General Add-on Features Menu Options Customization  FAQs and Tips Contact Us  
 

Member Manager Help/User Guide

Getting Started - Money Manager


Note: Print a copy of this Tutorial as a way to learn how to use the Money Manager functions.
Money Manager is made up of 4 constructs:

  • Account(s) - The financial accounts your organization has. These can be checking, savings or investment accounts.
  • Budget(s) - What you want to track against during the year, say your 2017 budget.
  • Categories - Essentially the line items from the budget or the "categories" you want to track in order to measure against your budget. Some are income (receipts) and the rest are expenses (payments).
  • Transactions - The deposits into or payments from an account. When you enter a transaction (in an account), say a deposit, you allocate the deposit accross one or more Categories. For instance, a deposit of $400 might have $250 in Dues payments and $150 in Meal Payments where Dues would be one income Category and Meals would be another.

So, all the functions of Money Manager are:

  • Add, Edit and Delete Accounts
  • Add, Edit and Delete Categories
  • Add, Edit and Delete Transactions
  • Add, Edit and Delete Budgets
  • Balance the Account against a Bank Statement
  • Add, Edit and Delete Custom Transaction Reports
  • Run Treasurer's Report or Budget Report
  • Export and Import Transactions and/or Budgets
  • Import Transactions Downloaded from PayPal

Turning on the Money Manager Feature:

  • Go to Features & Payment and put a checkmark in the Money Manager checkbox and press Update Services and then the Submit Feature Changes button on the next screen. (This just activates the feature for your Organization. Paying does not take place until your next renewal date.).
  • To start Money Manager, go to Applications and select Money Manager.
  • When you are done using Money Manager, either select Exit Money Manager or select Logout.

Getting Started:

When your first enter Money Manager, it will say "No Accounts Found". The easiest way to start is to:

  1. Create your Categories
  2. Create Accounts and associate your Catagories with the Account
  3. Create needed Budgets
  4. Add Transactions

How to use the Money Manager functions:

  • Create your Categories - Set up as many of the Categories as you can that you will want to use to track your organization's finances by.

    To create a Category, go to Administration and then Categories and select +Add Category. You can set your categories up as you go along, but setting up the main ones first is easier. An existing budget on paper will give you a good starting list of categories.

    Categories are essentially what you want to track. You will have Income and Expense categories. Income categories are like Dues and Fund Raising - essentially all the ways money comes into the organization. Expenses are all the ways money is spent: Meals, Travel, Dues to International, etc.

  • Create your Accounts - Go to Administration and then Accounts and select +Add Account. Name the Account and then associate your Categories with the Account before selecting Submit to create a Money Manager account. (If you are currently using Quicken, you may be able to use the Bulk Upload. See the Help Text for more information on Bulk Upload.)

    Set up one account for each one of your organization's Checking, Savings or Investment accounts and for any imaginary accounts like Undeposited Checks as a holding area between receiving checks and depositing them.

    Associating Categories with an Account - This is done so that when you enter a transaction into an account, you only have to pick from the categories for that account from a list specifically for that account instead of from a list of all categories.

    You can associate categories with accounts from either the Manage Accounts screen or from the Manage Categories screen, but doing it from the Manage Accounts screen is a bit easier.

  • Enter Transactions - On the Transactions screen (under Administration), the upper half of the screen is a form used to enter new transactions. The lower half is a list of all the existing transactions for that Account and is usually called the Account Register.

    To enter a transaction, you:

    • Put in the Transaction Date (i.e. deposit date or the date written on the check)
    • Specify whether it is money in or out of the account (Deposit or Payment)
    • If it is a payment, you can enter a check number
    • Enter the Payee (or perhaps "Deposit" for a deposit)
    • Enter a Memo describing the check/deposit if needed
    • Specify the Amount
    • Now you need to allocate the deposit/payment over one or more categories:
      • Click on Add Category Assignment to open a category allocation row
      • Select the Category from the dropdown list
      • Enter the Category Memo (if needed)
      • Enter the allocation Amount
      • Repeat for each additional category until the sum of the category allocations matches the transaction amount.

    To edit, void or delete an existing transaction, you click on the corresponding button to the right of the transaction and in the case of edit, it moves the transaction into the fields in the input form in the upper half of the screen for editing (after which you click on Submit).

    An example of a payment transaction might be: (notice how the amount is spread across three category allocations so they know the amount for each meeting.
     
