Updated May 1st, 2019 by Dana Kinsey

Create a Campaign Group*

Click on Campaigns under the Non-Profit column on the homepage Start creating a Campaign Group by selecting “Create Campaign Group” from the left menu A Campaign Group is a specific type of event or mailing that the Foundation commonly delivers. This group will hold all related campaigns. For example: if you host a winter gala and a spring gala you ...

0 min reading time
Updated June 12th, 2018 by Dana Kinsey

Assign Expenses to a Campaign*

Access the applicable voucher.  Select [add] in the Campaign column next to the applicable line item. You will see a list of all your Campaigns. Select the Event you wish to tag the expense to. To review expenses and income for a Campaign, you will need to go to the Campaign and then select Income Statement on the left side menu. Income Statement wi...

0 min reading time
Updated August 31st, 2018 by Dana Kinsey

Using Budget for Reporting*

After creating an Annual budget, your Financial reports can show your Budget estimates against your actuals. From the Home page go to Financials, under the Core column Choose Income Statement Select a date range or edit the dates you wish to see the Statement of Activities for From the upper right side drop down list choose budget to see all funds a...

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Updated February 24th, 2018 by Dana Kinsey

Guest List*

View, print or export all Guests who have RSVP'd or purchased tickets to a Campaign.  Select the Campaign Pick Guest List from the left menu to see the guests that have confirmed their attendance and/or purchased tickets.  You can print the Guest List table by selecting Print Page from the left menu or pick Export to save a CSV file of the list on y...

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Updated June 10th, 2021 by Dana Kinsey

Review your Cash Balancing Fund*

Go to Funds from the Home page Choose the Cash Balancing Fund  The system will show the balances for all the funds who have Manage Cash selected.  You will see each Fund and where their assets are - assets may be in bank accounts or investment accounts, for example, a Funds assets may be in your checking account, but they should be in an investment ...

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Updated February 28th, 2018 by Dana Kinsey

Event Registration*

Create an Event ticket with no charge in Campaigns to allow online registration.  Donors and the public can register for an event, workshop or campaign with or without a financial transaction. To create a Free or No Charge Event: Create a Campaign Make the ticket price $0 Check the Online Ticket checkbox if you wish it to be a no charge event and ma...

0 min reading time
Updated June 12th, 2018 by Dana Kinsey

Notes*

You can Add a Note from various places within the system. When you add a note it will be associated with the Donor, Grant, Pledge, Opportunity, Payment, Donation, or Fund record that it was created within. Access Notes via the Core column from the homepage. Once in the notes page you may add filters if desired to help sort your results by clicking F...

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Updated May 26th, 2021 by Dana Kinsey

Run a Financial Report using Financial Views

After creating one or more “Financial Views” you can use the view in Financial Reports. A Financial report generated using Financial Views is generally more streamlined. Click Financials along the top menu or from the Core section of the Home screen. Select the type of financial report you want to run from the left side menu On the left side menu of...

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Updated August 31st, 2018 by Dana Kinsey

Campaigns Overview*

Campaigns are used to organize events, guests or any list of donors that you want to communicate with. You can create a Campaign for mailings, invitations to events, selling tickets and compiling lists of people to send follow-up reports to. Campaigns also can be linked with Opportunities and you can track related expenses.  Examples of common campa...

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Updated January 12th, 2021 by Dana Kinsey

Accepting Credit Cards

CommunitySuite's payment methods include accepting Credit Cards online via the Online Donations Portal and from the backend of the system.  Here is a quick overview of how to accept credit cards. Go to Stripe and set up an account - https://stripe.com/docs Your CSM will set up the Stripe Payment Processor, as your system only needs one Select your S...

0 min reading time
Updated January 20th, 2021 by Dana Kinsey

Grantees Exceeding Report*

How to Generate a Grantees Exceeding Report: Go to the Home Page Select 990 Report from the Non-Profit column Choose Grantees from the left side menu Choose a Division from the drop-down list (if applicable) Enter the Financial Year you are reporting on Enter an amount in the Total Grants Exceeding box - enter the amount based on the 990 requirement...

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Updated March 1st, 2018 by Dana Kinsey

Nonprofit Directory Examples*

Select this link to see a live Nonprofit Directory from the Orcas Island Community Foundation [1] o r see a sample directory here [2] The following is an example of an online nonprofit listing for an organization....

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Updated August 31st, 2018 by Dana Kinsey

Revenue Share Overview*

CommunitySuite  allows foundations who manage funds in investment pools to share investment revenue, losses, and fees on a monthly, quarterly and yearly basis. Share the gains, losses and/or fees from your investment or banking account with all of the Funds that are held within a pool. Set up your investment accounts in Accounts (this is usually com...

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Updated March 8th, 2018 by Dana Kinsey

Edit Sort Order for Groups, SubGroups or Divisions*

Quickly edit the sort order of your Fund Groups, Fund SubGroups or Fund Divisions. Go to Funds Pick List Groups Select [Change] from the Sort Order column under the group you wish to change the order of Put your cursor on the name of the group and drag and drop it in the order you want the groups to be sorted Choose the Save Changes button when comp...

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Updated March 7th, 2018 by Dana Kinsey

Delete a Donor*

Go to Donors from the Home page under Non-Profit Begin typing the name of the donor in the Donor Search box, a list of names will appear Select the Donor to be deleted (make sure they have not donated) Choose Delete by scrolling down the list on the left-hand menu The record will remain as a Profile but not tagged as a Donor Other options include ch...

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Updated March 30th, 2018 by Dana Kinsey

Exclude a Fund or Give the Revenue Share amount to another Fund*

If you have Fund that you do not wish to be part of Revenue Share you can edit the fund to be Excluded from Cash Management or you can give the share to another fund. From the Home page, select Funds  Begin typing the name of the Fund or select it from the list of your Funds Choose Edit from the left side of your screen Scroll down to the Cash Manag...

