UK-Post to GL
NOTE: Standard process is to do the GL Post weekly on Fridays after all data entry is done for week
Prelim Process
· On BBEC, go to Revenue -> Post Revenue to GL -> United Kingdom Post to GL
· Click Edit (in the left hand menu)
· Edit the ‘Post dates up to’ date to the date you are posting through:
o Set to the last day you’ve finished entering gifts – either a Friday or the last day of the month.
o
· Edit Revenue Selection to change the date parameter to “less than or equal to” the date you are posting through (the same date as above)
o Edit the query by hitting the pencil button
o Double click the ‘GL Post date’ line and set the date to the same as above
o Save the query, then save the Post process
· Hit Start Process – do NOT do Mark as Posted as you want a prelim report first
· When process completed, download the Summarized Post File to desktop
· Open and confirm that the debit amount equals the total going into bank that week
o Look for accounts, projects and dates to see if spot any errors
o Note that all dates should be the date you are posting
o Find any errors in the gift records and fix them, then redo the Prelim process
Post Process
· Go back t to Revenue -> Post Revenue to GL -> United Kingdom Post to GL and Start Process
· Click box to Mark as Posted (see above)
· When process completed, edit Post process to uncheck Mark as Posted and Save
· Download the Summarized Post File to desktop as Post to GL.csv
· Open the .csv file and save in your Finance file share, in a folder called “Post to GL” as post yymmdd.xlsx (post 130805.xlsx)
Excel Process
· Delete last column (transaction distribution percentage)
· Do Page Setup for
o Fit 1x1
o Landscape
o Gridlines
· Print Preview and then print to enter info into Quicken
QuickBooks Process
· Enter the info as one deposit with split entries
· Use GL Post Date as the Deposit date
· Splits will be for type of income and project code
· Toss the printout after recording info in Quickbooks (since you have the electronic file copy)
DETAILED BREAKDOWN
· If you found that the above process produced numbers that were different than expected for reconciliation, you can produce a detailed report to breakdown totals received per fund and category into individual donations.
· Go to Analysis -> Query
· Search for: UK FINANCE-All gifts this GL POST PERIOD
· Click on the query
· Click ‘Edit definition’ under tasks on the left
· Change the ‘GL Post Date is less than or equal’ line to match the date you posted up to
o
· Click ‘Save’
· Click ‘Click here to process results’
· Note that results are sorted by date and then by fund
· Browse results and click to export to Excel if needed
· Find the problematic transaction(s) and ask Tony to correct them. Then run the GL process again.
Rev. October 1 2014