    Check #: 1234       Date: 2017-06-23
    Payee/Payer: Apex Restaurant       Transaction Memo: Meeting Meals       Amount: $670.00
          Category: Meal Expenses   Category Memo: August 7th Meeting    Amount: $225.00
          Category: Meal Expenses   Category Memo: August 14th Meeting    Amount: $195.00
          Category: Meal Expenses   Category Memo: August 21st Meeting      Amount: $250.00

    The example below is a deposit of Dues paid through the Dues & Fees feature and thus through PayPal. This transaction represents the transfer transaction that moves the money from PayPal to the orgainzation's account as a deposit, but through categories is also able to track who paid the dues and what the credit card expenses were. Note that if you are doing a deposit transaction, but you want a deduction, you use an expense category and use a minus number.
                    Date: 2017-06-23
    Payee/Payer: Deposit     Memo: Deposit from PayPal Deposit    Amount: $195.60
          Category: Dues   Memo: Jean Smith                    Amount: $100.00
          Category: Credit Card Expenses      Memo: PayPal      Amount: $-2.20
          Category: Dues   Memo: John Doe  Amount: $100.00
          Category: Credit Card ExpensesMemo: PayPal      Amount: $-2.20

  • Adding a category line item to a budget is similar to adding a transaction. The upper half of the screen is for adding a new budget row. However, in a budget, you can edit existing budget rows in-place in the lower half of the screen which is a list of the already added budget rows.

    When adding a budget item, you choose to either have it spread evenly over all months or you can put individual amounts directly into the correct month(s).

  • Balancing the Account against the Checkbook
    • Select Reconcile Bank Statement under Administration .
    • Select the Account from the dropdown list
    • Enter the Bank Statement Closing Date (date the statement was printed) .
    • Enter the Closing Balance.
    • Press Submit
    • In the lower half of the screen are all the transactions that, before this statement, had not cleared the bank yet.
    • For each transaction in the statement, check the corresponding box on the screen.
      You can press Submit before you complete if you want.
    • When you have checked every box for every payment or deposit on the statement, the Balance should match the Statement Balance. If not, some amounts are wrong or some transactions have been missed or wrongly checked.
    • When everything matches and Money Manager exactly matches the Bank (up to the Bank Statement Date), it wii say "Congratulation. Your balances match."
      When that happens, you press Submit and all the checked transactions are marked as "cleared".
    • You now can print the Reconciliation Statement that shows the checks still outstanding and the current check balance.
       
  • Reports
    There are several types of standard reports:
    • Treasurer's Report - A preformatted Treasurer's Report is a wizard where the Treasurer can select what Accounts and what types of reports to include in his/her Treasurer Report which is printed as all one report. By default, it is set up to do "last" month, but can be set to cover any period. It optionally includes:
      • Account Balances Report - This report provides a Beginning Balance and Ending Balance for each Account included in the report as well as before and after Grand Totals. This report can be used to provide a Net Worth for the organization of the Accounts kept in Money Manager.
      • Budget Report - This report is the "Budget to Actual" report. It shows the actuals for the period indicated and the Year-to-Date Actuals vs. the Year-End Budget Totals.
      • Transaction Summary Report - This report provides a Beginning Balance and Ending Balance for the Account as well as the transactions entered during the specified period.
    • Money Manager Custom Reports:
      • Any number of Transaction or Category reports can be generated using the Custom Report function with Money Manager.

        Be sure to include a Filter by Account when running a Transaction Report for an Account.

  • Export and Import
    You can export Account Transactions and/or Budgets to:
    • Export a Budget and modify it to be re-uploaded as the Budget for the new year
    • To do a bulk repair on transactions
    • To have a backup in case of an error

    There are several types of Imports:
    • Import Transactions into an Account - The Account to import into is specified in the tab delimited file (see the Exported file). Transactions are always inserted. If the Account or any Categories do not exist, they are automatically created as a part of the upload.
    • Import a Budget - You can export a budget, modify it for next year, save it as a tab delimited file and then import it as the Budget for next year. If the Account or any Categories do not already exist, they are created automatically. The name of the Budget and the associated Account are specified inside the tab delimited file. See the Export.
    • Import PayPal Transactions - If you are using the Dues and Fees Feature and Money Manager, you can automatically import PayPal transactions into a Money Manager Account. We recommend having a PayPal Sales Account where you upload the individual income transactions and then use a single transaction to match what you did in PayPal transferring the money to your Organization Checking Account.

If you still have questions, send a question to