0 min reading time
Updated September 14th, 2021 by Dana Kinsey

Link a Donor to a Fund

Funds with linked donors restricts the fund from having donations imported. If you wish to restrict a fund to only accept donations from a particular donor, like a DAF, you will need to link the donor to the fund. Go to the Funds page and select the fund which the donor(s) can contribute to. On the left-side menu click Link  Donor. Search for and se...

0 min reading time
Updated March 23rd, 2018 by Dana Kinsey

Donors Overview*

CommunitySuite has a variety of tools to help you manage your Donors and view their engagement with your foundation. Your Donors are tracked in the database as a Profile type called "Donor." When you go to Donors and pick a specific Donor you will see basic Profile information and any Opportunities assigned to engage that Donor. Selecting "Donor" in...

0 min reading time
Updated August 15th, 2018 by Dana Kinsey

Generating a Detailed Attachment*

To create a detailed attachment or a detailed list of items paid by a check, follow these steps; From the Home page, go to Checks Pick the Account that has the check you are looking for Under the CheckID column, select the Check ID of the check Choose Detailed Attachment from the left menu A new window will open up with a PDF list of the items being...

0 min reading time
Updated March 2nd, 2018 by Dana Kinsey

Positive Pay Export*

Use the Positive Pay Export to create a report showing all checks that have been cut and sent out during a particular time period.  The system will generate a text (.txt) file you can forward on to your financial or banking institution. Note: Each of your Accounts will need the account number filled in under Description to complete the export. Go to...

0 min reading time
Updated August 31st, 2018 by Dana Kinsey

Re-Run Revenue Share*

If Statement Vouchers or transactions were edited, you will need to re-run the Revenue Share process. Return to Revenue Share from the Home page Select Create Choose the date range If the numbers look accurate, select Next The transaction will be unposted, select the Revenue Share ID number (eg. 1049) Review the allocations and the Funds within the ...

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Updated July 21st, 2021 by Dana Kinsey

Profile Is...*

Profiles may be assigned one or more specific designations via profile attributes. The profile attribute options are as follows: Donor - an individual, an organization, a household profile that has donated to your foundation Fund Advisor - a Fund Holder who has one or more funds at your foundation Vendor - a Profile that bills you and you pay them C...

0 min reading time
Updated August 31st, 2018 by Dana Kinsey

Nonprofit Directory*

Your Community Foundation can create a Nonprofit Directory of the nonprofits your donors want to give to. The Nonprofit module allows you to d evelop an online Nonprofit Directory that lists and directly links to the nonprofits you work with.  Your CommunitySuite powered online Donation Portal has a tab called Nonprofit Directory. Using your existin...

0 min reading time
Updated March 6th, 2020 by Dana Kinsey

Process Distributions

Select Distributions from the Home page. Click Create. Enter the Calculate Date, Post Date, and check the box(es) next to the Distribution Type(s) that you want to include; then click Next. The following table shows the distributions that will be applied to each fund. These are calculated based on the parameters you set for each Distribution Type an...

0 min reading time
Updated March 9th, 2018 by Dana Kinsey

Revenue Share Parent*

Set up your system to modify Revenue Share options by assigning a Revenue Share Parent to a Fund. This is another way to share gains and losses in your managed Funds. In Accounts, Revenue Share Parent allows you to link an account to an investment pool for Revenue Share calculations. When you set a Revenue Share Parent the system will update all Fun...

0 min reading time
Updated August 31st, 2018 by Dana Kinsey

Private Events or Campaigns*

You can create a closed event or Campaign with a unique URL that you can share with select invitees. Set a Campaign as 'Private" so only people who have the direct URL will be able to register. Select a Campaign Pick Edit from the left Select the online tickets checkbox Select the private campaign checkbox Fill out the applicable details of the even...

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Updated March 22nd, 2018 by Dana Kinsey

Print an Envelope*

When printing checks please note that they are designed to fit in a windowed envelope but if you do not wish to use a windowed envelope you can print the address on a standard business envelope. Go to the Home page, pick Checks Pick the Account you are issuing the check from Select the Check ID of the check, eg. 3100 Choose Print Envelope from the l...

0 min reading time
Updated August 31st, 2018 by Dana Kinsey

Repeat a Campaign*

Do you conduct an event or campaign every year? Once you have set up the Campaign Group and held your first event you can recreate the next one quickly and invite anyone from your database of Profiles (contacts). Go to Campaigns from the Home page under the Non-Profit column Select Add Campaign from the left-hand side of the screen Pick the Campaign...

0 min reading time
Updated August 31st, 2018 by Dana Kinsey

Other Payment*

Use Other Payment for a variety of different types of payments, including other Credit Card processors such as PayPal or posting to a specific GL account. Go to Donations Choose Create from the left menu Enter the Donation Choose Other Payment from the list of Payment Methods Continue entering the Donation as usual If you are using Other Payment to ...

0 min reading time
Updated April 23rd, 2021 by Dana Kinsey

Edit a Donor*

In order to update or change contact information related to a Donor, you will need to edit their Donor record or their Profile. Go to Donors (under Nonprofits column on the Home page) Type the name of the Donor in the Search Donor textbox Select Edit Profile from the left-hand side of the screen This takes you to the Donor's Profile Within the Profi...

1 min reading time
Updated March 7th, 2018 by Dana Kinsey

Change the Donation Destination Fund*

If you entered a Donation that was paid via Check, you can change the Destination Fund. From the Home page select Donations under the Non-profit column Choose the Donation ID number Select Change Fund from the left side of your screen Choose the new Fund from the dropdown list Click the Update button All changes will be recorded in the Donation  Log...

