Blackbaud FundWare Allocation Management System Guide

172 Pages·2009·1 MB·English

Blackbaud FundWare
Allocation Management System Guide
VERSION 7.60, SEPTEMBER 2009
Blackbaud FundWare Allocation Management System Guide
USER GUIDE HISTORY
Date Changes
October 1999 Edition 1. Included new Preview/Post Allocations Cross ID feature for Service Pack 4.
November 2000 Edition 2. Includes updated 7.14 SE Maintain and Preview/Post operations.
June 2001 7.15—Includes changes to the format and edits correcting minor typographical errors.
July 2002 7.17—Includes added edits correcting minor typographical errors.
December 2002 7.20—Includes added edits correcting minor typographical errors; reissued with
Service Pack 3 (address change).
May 2004 7.30—Guide updated to reflect interface changes; minor corrections to functionality
and text.
December 2004 7.31—The guide has been edited to reflect new company information.
November 2005 7.40—The guide has been updated with minor corrections.
July 2008 7.50—The guide has been updated with minor corrections and new company
information.
September 2009 7.60—The guide has been updated to incorporate 7.60 functionality and to reflect
new company information.
© Copyright 2009, Blackbaud FundWare, Inc. All rights reserved.
The Blackbaud FundWare logos, among others, are registered trademarks and/or
registered service marks of Blackbaud Fundware, Inc. in the United States and other
countries. Other parties’ trademarks or service marks are the property of their respective
owners and should be treated as such.

