FINANCIALS WITH IMISMICHELLE LELEMPSIS, CAUSEIS
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TRAINING AGENDA
• iMIS Financials Overview
• Understanding the workings of AR/Cash
• AR/Cash - Set-up Module and Tables
• Batching – What are they really?
• Roles of other iMIS modules – Events, Fundraising, Dues and Orders
• Processing transactions
• Reporting and Access to the RIGHT data
• Examples and questions
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Michelle Lelempsis
Solutions Consultant
Email: [email protected]
Mobile: 0404 092 105
YOUR TRAINERCONTACT ME
Morning tea:
Around 10am – 10:30am
Lunch:
12:30pm – 1:30pm
THE IMPORTANT STUFF
• iMIS is your sub-ledger and most revenue is processed through iMIS.
• All accounting-related entries generated by iMIS (through Billing, Events, and so forth) flow through and are managed by AR/Cash
IMIS FINANCIALS OVERVIEW
• Our usual focus is on transactions processing –
– Membership
– Donations
– Payments
– Batch reports
IMIS FINANCIALS OVERVIEW
• We are going to start by exploring the set-up of iMIS AR/Cash
• There are many layers associated with the financial side of iMIS.
• What do these include?
IMIS FINANCIALS OVERVIEW
• General lookups >> GL accounts
• Cash Accounts
• Default Accounts
• Tax Codes
• Product Codes in iMIS Modules
• General ledger interface
• Credit card gateway
IMIS FINANCIALS OVERVIEW
LET’S EXPLORE THE AR/CASH MODULE SET-UP
• General lookups >> GL accounts
IMIS FINANCIALS OVERVIEW
• Cash Accounts
IMIS FINANCIALS OVERVIEW
• Default Accounts
IMIS FINANCIALS OVERVIEW
• Tax Codes
IMIS FINANCIALS OVERVIEW
• Product Codes in iMIS Modules
IMIS FINANCIALS OVERVIEW
• General ledger interface
IMIS FINANCIALS OVERVIEW
• Credit card gateway
IMIS FINANCIALS OVERVIEW
• Why do we batch in iMIS?
– Grouping similar transactions
– Reconciliation purposes
– Managing Control & Risk
• Controls in place to identify any errors
– Reporting on users and transaction types
– Manages the General Ledger interface
IMIS BATCHING
IMIS BATCHING
UserPayment Type
Date Team
• What does iMIS really care about?
– Batch number
– Date
– Description
– Cash type
IMIS BATCHING
IMIS BATCHING
• AR/Cash >> Manage Batches >> New
• Todays date
• CHQ
LET’S CREATE A BATCH!
• What happens when a transaction is processed?
– Income
– GST
– Accounts Receivable
– Bank
• Let’s look at each module
FINANCIAL PROCESSING
OTHER IMIS MODULES – ROLE IN FINANCIALS
• iMIS Billing / Dues
– GST
– Income and Deferred Accounts
– Prorate Rules
• If there is no account defined where will it go?
IMIS MODULES – BILLING
IMIS BILLING
• Transaction processing – What happens?
• Cash based
– Billing Cycles raises “reporting” lines
– Income raised when renewal paid
– Accounts Receivable lines are not created in dues when cash based
• Accrual based
– Billing cycle raises income and AR transactions
– Renewal paid bank expected and AR paid
IMIS MODULES – BILLING
• (ID 160) Betty Smith has been billed
LET’S CREATE A DUES PAYMENT!
• iMIS Events
– GST
– Income and Deferred Accounts
– Start date (if running deferred)
• If there is no account defined where will it go?
IMIS MODULES - EVENTS
IMIS EVENTS
• Transaction processing – What happens?
• Event registration entered:
– Income raised
– GST
– Accounts Receivable
• Event registration paid
– Account Receivable
– Bank Expected
IMIS MODULES - EVENTS
• Registrations can CONTINUE to be updated after they have been registered
• Therefore impacting income accounts, AR and GST.
IMIS MODULES - EVENTS
LET’S REGISTER A DELEGATE!
• iMIS Fundraising
– Income codes
– Fund codes
• If there is no account defined where will it go?
IMIS MODULES - FUNDRAISING
IMIS FUNDRAISING
• Donation processed – What happens?