0 min reading time
Updated May 25th, 2021 by Dana Kinsey

Detail Trial Balance

The detail trial balance report will generate a report that shows your accounts' beginning and ending balances. To generate a detail trial balance report: Go to Financials Select Detail Trial from the left side of the screen Choose a date range Once a date range has been selected, the data within that date range will populate the table. For more inf...

0 min reading time
Updated March 1st, 2018 by Dana Kinsey

Customer Overview*

A Customer is a person, business or organization that you invoice for payment for services you provided. You create a Customer from a Profile (individual or organization) by selecting "Make Customer".  To find the Customers in your system: Go to Customers from the Home page  Search in the Search Customers text box by typing in the name of the custom...

0 min reading time
Updated August 31st, 2018 by Dana Kinsey

Create a Donor*

You must first create a Profile and then tag that contact as a Donor. Make Donor allows you to tag a Profile as a Donor.  Go to Donors (under the Nonprofits column) Select Create from the left side menu This action will take you to Profiles. Profiles contain the basic name and address information. Be sure to search Profiles to make sure the individu...

0 min reading time
Updated August 31st, 2018 by Dana Kinsey

Grant Cycle Report*

After running an online Grant Catalog to crowdfund for nonprofits, your Foundation can report on the resulting funding and the funders.  The online grant catalog uses Grant Cycle dates to establish the beginning and end date of the Grant Catalog. Grant Cycles can be found in Grants on the left side of the screen. To report on a grant cycle (or the t...

0 min reading time
Updated April 4th, 2018 by Dana Kinsey

Fund Advisor Overview*

A Fund Advisor is an individual, household or organization who holds a Fund at your foundation.  CommunitySuite allows you to create an online Donor Portal page for each of your Fund Advisors. With the online Donor Portal your Fund Advisors can log on to track their Fund(s) and view activity such as grants given, current spendable balance and see an...

0 min reading time
Updated September 6th, 2019 by Dana Kinsey

Create User Groups

Create user groups with custom permissions. While viewing the Groups page, click Create. Give the group a Name, then click Create. Click List to return to the main Groups page.  ...

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Updated March 9th, 2018 by Dana Kinsey

Create a Refund Check*

If you need to create a check to refund a someone for purchasing tickets, generally, refunding the payment, either fully or partially, will require creating a Voucher.   If the person is not already a Vendor you will need tag them as a Vendor in their Profile.   Find the Customer’s Profile page  Select Make Vendor from the left side menu Now that th...

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Updated March 1st, 2018 by Dana Kinsey

Add New Nonprofits to the Directory*

If you DO NOT have a profile for the nonprofit in your system From your Home page, go to Nonprofit Directory Choose Create from the lefthand side of the screen You will be re-directed to create a Profile for a nonprofit you wish to add to the Nonprofit Directory Create the Profile While still in the Profile of the Nonprofit, Scroll down the left sid...

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Updated February 28th, 2018 by Dana Kinsey

Locked Out*

Users will be locked out of the system after  five (5) tries if they do not type the correct password. They will get a warning on the login page, and, if they have an email on their record, they will also get an email.  The email subject says "Account  locked out" and the email states; "Your account on cf.fcsuite.com was locked out after too many ba...

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Updated May 17th, 2021 by Dana Kinsey

Audit Report

The Audit Report shows the Fund Balance Change in a table with the Beginning Investment Income total, Support (total donations/grants), Administration fee total, Other Expenses, Program Expenses (like grants/scholarships paid out) and the Ending Balance for each Fund. This report is the same as a Columnar Report. It includes totals for all income an...

0 min reading time
Updated October 23rd, 2018 by Dana Kinsey

Payroll Vouchers

Track your payroll expenses by creating and paying Vouchers for each expense. Examples: Employee Paycheck Retirement Benefits Labor and Industry Employment Security Payments IRS (US Treasury) Note: We highly recommend the use of an outside payroll company to process payroll....

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Updated May 26th, 2021 by Dana Kinsey

Balance Sheet

The Balance Sheet or 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). Some describe the balance sheet as a "snapshot" of the organizations' financial position at a point in time. For example, the amounts reported on a...

0 min reading time
Updated September 23rd, 2019 by Dana Kinsey

Example Online Donations, Donor Portal, Grant Catalog & Ticket Sales pages*

CommunitySuite provides online pages that you can use to help your foundation fundraise for different projects, allow access to your Fund Advisors and manage Campaign Event Ticket sales.  The following are available with your system. Go to Donations to find your online Online  Donations URL (example - https://geary.fcsuite.com/erp/donate/list ) - Th...

0 min reading time
Updated August 31st, 2018 by Dana Kinsey

Upload your Logo*

Your foundation logo is located on the upper left corner of your system screen. It is also located on all your online pages (Donate to a Fund, Grant Catalog, Event Tickets and the Nonprofit Directory plus the Donor Portal) and your tax receipts, unless you are using letterhead.  If you need to change your logo: Go to System Data. Scroll down to Logo...

0 min reading time
Updated March 20th, 2018 by Dana Kinsey

Mailing Labels & Lists*

Create mailing labels and lists by creating a Campaign and invite your Profiles. Go to the Home page Select Campaigns Select or create a Campaign Group - you can call it mailings, annual mailing, etc. Add a Campaign - you may be more descriptive here - example; 2018 Report to Community Invite people to the "campaign" Go to the left-hand menu and sel...

0 min reading time
Updated May 1st, 2018 by Dana Kinsey

Un-invite Donors from a Campaign*

To remove multiple donors at a time:  Access the campaign Choose + Un-Invite Profiles from the left side menu to remove several people at one time from your list of invited guests.  You will be directed to the Un-Invite Multiple Profiles page where you can remove people based on certain criteria. It acts as a filter. Select the criteria of the Profi...