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ABLE OF ONTENTS
Chapter 1—Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
The Allocation Management HomePage. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
Activity Reminders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Printing Reminders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Deleting Reminders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Units, Rates, and Account/Static Data Items. . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Understanding Dates—The Business Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Understanding Dates—Effective Date Ranges . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Some FundWare Basics. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Opening FundWare. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Changing Your Password During Login. . . . . . . . . . . . . . . . . . . . . . . . . 7
Opening FundWare Multiple Times . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Opening Additional Instances—From the Desktop/Start Menu. . . . . . . 9
Opening Additional Instances—From the Program. . . . . . . . . . . . . . . . 9
Changing the Business Date . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Changing Your Password From the Software. . . . . . . . . . . . . . . . . . . . . . . 11
Using the Menu Bar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Keyboard Navigation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Is Your Menu Bar Too Crowded? . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
How Your Security Rights Impact the Menu Bar. . . . . . . . . . . . . . . . . 13
Using the Navigator Bar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Module Navigator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Open Windows Navigator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
How Your Security Rights Impact the Navigator Bar . . . . . . . . . . . . . 15
Customizing Your Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Hiding and Displaying Columns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Re-Ordering the Columns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Resizing the Columns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Sorting the Entries in a Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Help. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Training and Consulting Services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Using This Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
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Conventions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Getting Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Chapter 2—Defining Your System Parameter. . . . . . . . . . . . . . . . . . . . . .21
Chapter 3—Defining Your Allocations . . . . . . . . . . . . . . . . . . . . . . . . . . . .25
Before You Begin—Print and Analyze the Toolbox . . . . . . . . . . . . . . . . . . . . . 25
Designing the Allocation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Adding an Allocation Manually. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
What Is the ToolBox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Copying an Allocation From the ToolBox. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Copying an Existing Allocation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Allocation Error Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Chapter 4—Previewing and Posting Your Allocations . . . . . . . . . . . . . . .51
Previewing/Posting Allocations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Reports—Preview Allocations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Reports—Post Allocations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Error Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Chapter 5—Maintaining Your Allocations. . . . . . . . . . . . . . . . . . . . . . . . .59
Changing Effective Date Ranges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Changing the Register Value . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Renumbering Allocation Steps. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Error Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Chapter 6—Viewing Allocation Information . . . . . . . . . . . . . . . . . . . . . . .69
Displaying Allocation Tables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Scrolling Allocation Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Chapter 7—Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75
Producing the Allocations Tables List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Producing the Allocations Log Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
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Report Names. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Appendix A—Calculation Commands and Period Options. . . . . . . . . . . 81
Calculation Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Dynamic Versus User-Defined Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
COMNT. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
REGOP . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
TABLE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
UPDT. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
POST. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Posting Across ID Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Conditional Commands . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
IF, ANDIF, ORIF, and ELIF. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
ELSE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
FI . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
EXIT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Period Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Example—Periods 1–6 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Journal Selection. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Example—Option 7, Average Daily Balance. . . . . . . . . . . . . . . . . . . . . . 102
Average Daily Balance Calculation Report . . . . . . . . . . . . . . . . . . . . . . . 103
Option 7 With Effective Date Range. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Example—Option 8, Number of days since posting. . . . . . . . . . . . . . . . . 104
Relative Years and Periods . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Appendix B—Account Masking in Calculations. . . . . . . . . . . . . . . . . . . 107
Appendix C—Repeat Feature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Allocation Performed Without Repeat. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Allocation Performed With Repeat . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
Resolving Masks: Repeat On. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
Troubleshooting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
Resolving Masks: REGOP Command. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Example 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Example 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Troubleshooting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
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Resolving Masks: TABLE Command . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
X Positions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
? Positions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Resolving Masks: POST Command, POST by Dynamic TABLE. . . . . . . . . . 115
Resolving Masks: POST Command, POST by User-Defined Table. . . . . . . . 116
Resolving Masks: POST Command, Percent and Balance Options. . . . . . . . . 116
Appendix D—Allocation Management ToolBox . . . . . . . . . . . . . . . . . . .117
TB01—Fixed Percentage Table. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
TB02—Extracted Percent Table Allocation. . . . . . . . . . . . . . . . . . . . . . . . . . . 118
TB03—Fixed Percentage. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
TB04—Fixed Percentage using Data Items. . . . . . . . . . . . . . . . . . . . . . . . . . . 120
TB05—Conditional Allocation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
TB06A—Allocation Series, Step A . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
TB06B—Allocation Series, Step B . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
Appendix E—Allocation Examples . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .125
Example 1—Standard Toolbox Allocations, Four Variations . . . . . . . . . . . . . 125
Variation 1—Fixed Percentage Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126
Variation 2—Extracted Percentage Table . . . . . . . . . . . . . . . . . . . . . . . . . 127
Variation 3—Fixed Percentage . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
Variation 4—Fixed Percentage Using Data Items. . . . . . . . . . . . . . . . . . . 129
Example 2—Conditional Allocation, Use of IF Statement . . . . . . . . . . . . . . . 130
Example 3—Series of Allocations, Second Dependent on First . . . . . . . . . . . 132
Step A. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
Step B. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
Example 4—Proration of Interest Income on Pooled Investments . . . . . . . . . 135
Example 5—Indirect Costs Prorated on Payroll Expenses . . . . . . . . . . . . . . . 136
Variation 1—Post to Cost Centers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
Variation 2—Post to Fund Level. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 139
Example 6—Revenue Recognition Based on Expenses Incurred to Date. . . . 140
Variation 1—Income May Not Exceed Deferred Account . . . . . . . . . . . . 141
Variation 2—Income in Excess of Deferred Posts as a Receivable . . . . . 143
Variation 3—Income is Billed Equal to Expenses Incurred . . . . . . . . . . . 144
Example 7—Fixed Percentage Allocation Series for Indirect Costs . . . . . . . . 145
Allocation 1—Staff Leave. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
Allocation 2—Fringe Benefits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
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Allocation 3—Facilities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
Allocation 4—Indirect Costs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
Example 8—Posting to Multiple ID Types . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
Example 9—Using a Dynamic Table to Distribute Amounts and Units. . . . . 150
Example 10—Calculate Benefit Allowance on Direct Labor Cost. . . . . . . . . 152
Example 11—Updating Account/Static Data Items . . . . . . . . . . . . . . . . . . . . 153
Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
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C 1
H A P T E R
I
NTRODUCTION
The Blackbaud FundWare™ Allocation Management System (AMS) is designed to help
redistribute amounts, units, rates, and account/static data items from an account or group
of accounts to another account or group of accounts. The module allows you to
reallocate amounts from one account or set of accounts to other accounts. Also, you can
reallocate amounts within or across ID types using a set of calculation commands.
Many organizations collect overhead, or indirect costs, in a special group of accounts
and later allocate percentages from these accounts to specific cost centers. For example,
grant agencies often allow a not-for-profit organization to allocate a certain percentage
of overhead costs to a grant. When entering invoices, it is difficult and time consuming
to break down individual invoices into many cost centers. Allocation Management
allows this breakdown to be performed periodically and automatically. The distribution
percentages can be created in a dynamic table based on account balances, units, or static
data items, and can change each time the allocation is run, as the source data changes.
While allocations are often performed on expense accounts, the process is just as
applicable to other types of accounts. For example, interest revenue on investments may
be posted to a pooled account, then allocated based on the percentage of principal
owned by each contributor. The allocation will use this percentage to apply the revenue
to the contributing investment accounts. This distribution is done automatically, you do
not need to code each interest payment to the individual entities.
THE ALLOCATION MANAGEMENT HOMEPAGE
The Allocation Management HomePage helps you keep an eye on your upcoming
activities through the Activity Reminders area.
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ACTIVITY REMINDERS
The Activity Reminders area allows you to enter a text note and a due date (optional) for
module tasks (Figure 1.1). When you open the HomePage, any tasks with due dates
earlier than the system date of your computer (i.e., “overdue”) will display as red.
Figure 1.1—Activity Reminders Area
Use the following instructions to use the Activity Reminders area.
1. On the Allocation Management HomePage, enter up to 100 alphanumeric
characters in the Activity field.
2. If this task has a due date, enter the date in the Due Date field. Click the drop-
down arrow to access the calendar. This field is optional.
If you do not have any text associated with a due date, the due date will
not be saved when you exit the HomePage.
Your entries are saved when you close the HomePage or FundWare. You can edit the
text or date information at any time.
PRINTING REMINDERS
Click Print to print the information in the Activity Reminders area. The report output
will reflect the current sorting and displays in a preview window, from which you can
print the information.
DELETING REMINDERS
Use the following instructions to delete a reminder.
1. Highlight the row.
2. Click Delete. The reminder is removed from your display.
2 The Allocation Management HomePage