bbgm + fe: making the marriage work...bbgm + fe: making the marriage work leveraging your blackbaud...
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BBGM + FE: Making the Marriage WorkLEVERAGING YOUR BLACKBAUD TOOLS FOR EFFICIENT GRANT-
RELATED PAYMENT PROCESSING
Rachel Rosen, Blackbaud
I’m Rachel Rosen
I’ve been part of the Blackbaud family for almost seven years now, based out of NY/NJ. I practice yoga and love to cook (mainly Italian food) and am learning to bake. In my spare time my family volunteers for City Harvest’s mobile food banks, and we do 5ks for animal rescue.
BUSINESS ANALYST, SENIOR
Agenda
• Introduction
• Product background
• BBGM Setup
• FE Setup and Import
• Tips & Tricks
• Conclusion
“Blackbaud solutions have helped revolutionize the way
we enlist the help of our players, our staff, our fans, and
our community as a whole.”
- Brett Taber, Executive Director, Social ImpactMinnesota Vikings Foundation
Financial Edge and Grantmaking clients
Introduction: Who, What, When, Where, Why
Who should be involved?
BBGM:
Grants Manager or Client Admin
FE:
AP admin (import permissions) or FE DBA
What happens?
BBGM Grants Manager or Client Admin has set cadence (or scheduled report) of scheduled payments to be exported, sent as .csv file sent to FE AP admin (need import permissions) who then imports to your GL.
When should it happen?
Up to you! Typically weekly or monthly, but please keep a set cadence (or use a scheduled report). The idea is to be consistent.
Introduction: Who, What, When, Where, Why
Where it all starts
The payment information originates in BBGM
Why should I do it?
Reconciliation, consistency, procedure, budgeting
Enhanced Efficiency
Superior Accountability
Tight Audit Trail
Improved Communication
What questions should you ask internally?• Will FE update vendor (organization) information
from BBGM?
• How/when we will reconcile?
• What information from FE needs to be tracked in BBGM? (IE project codes, t-codes, attributes, etc.)
• Do we have the “Projects and Grants” module in FE?
• How often will we send payment/invoice information to FE?
• Will we process in-kind requests?
• How will we handle transaction distributions?
• Are we paying grants in BBGM or only in FE?
FE Optional Module
IF YOUR ORGANIZATION RECEIVES GRANTS, THEN THE PROJECTS
AND GRANTS OPTIONAL MODULE FOR THE FINANCIAL EDGE IS A
MUST, AS IT PROVIDES YOU WITH THE TOOLS TO ENHANCE
REPORTING AND TRACKING OF YOUR GRANTS.
YOU CAN SPECIFY WHICH PROJECTS ARE FUNDED BY THE GRANT
AND ASSIGN A SINGLE TRANSACTION CODE TO THE GRANT TO
PROVIDE MORE DETAIL FOR TRACKING THE GRANT PURPOSE.
THE MODULE CAN ALSO GENERATE ACCOUNTS RECEIVABLE
TRANSACTIONS FOR THOSE GRANT EXPENSES.
What do I create in each database?
In BBGM
• Project Code (blueprint custom field on the Payment record)
• Project Description
• Fill in the Funds classification sheet
• Fill in the GL classification sheet
• Create custom fields for any attributes or transaction codes
• The correct views/dashboard table parts
In Financial Edge
• Any necessary Transaction Codes (T-Code) for grants
• Any necessary Attributes
• Necessary accounts for grant payments
• Dashboards to track grant information
Information ExchangeI need the following information from FE:-GL codes -funds-project list-if you want Program Area
What info do you want in FE outside of the required fields? -any attributes-vendor ID-BBGM org ID-BBGM payment ID, request ID-number of payments
BBGM Setup: Vendor Import for FE
Search: organization change date “this month”
BBGM Setup: Invoice Import for FE
Search: payments scheduled “this month”
I*Include BBGM Payment ID if want the AP Import to BBGM
The Workspace
The View
How to Export from BBGM
You can export from either
the Workspace or the
Dashboard Table Part.
FE Import1.How do I post to GL:
https://kb.blackbaud.com/articles/Article/46301
2. How do I import:
https://kb.blackbaud.com/articles/Article/66329
includes sample files
→ Import JE Transactions:
https://kb.blackbaud.com/articles/Knowledge/40003
TestingThere are some columns that will have to be added to
perform the import successfully in FE (in yellow).
They are the columns that tell FE what the attribute is.
Note: the last column must have data, and the file format must be .csv
To Involve Blackbaud or Not To Involve Blackbaud?
“The integration was crucial because we are using BBGM to track our
budgeting and payments and we cut checks and payments in FE. ”
-Lisa CeballosDirector of Grants, Isagenix
FE NXT, RE NXT, OLX, BBGM, BBEV/BBEG, EDH, BBMS
Discussion: have you integrated? Was the integration beneficial to your staff?
Has it positively impacted staff work time or added work time?
What changes to your internal controls were necessary?
What about other products, like RE?
Have all grant types and internal programs (or project codes) clearly defined. Make sure these match those used for FE. It is extremely important for all stakeholders to
be involved in this processes from the beginning.
Decide what information you want stored in your database. We are working on redoing our Standard Operating Procedures.
We have been able to eliminate several excel spreadsheets. It will be helpful to have all request information stored forever in BBGM. In the short term, our
implementation has added some work time just due to the learning curve. In the long term, we have already experienced how much time can be saved. For example,
our past grant approval process involved sending individual emails. This was extremely time consuming. With the generate email option in BBGM, this takes just a
few seconds.
-Rachel YoungDirector of Grants, BISSELL Pet Foundation
FE, RE, OLX, BBGM
Updating payment information in Grantmaking
BBGM options:
1. Use the A/P module which allows for a CSV file to update payment records in BBGM. https://www.blackbaud.com/files/support/howto/coveo/gifts-online/go-mod-accountspayable.htmlSample import file: https://www.blackbaud.com/files/support/howto/coveo/gifts-online/Resources/Images/ExportImportSamples/AP_GO_Import.txt
2. Manually update BBGM records from an FE report or export file
In Financial Edge
Perform an AP export:https://www.blackbaud.com/docs/default-source/how-to-documentation/financial-edge-how-to/system/fexport.pdf?sfvrsn=dd1e23f1_4
To learn more about what was included in this agenda, visit: 1.How do I post to GL:
https://kb.blackbaud.com/articles/Article/46301
2. How do I import:
https://kb.blackbaud.com/articles/Article/66329
includes sample files
→ Import JE Transactions:
https://kb.blackbaud.com/articles/Knowledge/40
003
linkedin.com/in/missrachelrosen
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Addendum: Field ListRE BBGM FE
Fund = Money coming in Fund = Classifications/Fund/ add in Fund names as needed (dollars coming out) Project = report on revenue, expense and budget by project
n/a (Could be Org ID) Vendor ID Vendor ID
Organization Name Organization Name Organization Name/Vendor Name
Gift Type Type of Support Gift Type
Gift Subtype Custom field Custom field
Letter Activity Type (To Do) Custom field
Appeal Custom field T-code
Campaign Custom field Custom field
Attributes Custom field Attributes
n/a Schedule Date Invoice Date
n/a Payment Date Date Paid
Address Address Address
n/a Custom field Project ID
n/a Custom field Project Description
n/a Custom field Post Date
n/a Payment Type Payment Type
n/a Payment Number Payment Options
n/a Payment ID Invoice Number
n/a Project Title Journal Reference