0 min reading time
Updated August 31st, 2018 by Dana Kinsey

Till Overview*

Find the Till in the Accounting Column on the Home page. The Till is similar to a cash register, it is where you will find transactions that have been processed but may need to be taken to the bank or reconciled (credit card transactions). All money coming in, including deposits, will remain in the Till until you deposit them to the bank. All Credit...

0 min reading time
Updated March 10th, 2018 by Dana Kinsey

Targeted Donations - Direct Donors to a Fund*

Use a direct link to encourage donations to a particular fund. Go to Donations Select the "Your Donation Portal URL is:  https://test.fcsuite.com/erp/donate" link from the top of the page Choose show  all funds list from the bottom of the page Pick the name of the Fund you want donors to give to Copy the page URL Paste the copied URL into your websi...

0 min reading time
Updated April 3rd, 2018 by Dana Kinsey

Household Donation Records*

All members of a household and their total donation history are available on the Donor page. You can look at a household record by selecting Donors from the home page In Donors start typing the name of the donor household and select the Household Profile from the records Select the Profile Is "Donor" link You will see the donation records of the ent...

0 min reading time
Updated August 31st, 2018 by Dana Kinsey

Online Ticket Workflow - Add Guests*

An Online ticket purchaser will need to a ssign guests after they buy tickets. They can do this by clicking the “Add Guest” button at the bottom of the page following ticket purchase or by selecting the Your Tickets tab.  They should add themselves as a guest (if they are one of the ticketed guests) by selecting the Add Yourself button. The “Add You...

1 min reading time
Updated August 10th, 2018 by Dana Kinsey

Undeposited Checks and Cash*

All cash and check donations, as well as payments, will appear in the Till under Undeposited Checks and Cash. You will see the ID number of the donation or payment, the destination Fund, a description, the payment type, when it was processed and for how much. Go to the Till when you want to make a deposit: Go to Till from the Home page You will see ...

0 min reading time
Updated April 23rd, 2019 by Dana Kinsey

Budget Overview*

Use Budget to enter your foundation's annual budget. When utilized, this feature will help you create budget reports to track your goals.  Budget totals are based on your financial year.  In order to create a budget, each Fund that is included will need the "Budget" checkbox selected. Here is an example of a budget for an Operations Fund (SD-OP) bud...

0 min reading time
Updated April 23rd, 2019 by Dana Kinsey

Planning a Budget with Data from the Prior Year*

If you have created a budget before in CommunitySuite, the system will show you the prior year's budget for reference while you create your new budget. NOTE: If you do not see a Fund that needs to be in your Budget then you need to go back to the Fund and check the Budget check box.  Conversely, if you have Funds in your Budget that do not need budg...

0 min reading time
Updated March 6th, 2018 by Dana Kinsey

Cash Balancing Overview*

Cash balancing is a unique process that you can use to manage and rebalance the Funds in your Fund Accounting system. Once all Funds and their default settings are set-up, you can utilize the Cash Balancing Function to rebalance Funds so you can see where to move assets. To rebalance your Funds, we use a Cash Balancing Fund. The Cash Balancing Fund ...

0 min reading time
Updated March 19th, 2018 by Dana Kinsey

Print a Bank Reconciliation*

After completing a reconcile you can select "Print Page" from the left menu to print a hard copy of the reconcile page. If you want to print a past reconciliation, follow these steps: Go to Bank Reconcile from the Home Page Pick [history report] next to the bank account you will be printing Pick the hyperlinked date of the reconciliation you want to...

0 min reading time
Updated March 23rd, 2018 by Dana Kinsey

Export Donor Information*

Export Profile data as a CSV file for use in any spreadsheet. Use "Add Filters" to further refine and to find donors based on the Fund, Profile Types, Dates, Events, etc and then you can export the results. From the Home page, find the Nonprofit column Select Donors Choose List from the left side of the screen You will be redirected to Profiles with...

0 min reading time
Updated May 14th, 2021 by Dana Kinsey

Managing Credit Card Transactions

In CommunitySuite, there are three ways community foundations can record credit card transactions. The first option entails creating a voucher for each individual expense, the second option involves creating one large voucher that lists all the transactions under it, and the third option is a hybrid version that is a combination of the previous two....

2 min reading time
Updated March 7th, 2018 by Dana Kinsey

Change a Donor*

If you find a donation was attributed to the wrong donor, you can change the donor. Go to Donations Select the Donation in question by choosing the Donation ID number (eg. 3717 ) Look for and select the Change Donor button on the left side of your screen Start typing in the Donor name in the New Donor text box, a drop-down with names - a list of pos...

0 min reading time
Updated April 30th, 2021 by Dana Kinsey

Log in as Another User

Test permissions and changes to user accounts by logging in as another user. Access to this feature is controlled by permissions. Please speak with your system administrator if you do not have access, but believe that you should. Select Users from the Home page. Select a user's ID. Click Login  As. You'll now see the user's name in the upper-right c...

0 min reading time
Updated August 31st, 2018 by Dana Kinsey

Adjustments & Revenue Share*

If your investment company makes an adjustment to your statement you will need to recalculate your Revenue Share and re-run the Revenue Share process to reallocate the adjusted balances to your funds. To Adjust one Statement Voucher: Go to Accounts In your list of Accounts find and select the hyperlinked Account Vendor (eg. Schwab) Choose Vouchers f...

0 min reading time
Updated March 8th, 2018 by Dana Kinsey

GuideStar for Fund Advisors*

GuideStar functionality can also assist your Fund Advisors when they wish to give.  When a Fund Advisor requests a grant to a nonprofit from their online Donor Portal page they can use the Search GuideStar for Grantee text box to find the grantee they wish to give to. After they type the name of the grantee in the text box, your Fund Advisor will ge...

