revenue administration – table of contentsaadtraining.uoguelph.ca/pdf/revenue...

Last Revised Date: December 10th, 2018 1

Revenue Administration

REVENUE ADMINISTRATION – TABLE OF CONTENTS Revenue Administration .............................................................................................................................. 2

Consolidated Receipting ........................................................................................................................................... 2

Processing Tax Receipts - Equipment Fund .............................................................................................................. 8

Designations for Equipment Funds .................................................................................................................. 13

CAD PAYMENT TO A USD COMMITMENT .............................................................................................................. 13



REVENUE ADMINISTRATION Consolidated Receipting

This is a process to pick up gifts that need to be receipted on a consolidated basis (annual). This entails a process to generate data, output records to merge into a receipt to be mailed out.

Overall Steps:

1. Set up the merge template for Consolidated Receipting (this is done as a word document outside of Cannon)

2. In Cannon, Run a query to retrieve a working file to identify areas that manually need to be modified before receipting takes place

a. From the Analysis functional area, go to the Information Library, edit the Transactions to be included in Consolidated Receipting query and ensure the date range is for the year of receipting. Save and close

b. Process the query and then download the results to an excel file. (We will call this file the PrelimWorkingFile.xlsx) for this document



3. Identify all transactions that have an inactive Primary Address (note that IDs with no primary address will NOT be picked up by the receipting process until this is fixed)

a. Add filters to the spreadsheet and search for all records with the Do not mail = yes

b. Copy the Lookup IDs to new worksheet These records will need to be adjusted in order to be pulled into the receipt process (eg. Consults records that are deceased donors, edit receipt to donor mail preference, edit contact information to consolidated receipting file, etc)

4. Identify which households contain transactions under more than one person which will need to be identified and modified to be under one spouse and noted for Joint name in receipt.

a. From the PrelimWorkingFile worksheet, create a pivot table to show the Household Lookup ID with distinct count of Lookup ID that is 2 or more.



b. Using the Household ID, search for each ID in the PrelimWorkingFile to identify all the gift transactions under that household.

Note: It is suggested we only book gifts under ONE spouse’s record during the entire year (the payments can still be applied to the other spouse’s pledge if necessary)

Go into each gift to be modified and change to the ONE spouse on each transaction.



Generate a Revenue Update Batch to modify the constituent on the Rev ID.

Note: ensure the GL Post status is set to do not post

Note: ensure when changing the constituent that the recognition credit also gets reloaded

Make note of the main Constituent ID of the household to ensure the Joint name is used in the Receipt for the records that are being modified as new worksheet in the Working File.

5. (Optional) Run the Transactions to be included in Consolidated Receipting query again to ensure no transactions have inactive primary address and households have a distinct count of one lookup ID (one spouse)



6. Run the Receipt Process using the query as the selection

a. From the Revenue functional area, go to the Receipts task and edit the Other Users – Consolidated Receipting Process

b. Ensure the Transactions to be included in Consolidated Receipting ad-hoc query is selected as the criteria.

c. Save and start the process

d. Once the process has been completed, download the output. This is now your WorkingFile.xlsx to be used for the Receipt template created in Step 1.



7. Run the By constituent and designation query to determine totals for designations and multiple designations

a. From the Analysis functional area, go to the Information Library, edit the Consolidated Receipting – By Constituent and Designation query and ensure the date range is for the year of receipting. Save and close

b. Process the query and then download the results to an excel file. (We will call this file the Gift by Designation.xlsx) for this document

8. Identify the Lookup IDs with multiple Gift Designations and align to new columns

a. By using a VLOOKUP, the output can be sorted into columns to be included in the Receipt.

Designation 1 Designation 1 Amount





9. Add the new 6 column headings noted above and incorporate the designations and amounts into the WorkingFile.xlsx to be used for the Word temple Consolidated Receipt

a. Using the VLOOKUP function with ConstituentLookupID as the unique identifier, import the data from this output file to the Working File

10. Using the WorkingFile.xlsx as the merge data, merge the Receipt template (this is done outside of Cannon)

11. Once the merge has taken place, review the letters manually and change the name format to Joint names to those identified in Step 4 above.

Processing Tax Receipts - Equipment Fund Students enrolled in the Veterinary Program and the Engineering Program donate to the respective equipment funds through their tuition statement. The donation is deposited directly to the fund and does not flow through on AA&D accounts.

Annually, AA&D receives a list of the students who contributed from each program and the charitable gift receipts are processed that do not get posted.

