Recording Activity Income and Expenses

Professional Version Only

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With MemberTies Professional, you can post debits and credits to activities just like you can post dues or donation debits and credits on membership records.   Each entry can be associated with the activity itself, or specifically associated with an attendee.

Activity postings are also available when creating a Deposit.

Note: If you are creating a new activity record, the activity must be saved first (click Apply) before you can access this tab.

Adding Income and Expenses

1Choose File > Workspace > Activity List.
2Click the Add or Open toolbar button to either create or open an activity. See Working with Activities if you haven't created an activity yet.
3Choose the Income & Expenses tab.
4Click Add
5The following fields are available:

 Date Posted - The date on which the entry is being recorded.

 Date Recognized - The date on which you want the amount to apply to your organization. Since most activities tend to start and end in a short time period, the date recognized will normally be the same as the date posted. But if you need to prepare for an activity during the latter part of one year but actually account for it the following year, you can use the date recognized to identify these entries.  That way, a report run for the first quarter of next year will show an entry that was actually posted the year before.

 Posting Type - the posting type to be applied to this entry. The debit/credit action of the type is displayed in the dropdown, and any minimum or maximum amount requirement is displayed to the right of the field. See Maintaining Posting Types for more information.

 The posting type will be defaulted to the default Activity posting type specified in the Posting Types list, if available. If no default has been set, the type will be blank.

 Amount - The amount to be recorded. Only positive numbers may be used. The posting type determines whether the amount is applied as a debit or credit to the account.

 There are several ways to enter the amount. In addition to typing in an amount, you may have other options depending upon the way you set up your Posting Types. If you associated minimum or maximum amounts for the posting type, you can quickly enter those amounts by clicking the appropriate icon next to the amount.

 Cheque - The cheque number or other identifier for the entry.

 Receipt Number/Book -These fields are enabled whenever the selected posting type is one that has been defined to generate a receipt number. The fields are disabled for all other posting types.  The Receipt Number is a sequential number generated by the system. The Receipt Book is the value set as the Dues Receipt Book Nbr in preferences.

 The receipt number is not automatically generated until the record is saved or a Receipt is printed via the Receipt button.  This ensures that the next receipt number is not used until it is needed.

 Assign Now - Click this option if you want to force the system to generate the next receipt number immediately. Note that once a receipt number has been generated, it is "used" permanently, even if you choose not to save the entry.  The only way to reset it is via the Dues Receipt Book Nbr preference.  If you want to "regenerate" a new number for an entry that already has a receipt number, you must clear the field first, then click Assign Now to generate a new number. If you do not want the Assign Now option to be available at all, it can be turned off via the Allow Assign Now preference.

 Comments - General comments about the entry.

 Private Comments - Comments in this field are not printed on any system report.

 Printed Receipt - This option controls when a receipt should be printed for the entry:

No Receipt - indicates that no receipt needs to be printed at all
Print on Save - indicates that a receipt will be automatically printed when the OK button is clicked to save the entry. Note that the system will automatically switch the setting to "No Receipt" after printing. You can also print a receipt by selecting the saved record on the Income/Expense list.
Mark for Printing - indicates that the record should be marked so that you can run a receipt report from the Reports window, and use report criteria, "Activity Print Receipt = Selected" to print all marked receipts at once.

 Associated To - Members currently associated to the activity are available in the dropdown list.  If this entry should be tied to a specific attendee, choose that person here. (Note that if you assign income or expenses while editing an attendee directly, it is automatically associated to that attendee.)

6When you are finished, click OK.

Changing an Income or Expense Entry

1Choose File > Workspace > Activity List.
2Select an activity, then click Open. This will open the Details window for the record.
3Choose the Income & Expenses tab.
4Select the entry you want to change, then click Open.
5Make your changes, then click OK.

Deleting an Income or Expense Entry

1Choose File > Workspace > Activity List.
2Select an activity, then click Open. This will open the Details window for the record.
3Choose the Income & Expenses tab.
4Select one or more records, then click Delete.
5Confirm the deletion.