0 min reading time
Updated July 28th, 2021 by Dana Kinsey

Fund Fee Groups*

Arrange your funds and apply fees by putting funds in groups. You can create groups of funds in order to process tiered or laddered administrative fees. Users can group related funds for the assessment of fees in Fund Fee Groups. The system will run the tiered ladder fees based on the group total. This allows the system to charge the fees based on t...

0 min reading time
Updated May 25th, 2021 by Dana Kinsey

Run a Financial Report with Sub Funds

Make a Fund a Sub-Fund of another Fund in order to roll up both Funds into one line item on your Financial reports.  Go to Financials Select a financial report from the left menu Select the Date Range The financial report will show the parent fund only but the assets of both funds will be combined. Notice that you can break out and show the subfunds...

0 min reading time
Updated February 27th, 2018 by Dana Kinsey

Summary Report*

Your software can create a Fund Summary Report. It is grouped by your Fund Groups. Go to Reports Select Summary under Fund Reports You will see a dashboard of transactions and activity. Review the Fund Summary Report table and select any hyperlinked number to get all the transactions or details on what makes up that number Choose the hyperlinked tot...

0 min reading time
Updated August 31st, 2018 by Dana Kinsey

Bank Reconcile Overview*

The system makes it simple to reconcile your banking, investment and credit card accounts. You can do a reconcile from Bank Reconcile or from Accounts. Starting out you will need to reconcile each Bank, Credit Card and Investment Account to verify all transactions and balances. You can choose to reconcile your accounts at any time, although it is ad...

0 min reading time
Updated March 8th, 2018 by Dana Kinsey

Managing Templates*

Upload as many templates as you need for each type of communication, however, you will need to make one the Default template for each communication type and you can identify specific transactions that will trigger the use of a certain template. To make a Template the default Template,  Go to System Data Pick Templates from the left-hand menu to see ...

0 min reading time
Updated March 9th, 2018 by Dana Kinsey

Filter Opportunities*

Opportunities and Tasks also can be used as filters to search for or select Profiles with certain Opportunity or Task Types. Example: You can go to Profiles, choose List and select Add Filter. If you pick Opportunity Open, the system will give you a list of Profiles that have Opportunities that have not been completed. The following are Filters gene...

0 min reading time
Updated September 6th, 2019 by Dana Kinsey

Groups Overview

User groups dictate what permissions a user will have in the system. Users will not be able to log into CommunitySuite unless they're added to a group. Log into CommunitySuite and select Groups from the Core column of the Home page. The groups page displays a list of the default CommunitySuite groups, and any custom groups that have been created by ...

0 min reading time
Updated March 6th, 2018 by Dana Kinsey

Unlink a Sub-Account*

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

0 min reading time
Updated August 31st, 2018 by Dana Kinsey

Check Register*

To export your checks in the form of a check register: Go to Checks Choose the Account from the Choose Account list Select Check Register Export from the left side menu Pick the start date and the end date of checks you would like listed in the Check Register Export boxes Choose the Export button A new window will open and you will need to select wh...

0 min reading time
Updated August 31st, 2018 by Dana Kinsey

Sub-Accounts*

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

0 min reading time
Updated August 31st, 2018 by Dana Kinsey

Review Balance Swaps with a Balance Sheet*

To view and verify transactions, you can go to the Balance Sheet. Go to Funds from the Home page Choose the ID number of a Fund From that Funds page, choose Balance Sheet from the left-side menu Choose the date (usually the current day) After doing a Balance Swap and asset Transfer from the Cash Balancing Fund - all the Accounts should have a zero (...

0 min reading time
Updated March 9th, 2018 by Dana Kinsey

Repost a Refunded Scholarship*

A refunded scholarship can be re-posted to another school for the same student by selecting the red Add Payment Date from the left side of the screen. Choose the new Payment Date Enter the Amount of money to be awarded in the Open Amt box Select the Save button in the right column Now choose [set] and select a new school You will see a red [pay] to ...

0 min reading time
Updated January 20th, 2021 by Dana Kinsey

Exclude An Asset Account from Admin Fees*

CommunitySuite allows you to remove accounts like Pledge Receivable from administration fee balance calculations. In other words, you can exclude specific asset accounts from your admin fee balance calculations. Please note that CommunitySuite uses only  Bank and Investment accounts to calculate admin fees. If the Available Daily Balance flag is ena...

0 min reading time
Updated June 25th, 2018 by Dana Kinsey

Create a Tiered / Laddered Admin Fee*

Go to Funds Pick Fund Fee Type from the left-hand side Enter a Name for the fee type you are creating Choose the Percent range fee type Select the Apply fee button Next select Edit from the left side of the screen Select the fee ladder checkbox Choose if you are determining the charge based on the Average Daily balance or not (the default is to char...

1 min reading time
Updated April 15th, 2019 by Dana Kinsey

Enable Two-Factor Authentication

Two-factor authentication (also known as 2FA) is an authentication method where a computer user must present two or more pieces of evidence to access a system. To enable 2FA for CommunitySuite you will need: A User account in CSuite. A two-factor authentication software (such as Authy) installed on your phone, or as web browser extension on your com...

0 min reading time
Updated March 6th, 2020 by Dana Kinsey

Process Individual Tax Receipts

Generate a tax receipt for a single donation. Select Donations from the Home page. Select the donation ID, or click Filter  Reports to search for a donation. Click Tax  Receipt. Select how you'd like to send the tax receipt. Email to the Profile email address(es) on file Email to a new email address Print Tax Receipt - opens as a PDF in your browser...

0 min reading time
Updated May 1st, 2018 by Dana Kinsey

Reports for Campaigns*

Once a Campaign is created you can see how many Profiles were invited, how many of your invitee's RSVP'd and how many purchased tickets and, eventually, how many attended (after the event occurs).  From the Home page, select Campaigns Choose the Group ID number of the campaign from the left column in the Campaigns table Look in the Invited Donors ta...