Overall Steps to complete this:

1. Email SFS to request Student Equipment Fund list for OVC and ENG at the end of November. For the opt-outs contact the OVC Shared Administration Area/Engineering Financial Officer respectively.

2. Ensure all students are in Cannon (the IS team imports a student file each semester. This needs to be complete prior to creating receipts and takes place towards the end of November)

3. Request for Annual Fund to generate a Source Code for the Equipment Fund Receipts (allow up to 2-4 business days)

4. Optional: Identify and sum the gift amounts from multiple periods per student to show one Revenue entry. (Otherwise, student’s in several semesters will show multiple revenue entries where receipt type will need to be identified as consolidated)

a. Using a pivot table to sum gift amounts from multiple periods (eg. Engineering Winter, Summer, Fall, etc)

5. Ensure the following column headers are included in the file and saved to .csv:

a. StudentID - student number (which is located as an alternate lookup ID in Cannon) – ensure to concatenate additional “0”s in front of the student files for 7 digits if need be and format to text



b. Amt

c. Designation (801742 or 800538)

d. Source Code (this is populated by the Annual Fund group and should be requested in a timely manner – 2-4 business days)

e. Date – ensure format is set to US Dates (mm/dd/yyyy)

6. From the completed list, request to [email protected] a list of the Constituents with inactive address

a. Once list is provided, request to Records to mark an address as active

7. Import the .csv file into Cannon (Note: the import only allows up to 500 records at a time)

a. From the Administration Functional area, go to Import

b. Edit the Engineering Equipment File Import – Adjusted or OVC Student Equipment Fund Import - Adjusted import process

c. Change the Import Source to Local File and search for the .csv file.

mailto:[email protected]



d. Save

8. For a successfully import the header columns need to align with the Import file import. If this is already set up and no changes are required, this does not need to be modified. Here is the process if a new import template:

a. Go to the Import File Templates configuration

b. Edit the Engineering Equipment File Import Template – Adjusted and add the new imported file and align the import file columns to the batch template columns.



9. Start the Import. Once the import is completed, a Revenue Batch gets created for review and validation

10. In the revenue batch, verify the entries; receipt type depending on how the list displays each entry (consolidated or per payment – this will be important for the receipt process). Ensure in the batch the GL status is do not post. Validate and Commit the Revenue Batch. The revenue entries will now appear on the constituent record

11. Once the Revenue has been applied, run the Receipt process – this process will pick up all Revenue payments with either designations and a receipt type of consolidated.



a. From the Revenue Functional Area, go to Receipts and go to edit the Student Equipment Fund Receipts

b. Ensure the letter template is the correct template (this will only need to be modified if the receipt template is different) and ensure the Selected Payments is the Student Equipment Fund Payments query.

c. Save and Start the process. Note: If a receipt number generated does not equal the expected number from the listing, this is likely due to an inactive primary address. Select outfile file, reconcile to the listing and set Communications > preference > Receipt

d. Download the output file to be used for the mail merge Receipt



Designations for Equipment Funds

801742 – OVC Student Equipment Fund

800538 – Engineering Student Equipment Fund

CAD PAYMENT TO A USD COMMITMENT In cases where there is a USD commitment, with in CAD funds, the following must take place to apply a CAD payment to that USD Commitment:

1. Using the Currency Batch Template, the exchange rate to convert CAD funds to USD Funds needs to be entered in the system for the date of the transaction (for this example the rate will be entered as 0.5)

a.

Note: the rate can be determined using a credible website at time of the exchange (https://www.oanda.com/currency/converter/ ). All Corporate types in Cannon have been set to expire the same day

This batch will need to be committed each time a CAD payment is made. If the rate has not been set, you will not be able to apply the CAD amount to the commitment:

https://www.oanda.com/currency/converter/



2. Validate and commit the Currency Exchange Rate batch

3. Create a new batch to apply the payment (for this example, a $7500 CAD payment to the $25K USD Pledge)

4. Enter the $7500 CAD payment amount in the batch. When the commitment window opens, hit cancel



5. Select the USD Pledge to the application column in the batch – the commitment will now automatically apply the $2500CAD. Click OK

6. Update the Projected Totals, Validate and Save.

7. Commit the batch

8. Once Batch has been successfully committed, go to the Revenue history on the record. Notice the payment made on the USD Pledge indicated the CAD amount of $10, 000.



9. If you go to the Pledge installment activity, the payment amount will say the USD amount ($5000 USD). It is not until you click on the payment itself to see that payment was made in CAD and exchange at the time payment was made.

revenue administration – table of contentsaadtraining.uoguelph.ca/pdf/revenue...

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