For years Sage 100 Fund Accounting has been the preferred fund accounting solution for nonprofit organizations. From fund accounting to grant management to human resource capabilities, Sage 100 Fund Accounting offers nonprofits an easy-to-use financial management solution that will free up their time to focus on carrying out the organization’s mission. As periodic upgrades and new versions are released, however, users need to be guided through new processes or features. The following tips will guide you through the process of adding new users to the system and auto-closing any outstanding encumbrances.
Sage 100 Fund Accounting 101: Adding New Users
No company or organization wants to deal with turn-over. In an ideal world, companies and nonprofits would sustain their employees forever. However, the fact is that turn-over is pretty much a guarantee in any industry, particularly in the nonprofit sector. While employee and volunteer turn-over presents several unique challenges to nonprofit organizations, adding and removing users from the financial management system can be quite tricky if you do not know what you are doing. Luckily for Sage 100 Fund Accounting users, this process is quite simple.
To add (or remove) new users to Sage 100 Fund Accounting, follow the steps outlined below:
- Rename the User
The easiest solution is to simply rename the user. To do this, go to Admin>Security>Maintain Users. Before you select anyone, look at the icon in the top corner. This is “rename user” button. When you click on the icon, it will take you to an existing user and change it to a different user ID. Click “Change Password” and enter your new password for that particular user. After that, you’re done!
- Copy Security
If you’ve already set up a new user, there is a way to quickly give them the same permissions as the former employee. Go to Admin>Security>Set Up Organization Menus and click on the “Copy Security Button” icon in the top corner. This icon allows you to copy the security settings from an existing user to a brand new user.
Larger organizations often have more employees coming and going than smaller organizations. If you are a larger organization, you should take a look at setting up user groups in Sage 100 Fund Accounting. You will be given the option to define a role (such as A/R Clerk) as a group. Assign all of your permissions to the group, and add or remove users as needed. Users may also be members of multiple groups.You can create groups by going to Admin>Security>Maintain Groups. Create a group and assign users to it. Once you have assigned users to your group, go to Admin>Security>Setup Organizations Menus and select “Group” instead of User ID. Once “Group” is selected, assign the permissions to the group as a whole.
Sage Fund Accounting 101: Auto-Close of Encumbrances
The new Auto-Close of Encumbrances is the new trademark feature of Sage 100 Fund Accounting for its ability to save nonprofits a substantial amount of time in the area of data entry. Encumbrances are generally entered and liquidated throughout the year; however, by the end of the year, there can be many outstanding encumbrances that will be put to use. The first order of action would be to get rid of all of the outstanding encumbrances by the end of the year and then, on the first of the year, re-enter all of the encumbrances that are still open. This process requires a lot of work and consumes a large part of the workday, time that could be devoted to fulfilling the organization’s mission and programs.
Sage 100 Fund Accounting’s Auto-Close of Encumbrances lets you wave your wand to get a list of outstanding encumbrances and choose the ones you wish to close. It’s “reverse” checkbox even allows you to select the open encumbrances you would like to reappear in the following year.
There are a few things to consider before jumping in, however. In order to get used to this new feature, many organizations adapt their entry and reporting styles to manage their open (sometimes multiple) years. In fact, many nonprofits will have to leave entities open for extended periods of time.
Whatever you do, don’t go and auto-close everything in sight. Instead, examine the way you record and report on encumbrances before you use Auto-Close of Encumbrances. Now that the feature is available, you may be able to simply adjust the processes you already have in place.