1 min reading time
Updated February 27th, 2018 by Dana Kinsey

990 Report

Form 990  or the 990 Report is an annual reporting tax form that federally tax-exempt organizations must file with the IRS. The 990 provides information on the filing organization's mission, programs, and finances. Source: Guidestar [1] The reports created in Financials, Reports and 990 Report will provide the information needed to fill out your ann...

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Updated August 31st, 2018 by Dana Kinsey

Change a Fund Advisor Password*

First be sure the Profile has been set up as a Fund Advisor and that they have logged in to their Donor Portal. If not, you will need to set them up as a Fund Advisor, and they will need to a login and create a password. If the Fund Advisor has logged in and has simply forgotten their password, you can reset it. From the Home page, look under the No...

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Updated August 31st, 2018 by Dana Kinsey

Delete a Fund Advisor*

Choose Fund Advisors from the Home Page under the Non-Profit column Select the ID number beside the Fund Holder you wish to delete Select D elete from the lefthand side of the screen You will be prompted to verify yes or no that you wish to delete the Fund Advisor Once deleted, the Fund Advisor will no longer be in the system as a Fund Advisor and w...

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Updated September 10th, 2019 by Dana Kinsey

Template Overview

Use Templates to personalize letters for bulk mailings. When you have letters to send to contacts who are in your Profiles you can use Templates. When you set up Templates you can generate unique letters by using letter specific "fields" to insert data through a mail-merge type process. Each letter that is produced will have identical layout, format...

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Updated May 26th, 2021 by Dana Kinsey

Income Statement*

The Income Statement (aka Statement of Activities) measures the change in net assets for a specified time period.  To run a Income Statement: Go to Financials  Select Income Statement from the left menu Select or enter the desired date range.  The statement will generate.  Once the Income Statement is generated you may:  Change the statement dates b...

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Updated April 9th, 2021 by Dana Kinsey

Tribute Notify*

If you need to set up notifications to go out when a donation is made in honor or in memory of someone, click Add Notify from the left menu on the Tribute page. Enter the name of the person to notify in the Notify Profile search box. The system will search for the person that should receive the notification, select their profile. Choose the Method b...

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Updated March 19th, 2018 by Dana Kinsey

Using CommunitySuite on a Mobile Device*

Use Foundant's CommunitySuite Software on any mobile device, from anywhere and at anytime. If you log in to your system on a mobile device you can access all your information, just on a smaller screen. You can select to use the "Mobile view" from any device.  Go to your CommunitySuite URL On the login page, you will see  Mobile Site hyperlink below ...

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Updated June 6th, 2019 by Dana Kinsey

Access Online Event Tickets*

Select Campaigns from the Home page. To view all active events with online ticket sales or open registration, click the URL next to Your Campaign Tickets URL is.  To view a specific campaign, search for the campaign or click List to select from a list. Click the campaign ID of the desired campaign. Copy and paste the URL to your website or an email ...

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Updated March 7th, 2018 by Dana Kinsey

Attach a File to a Donation*

You may add a scanned document or a PDF of a check by selecting Attach File from the lefthand side of the screen after posting a donation. Go to Donations Choose the Donation ID niumber Pick Attach File from the left menu The page will ask you to Choose a File Select the file related to the donation from your computer, such as a scanned copy of the ...

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Updated February 28th, 2018 by Dana Kinsey

Payroll Accounts*

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

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Updated February 27th, 2018 by Dana Kinsey

Public Support Report*

How to create a report showing Public Support: Get a Public Support Report by going to 990 Report from the Home page Select Support Calculation from the left menu Choose a Division from the drop-down menu (if applicable) Enter the Financial Year Enter the total Trailing Years Enter the Total Support for Part II Line 11  Enter the Percent Exceeded (e...

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Updated February 27th, 2018 by Dana Kinsey

Grant Funding Request Form*

After setting up a Grant Catalog Grant Cycle you can send a link to your Grantees inviting them to request funding for projects.  When your Grantees select the link they will need to pick their nonprofit name in order to see the Grant Request Information form applicable to their organization.  Once they are in the form they can fill out the followin...

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Updated August 31st, 2018 by Dana Kinsey

Create a Yearly Tax Receipt*

Create a Year-End Donation Tax Receipt to print or email to your Donors. This document will contain all donations made by the selected donor for the year. Go to System Data from the Home page Click Templates from the left menu Select Examples Choose the Yearly Tax Receipt template and Download it to your computer Edit the template with your messagin...

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Updated March 3rd, 2021 by Dana Kinsey

Default Restrictions*

Funds are defined by a standard set of restrictions or types called Fund Restrictions. Generally, Fund Restrictions are set-up during your initial implementation. Fund Restrictions can include: Unrestricted (U) Temporarily Restricted (TR) Permanently Restricted (PR) Illiquid Assets To verify the restrictions in your database you can run a report by ...

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Updated September 6th, 2019 by Dana Kinsey

Network Overview

Networks give you the ability to limit CommunitySuite access to specific online networks, and assign specific networks to users. This can be used to prevent users from accessing CommuitySuite through unsecured networks. Select Network from the Core column of the Home page. The Network page displays the ID, Name, and IP  Address/Subnet of each networ...

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Updated August 31st, 2018 by Dana Kinsey

Update a Template*

You can update an existing template within the template record: You can add a new version of the template letter by selecting Update File in the left side menu.  You may also view and restore past versions of the letter template by click Versions in the left side menu then clicking [Make Active] next to the applicable version. You can delete obsolet...

