FreemasonsWeb Accounting Module

1. Introduction

The FreemasonsWeb Accounting Module (referred to within this guide as the “Accounting Module”) is a basic book-keeping application, allowing Lodges and Chapters to keep an account of their finances and to produce their end-of-year reports to their respective Provincial and Grand Lodges.

Features are available to raise and receive invoices, make and receive payments to and from suppliers & members, as well as manage your assets, bank accounts and funds.

Whilst it does not provide all the features of a full-blown accounts system, the Accounting Module does provide the most common features to support the daily running of most Lodges and Chapters.

2. Basic Concepts

Accounting systems, in essence, record the flow of monetary funds.

The FreemasonsWeb Accounting Module models the common stages of monetary transactions carried out by masonic Lodges and Chapters.

Whilst we have tried to keep the naming conventions as intuitive as possible, for the sake of clarity the definitions (as they pertain to the Accounting Module) are given in the sections below:

2.1 Equity vs Balance

The Accounting Module is accrual based, which means the report figures are more focussed on equity rather than your bank balance.

Your equity figure gives a far more accurate picture of the state of your finances over a particular financial period (i.e. your financial year) than your bank balance, as your bank balance doesn't reflect any outstanding incoming or outgoing payments.

So for example, if your bank balance showed £100 but you were owed £200 in membership fees and you had £50 of bills still to pay:

  Bank Balance:           £100.00
  Minus Bills :          - £50.00
  Plus Membership Fees: + £200.00
                        ---------
  Total Equity:           £250.00
                        ---------

The equity calculation also takes into account any payments made in advance (e.g. members paying their membership early), and any late payments (e.g. a delay in paying a bill or cashing a cheque). This gives a true reflection of the finances within your financial year.

Only if all your bills and receipts are up to date and were paid on time (and within your financial year dates), would your bank balance match your equity.

Wherever possible both balances and equity are shown within the Accounting Module, but hopefully the above explanation goes some way to explain why your bank balance and equity might not always match.

2.2 Funds

Funds represent the various different fund accounts used by your Lodge or Chapter.

Typically, a Lodge or Chapter will have:

2.3 Bank Accounts

Within the Accounting Module, a Bank Account represents a bank account or building society account.

Bank accounts are different to your Funds (although some Lodges or Chapters may have a separate bank account for each fund, or choose to have all funds within the one account), but within the FreemasonsWeb Accounting module, each Bank Account represents a physical bank account.

FreemasonsWeb offers a very flexible way of arranging your Bank Accounts and Funds, so that:

NOTE: Your Province and/or Consitution may have rules restricting how you organise your bank accounts and funds. You should seek their advice if you are considering changing the way your accounts and funds are currently organised.

2.4 Invoices

An invoice is simply a Request for Payment.

Within the Accounting Module, invoices can be received from a Supplier (for example when you receive your electricity bill); or raised to a Supplier or Member, for when you expect payment from them.

Invoices are always raised or received against a Fund, for example:

Any invoice that is raised to a supplier or member can be saved as a PDF document, so it can be emailed or posted to them.

You can also attach files (such as a scanned copy of a paper invoice) and store it against an invoice.

2.5 Suppliers and Members

2.5.1 Suppliers

Suppliers are any third party that is external to your Lodge or Chapter.

Money is received from suppliers, and paid to suppliers. Examples of a supplier are your Grand Lodge, Provincial, your electricity supplier, your Masonic Hall provider or any staff you may employ (e.g. cleaning or bar staff).

Most of the time payments will be made to a supplier, but there are occasions when you will receive payments from them, in the form of refunds or donations.

When dealing with donations or money received from raffles, collections and fund-raising events, it is preferable to create a Supplier as a catch-all for these occasions, e.g.:

Suppliers are categorised as either a Liability, meaning you make payments to them; or an Asset meaning you receive funds from them.

