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. ii T C 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 Blackbaud, Inc. iii Blackbaud FundWare Allocation Management System Guide 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 iv Table of Contents 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 Blackbaud, Inc. v Blackbaud FundWare Allocation Management System Guide 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 vi Table of Contents 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 Blackbaud, Inc. vii Blackbaud FundWare Allocation Management System Guide viii 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. Blackbaud, Inc. 1 Blackbaud FundWare Allocation Management System Guide 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