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Updated August 27th, 2020 by Dana Kinsey

Trial Balance*

This financial report will show you the total amounts by account. You can view the debits and credits that make up the totals. Go to Financials Select Trial Balance from the left side of the screen Select the date (don't worry you can edit this at any time) The system will generate a report with the balance for the date you choose for all the line i...

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Updated March 8th, 2018 by Dana Kinsey

Add a Fund to the Online Public Donations Page*

Any Fund you set up can be viewed by the public and by your Fund Advisors on your online Donate to a Fund Page.  The Donate to a Fund page interface will look something like this. Your online page default will have your logo at the top and the list of Funds available for Public Donations. You can Promote Funds or make them Private as needed during t...

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Updated March 8th, 2018 by Dana Kinsey

Example Financial View*

Here is an example of one way to create a comprehensive Financial View Account called "Operating Expenses."  All of the accounts will be rolled up and the total will be displayed as one number in the subsequent financial report as “Operating Expenses”. Compare the difference between a “Default” View Income Statement and an Income Statement or Statem...

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Updated August 31st, 2018 by Dana Kinsey

Donation Report*

Get a list of donations by date range by creating a Donation Report. Once you have created it you can Export it to a CSV for import into any spreadsheet. Go to Donations Select Reports on the left side of the screen Choose the dates you need a report for by selecting a date range If you wish to export ALL the donation data for a particular time fram...

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Updated March 26th, 2021 by Dana Kinsey

Account Transfers*

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

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Updated May 8th, 2019 by Dana Kinsey

Unposted Expenses*

With some voucher expenses, you need to tell the system how to spread out those costs. Go to the Revenue Share section and look for Unposted items Select the ID number of the item that has a red Unposted in the Transaction ID column If you click the ID number (eg. 1044) of the unposted item you will notice there is a red option to "Set Share Details...

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Updated August 17th, 2018 by Dana Kinsey

Donations Exceeding Report*

Use this data to fill out your 990 report. Go to the Home Page Select 990 Report from the Non-Profit column Choose Donors from the left side menu Choose a Division from the drop-down list (if applicable) Enter the Financial Year you are reporting on Enter an amount in the Total Donations Exceeding box  - enter the amount based on the 990 requirement...

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Updated June 12th, 2018 by Dana Kinsey

Vouchers*

Create Vouchers to pay vendors and employees. Vendors can include nonprofits, grantees, businesses and people you pay. All incoming bills, payments to employees, payment of employee benefits, expenses for events, office supplies and grants to be paid out are Vouchers.  You can find all your New Vouchers, Posted Vouchers and Paid Vouchers organized i...

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Updated May 26th, 2021 by Dana Kinsey

Cash Balance

The Cash Balance financial report will show you the assets you have for that particular period of time. Run a Cash Balance to see Foundation Assets, Liabilities and Equity for a date or a date range. The Cash Balance financial report Includes Daily, Monthly, Quarterly and Yearly reporting. This report is similar to running a Balance report for each ...

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Updated April 14th, 2021 by Dana Kinsey

Add Group (Optional)*

You can Add Groups to a Campaign to track specific details like table assignments for guests, rooms or golf groups.  While in a Campaign, select Add Group from the left menu Enter the name of the group in the Create Campaign Group "Name" text box Enter the Sort Order of the group, any number descending from one (1) Pick the Create button when done Y...

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Updated March 7th, 2018 by Dana Kinsey

Recognition Name*

Use Recognition name when entering a Donation if the Donor wishes to be recognized by a particular name that is different from their Profile name.  If there is no recognition name entered, the system will use the first and last or the household name from the Profile. Recognition name is only associated with that donation and will not change the Prof...

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Updated March 1st, 2018 by Dana Kinsey

Add Nonprofits to the Directory from Existing Profiles*

Adding Nonprofits to populate your online Nonprofit Directory can be done using existing Profiles or you can add a new nonprofit to Profiles for inclusion. If the Profile for the nonprofit ALREADY EXISTS: Select Profiles from the home page Search for and go to a Nonprofit Profile you wish to add to the directory Scroll down the left side and choose ...

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Updated March 9th, 2018 by Dana Kinsey

Grant Reports*

Go to Grants  from the Home page Select Filter Reports from the left side menu Pick Add Filter or Reverse Filter from the left side menu Choose from the Grant  Filters Make a selection to specify the filter Then pick the Apply the List Filter button The system will show you the results of all grants that were tagged with that specification. You can ...

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Updated May 2nd, 2018 by Dana Kinsey

Create Receivable Accounts for Pledges*

A charitable pledge is an obligation for a donor to give money to the Community Foundation at a future time. Your Chart of Accounts will have two Accounts, one called “Pledges Receivable” (A) in Accounts Receivable and one called “Pledge Support” (R) which is a Revenue Account that will recognize incoming pledges or Pledge Contributions. These Accou...

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Updated September 13th, 2021 by Dana Kinsey

Place a Grant On-Hold*

Use this feature if you want to keep a grant from being posted.  If a grant is in "New" status, go to the grant from the Grants page Select the On-Hold option from the left menu The grant will remain in the system but its status will be "On-Hold" with no option to post it. The grant stays On-Hold until you select "Clear On-Hold" from the left menu. ...

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Updated April 7th, 2021 by Dana Kinsey

Edit a Profile

Edit profile contact information, and the relational data that's associated with a profile. Select Profiles from the Home page. Search for a profile, or select a profile from a List of all profiles. Click Edit. Edit the details of the profile. Descriptions of notable fields and functionality can be found below. Notable Fields & Functionality Wor...

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Updated May 22nd, 2018 by Dana Kinsey

Template Merge Field Options*

To view general merge fields and merge fields applicable to specific templates click here . ...

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Updated February 24th, 2018 by Dana Kinsey

My Jobs*

Some software processes require more time or system resources to complete. CommunitySuite allows you to complete job processing in the background as needed. For example, when you process a Revenue Share with many Funds, that job can work in the background - this way you can continue working.  To see jobs that are running in the background, go to you...

