™ TheFinancialEdge Administration Guide 102011 ©2011 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic, or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the prior written permission of Blackbaud, Inc. The information in this manual has been carefully checked and is believed to be accurate. Blackbaud, Inc., assumes no responsibility for any inaccuracies, errors, or omissions in this manual. In no event will Blackbaud, Inc., be liable for direct, indirect, special, incidental, or consequential damages resulting from any defect or omission in this manual, even if advised of the possibility of damages. In the interest of continuing product development, Blackbaud, Inc., reserves the right to make improvements in this manual and the products it describes at any time, without notice or obligation. All Blackbaud product names appearing herein are trademarks or registered trademarks of Blackbaud, Inc. All other products and company names mentioned herein are trademarks of their respective holder. FE-AdministrationGuide-102011 Contents ADMINISTRATION . 1 Navigating in Administration . 2 Common Administrative Tasks . 3 General Ledger Administration . 14 Accounts Payable Administration . 34 Accounts Receivable Administration . 40 Fixed Assets Administration . 44 Student Billing Administration . 54 GLOBAL CHANGE . 113 Global Change Tabs . 114 Global Change Operations . 118 Globally Changing Records . 121 SECURITY . 131 Accessing Security . 132 Supervisor Procedures . 133 Passwords . 135 Security for Groups . 137 Security for Users . 150 PLUG-INS . 161 Update Accounts . 162 Initialize Accounts Receivable and Cash Receipts Systems . 162 View Locked Records/Processes . 162 Convert Billing Years . 163 Link to Other Blackbaud Systems . 165 View Database Connections . 166 Patron Edge Import Utility . 166 Update Cached Record Balances . 167 View Product Details . 168 Update the Payers and Statements Tab on Student Records . 169 Convert Your Student Billing 6.4 Data . 170 Reset the Registry . 171 INDEX . 173 chapter 1 Administration Navigating in Administration . 2 Common Administrative Tasks . 3 Setting Up Programs in The Financial Edge. 3 Viewing System Statistics . 3 Posting from The Financial Edge Subsidiary Ledgers to General Ledger . 4 Importing Records. 8 Globally Changing Records. 8 Searching for Duplicate Records . 9 Accounting Queue. 10 Security Settings . 10 Validating Your Database . 10 Creating Consolidation Export Files. 12 Electronic Signatures. 12 General Ledger Administration. 14 Posting in General Ledger. 14 Fiscal Year-End Procedures. 21 Beginning Balances . 25 Updating Fund Transaction Requirements . 32 Accounts Payable Administration. 34 Purging Vendors and Vendor Activity . 34 Merging Duplicate Vendors . ..