• Donation processed (always paid at entry)
– Income based on Distribution Code
– Bank Expected
IMIS MODULES - FUNDRAISING
• iMIS Orders
– Income account codes
– GST
• If there is no account defined where will it go?
IMIS MODULES - ORDERS
IMIS ORDERS
• Order processed what will happen?
– Income
– GST
– AR
IMIS MODULES - ORDERS
LET’S PROCESS AN ORDER!
GENERAL LEDGER INTERFACE
• Method of controlling transactions from iMIS to your GL
• Who is using the GL Interface?
GENERAL LEDGER INTERFACE
• iMIS Business Rules for including a transaction in the GL file:
– Transaction must be posted
– Transaction must not have already been posted to the general ledger
GENERAL LEDGER INTERFACE
• General ledger interface will output the file that can then be imported into your accounting package.
• The “generic” template is typically used for manipulating into the preferred format.
GENERAL LEDGER INTERFACE
• No individual data is sent to the GL it is all financial transactions grouped by either:
– Transaction date
– Batch
– None
GENERAL LEDGER INTERFACE
GENERAL LEDGER INTERFACE
iMISAccounting
package
•Donors
•Profile information
•Manage
outstanding debtors
•Information about
supporters
•Profit and Loss
statements
•Income
statements
•Executive
reports
• There are several elements to the payment gateway –
– iMIS
– Payment Gateway
– Accounting system
– Bank
PAYMENT GATEWAY
PAYMENT GATEWAY
iMISAccounting
package
Bank
Settlement: 1800hrs to 175959 hours
• Users will get errors from the gateway due to the number of layers involved.
• So what are some of these errors and how should we proceed?
– Declined
– Unknown
– Cannot contact issuing or acquiring bank
– Timeout error
PAYMENT GATEWAY
Declined
• Transaction will not commit to iMIS (unless processed via EFT)
• The user can re-try the credit card or cancel the donation
Unknown
• Transaction will commit to iMIS
• The user must delete the transaction as an unknown authorisation code has not been processed to the donors credit card.
• From bank rec process we will still expect the donation.
PAYMENT GATEWAY
Cannot contact issuing or acquiring bank
• Transaction will not commit to iMIS
• The user can re-try the credit card or cancel the donation
• Most times, in 30 minutes the credit card will be processed
Timeout error
• Transaction will not commit to iMIS
• The user can re-try the credit card or cancel the donation
• Most times, in 30 minutes the credit card will be processed
PAYMENT GATEWAY
REPORTING ON FINANCIALS
• There is more to financial reporting than …
REPORTING
REPORTING
iMIS TRANS table = Financial
Reporting
• What is the new iMIS Advanced Accounting Console?
ADVANCED ACCOUNTING CONSOLE
• Let’s login via the Desktop
ADVANCED ACCOUNTING CONSOLE
• Operating from a workstation that can be hosted locally or remotely, iMIS Advanced Accounting Console is a streamlined, easy-to-use interface alternative to the earlier iMIS Desktop.
• iMIS Desktop continues to allow an administrator to define and setup iMIS. However, as iMIS functionality is accessible from the web, you can perform many setup options through your Staff site.
ADVANCED ACCOUNTING CONSOLE
• Let’s take a look!
ADVANCED ACCOUNTING CONSOLE
Workshop – Financials Fixes: Reversals, Refunds,
Adjustments (Part 2)
Trainers: Doug Morris, Computer System Innovations Inc and
Conrad Henley-Calvert, Millpost Technologies
Keeping your financial data in check, is critical for your organization. This session will go over the proper way to reverse transactions, handle refunds, and even adjust those special cases. In addition, we will go behind the scenes to learn how to untangle the really messy transactions. You will return to your office knowing the “Right” way to use iMIS from a financial correction aspect. A “light” version of this session occurs later in the conference.
IMIS FINANCIALS PART 2
Michelle Lelempsis
Solutions Consultant
Email: [email protected]
Mobile: 0404 092 105
YOUR TRAINERCONTACT ME
WITH THANKS TO OUR SPONSORSNIUG DISCOVERY CONFERENCE
++ NETWORKTRAIN LEARN