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Updated March 8th, 2018 by Dana Kinsey

What does a Fund Advisor see?*

When your Fund Advisors login to their Donor Portal they can see the details of any fund they advise. A Fund Advisor who has the proper permissions and is logged in to the online Donor Portal can make a Grant Request or they can select to give from the Fund(s) they advise. To review and verify what each Fund Advisor has access to your System Adminis...

1 min reading time
Updated August 31st, 2018 by Dana Kinsey

Invoice a Customer*

Go to Customers from the Home page Move your cursor into the Search Customers text box and start typing the name of the Customer, an auto-populated list will drop down and you can select your customer from this list Or Choose List from the left-side menu to see all of your Customers from the Profiles page, select the ID number (eg. 3518 ) of the cus...

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Updated May 26th, 2021 by Dana Kinsey

Fund Balance

Fund Balance is a report in Financials that shows the total, the principal and the spendable balance for specified Funds.  The balances are initially set up during your implementation. This data will show you the Fund, Fund Group (eg. Fiscal sponsorship, Unrestricted, Agency, etc). The columns include Permanently Restricted (PR), Temporarily Restric...

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Updated August 31st, 2018 by Dana Kinsey

Sample Instructions for Fund Advisors - How to Make a Grant Request*

When a Fund Advisor who holds a Fund at your foundation wants to make a Grant to a Grantee, a Non-Profit or another Fund they can make a Grant Request from their Donor Portal page. The Grant Request screen that your Fund Advisors see can have custom text added to help guide them through the process. You can change the header text in System Data unde...

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Updated March 20th, 2018 by Dana Kinsey

Tributes Overview*

Tributes is the method by which you may identify donations that are made in honor of, or in memory of a specific person, pet, place, etc.  With Tributes you can: Create specific tributes with which donations may be tagged, and Allow online donors to create a new tribute or select an existing tribute to attribute to a donation....

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Updated September 23rd, 2021 by Dana Kinsey

Create a Fund Advisor*

Create a Fund Advisor and give them Online Access to their Funds. Click Fund Advisors from the Home Page under the Non-Profit column. Click Create from the left-side menu. You will be redirected to Profiles. Enter your Fund Advisors' name in the Search Profile text box to make sure they do not already have a Profile. If the Fund holder is not in you...

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Updated May 26th, 2021 by Dana Kinsey

Cash Flow

Cash Flow  shows a change in the balance for your for Assets, Liabilities and Equity for a specific date range. Edit the date range at the top of the page for cash flow reporting by selecting [edit] highlighted in blue. Choose Show Detail from the left side of the page to get more detail about the Assets, Liabilities and Equity Use the middle drop-d...

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Updated May 18th, 2020 by Dana Kinsey

Opportunities Overview*

Opportunities are a relationship management tool used to track specific strategies for an individual, household, or organization. The Opportunities function is where you conduct “moves management” for prospects or volunteers. Opportunities allow you to do the following: Build-out and track time-oriented engagements with your constituents Assign and ...

3 min reading time
Updated March 4th, 2021 by Dana Kinsey

Grantee Application Process*

The following is Required for a Grantee to make an application for inclusion into your Grant Catalog: The Grantee must have a Profile in CommunitySuite The Profile must have a  Grantee designation The Grantee record needs to have the Public Requests checkbox checked The application process begins when your Grantees are invited by you to go online an...

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Updated January 21st, 2021 by Dana Kinsey

Opting Out of GuideStar Charity Check*

If you do not want to use GuideStar to verify the non-profit status of a specific grantee or 501(c)3 you can override the Charity Check. This may be necessary for some Universities, Schools or Churches. Go to Grantees Begin typing the name of the grantee you wish to no longer verify using GuideStar in the Search Grantee text box Select the Grantee C...

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Updated August 31st, 2018 by Dana Kinsey

Distribution Intervals*

If a Distribution Interval is quarterly, then the distribution date has to be at the end of a quarter. If you try to run it on the 19th of February, you wouldn’t be able to. You’d have to run the distribution on either March 31st, June 30th, September 30th, or December 31st.  Distributions with a yearly interval actually have to be run on January 1s...

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Updated February 27th, 2018 by Dana Kinsey

Online Ticket Workflow - Purchase or Register*

Our Online Event Ticket page allows anyone to purchase Event Tickets from any browser once a Campaign with tickets is created. A person can go to the Online Donations page and select the Event Tickets tab They will select the hyperlinked event name they are interested in from the Purchase Tickets/Register for Events list  They will then select the N...

1 min reading time
Updated April 1st, 2021 by Dana Kinsey

Administrative Fee Overview

Admin fees (e.g. administrative fees or fund fees) refer to the fees that your foundation charges to manage a fund. In CommunitySuite, there are three components to admin fees: Funds Admin Fee Types Accounts Components Funds Admin fees involve two funds:  The fund receiving the admin fee revenue (this will normally be your foundation's Operating Fun...

1 min reading time
Updated August 17th, 2021 by Dana Kinsey

Log

From the Home page, under the Core column, select Logs to see any edits, additions, deletions, etc. throughout the system. There are logs for several specific areas in CommunitySuite that track w hen a system action was taken, what action was taken and w ho did the action.  You will find a log tracking system within these functional areas: Grants, F...

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Updated September 16th, 2021 by Dana Kinsey

Pay Open Vouchers from Accounts Payable

The Accounts Payable section shows all open vouchers and payments due. All outstanding Scholarship and Grant payments will also be visible in Accounts Payable. You can pay open vouchers from Accounts Payable by creating and printing checks.  From the Accounts Payable page, click the Create  Checks option from the left-side menu. Open vouchers that n...

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