking Add  Auction in the left side menu On the auction page click edit in the left side menu Add the revenue account that will recognize the donation and click save Returning to the Au...

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Updated August 4th, 2021 by Reina Gallion

Add Opportunity Stages

Opportunity Stages reflect where the opportunity is in its life-cycle. Note: You must create opportunity types before you can add opportunity stages. Select Opportunities from the Home page. Click List  Types.  Click Add  Stage for the desired opportunity type. Enter the name of the new stage and click Save . Continue adding stages until all desired...

0 min reading time
Updated August 31st, 2018 by Reina Gallion

Create a Grant Cycle for a Grant Catalog*

The Grant Cycle defines the dates that the Grant Catalog will be available online to accept donations. A Grant Cycle includes the "Grant Request" process where your Grantees can apply for funding and inclusion in the Grant Catalog. From the Home page, select Grants Pick Grant Cycles from the left-hand menu Choose Create from the left menu to make a ...

0 min reading time
Updated March 20th, 2018 by Reina Gallion

Grant Approval*

To process or move a Grant from the Request, New, Catalog or Import buckets, a Grant Approver needs to review, evaluate and approve the request. Some foundations may call these people grant evaluators.  You can find, create or edit Grant Approvers by going to Funds and choosing Grant Approvers on the left menu. Each Fund must have a minimum of one (...

0 min reading time
Updated August 31st, 2018 by Reina Gallion

Create Statement Accounts*

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

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Updated August 31st, 2018 by Reina Gallion

Pay a Scholarship - Post & Get Approval Workflow

Please note that this workflow only applies if you have configured an approval percent in system data and set grant approvers in the fund from which the scholarship is being awarded. Additional, if you selected Auto Approve when setting up the Scholarship, the post & get approval process is skipped.  Once all scholarship award information is ent...

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Updated August 31st, 2018 by Reina Gallion

Grant Catalog Donations - Cash or Check*

Donations toward the Grant Catalog can be accepted from anywhere and from anyone with a valid credit card or who holds a Fund at your Foundation. You can also accept other forms of payment at your office or via mail if you decide.  Any donations accepted for an item in the Grant Catalog will show up in your system as a donation that applies toward t...

0 min reading time
Updated March 8th, 2018 by Reina Gallion

Closing a Grant Catalog Grant Cycle*

The Grants Catalog will no longer be available online for donations after the Grant Cycle end date. Once the grant cycle has closed, you can go into Grants and review the grants in the grant cycle.  If they were fully funded, you can post and approve the total funding that was given.   For grant requests where the total funding request was not met, ...

0 min reading time
Updated August 31st, 2018 by Reina Gallion

Example Scholarship Workflow*

Go to Scholarships from the Home page Choose Add Recipient from the left side menu Select the Scholarship that you are awarding Choose a Student To Create a $2000 scholarship, enter 2000 in Scholarship Amount Pick an Award date of 7/1/2015 Select Add The software database uses the 7/1/2015 date and expenses the entire scholarship amount on that date...

1 min reading time
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