If you have a supplier that you recieve and pay funds to, it is recommended you create two separate suppliers for each purpose, e.g.:

2.5.2 Members

Accounting Module Members specifically refer to the members of your Lodge or Chapter. Note: These members are totally separate from your Website Members, however you can import and link Accounting Module Members to your Website Members.

Within the Accounting Module these are a special type of “Supplier”, in that you receive funds from them (in the form of initiation fees and subscriptions), and you pay them (in the form of expenses etc.)

For circumstances where multiple members are needing to be invoiced, as in the case with dining or subscription fees, the Accounting Module allows you to select and invoice multiple members at once.

2.6 Payments

Payments are the recording of money ariving into, or leaving from a Bank Account.

Incoming payments are received from a supplier or member, into a bank account, against an invoice that was raised.

Outoing payments are made to a supplier or member, from a bank account, against an invoice that was received.

In both cases the Fund that is credited/debited is taken from the corresponding invoice.

There are occasions where payments are made or received that have no physical invoice. This is known as an Un-invoiced Payment. Un-invoiced payments automatically create an invoice for accounting purposes even though no physical invoice actually exists.

For incoming payments, a PDF receipt can be generated to be printed or emailed.

You can also attach files (such as a scanned copy of a paper receipt) and store it against your payment.

Banked Payments

Payments that are received in the form of cash or cheque are not directly transferred to your account. These types of payments are required to be "Banked", which records the fact that you have deposited the funds in your bank account.

Likewise, payments that are made in the form of a cheque have to be marked as "Banked" to show that the funds have left your account.

2.7 Bank Entries

Your bank may pay you interest on your funds, or apply charges on your bank accounts.

Bank Entries are used to record these types of payments. In the case of Bank Entries, no invoices are involved.

2.8 Account Categories

The Accounting Module allows you to define categories for payments made and received. This allows you to summarise these payments within your reports.

For example electricity, gas, phone and water bills could be categorised as “Utility Bills” which would be summarised as one figure under “Utility Bills” within your end-of-year reports.

Alternatively, you may wish to have separate categories for electricity, gas etc.

Each Account Category must be associated with a Fund, so that the Accounts Module knows what fund is owed or owes money.

Account categories can also be given a group heading, where account categories with the same group heading are grouped together on your reports.

2.9 Assets

Assets within the Accounting Module refers to any property owned by your Lodge or Chapter, such as your premises, any regalia, office equipment and furniture.

The Accounting Module helps you to keep a track of the assets owned by your Lodge or Chapter, and allows you to re-value (i.e. appreciate/depreciate) your assets when appropriate.

2.10 Account Sets

An account set is a complete set of accounts, which includes its own separate copy of suppliers, invoices, payments, bank accounts and members. Account sets are completely separate from one another.

Account sets can be backed-up and restored, but only to the original account set it was backed-up against.

When copying an account set, only the "structure" of the account set is copied accross; no transactional data such as invoices, payments or transfers are copied.

NOTE: The current active Account Set is shared between the Secretary Module and the Accounting Module.
 
In particular Lodge Members, which are tied to an Account Set, are shared between the Secretary Module and the Accounting Module.
 
Changes in either module will affect changes in the other.

3. Setting up your Accounts

To access the Accounting Module, select "Tools" on the menu bar, followed by "Accounting".

Before you start using the Accounts Module, there are various aspects that will need configured.

These include:

The following sections describe the basic configuration in detail; more advanced configuration such as invoice formats are dealt with at the end of this guide.

On your first visit to the Accounting page, you will be asked to provide the start of your financial year:

On setting your financial year start, a default set of accounts, funds, bank accounts and categories will be set up for you.

You should now go through the following sections in order altering your configuration as required.

3.1 Funds Setup

The Funds tab allows you to set up your funds and their initial balances:

Setup Funds

Before using the account module, you should set up your initial balances, and the date of those balances.

To do this, click the Edit Edit button next to the account you wish to edit:

Setup Funds Edit

Enter the opening balance of your account, and click the "Save" button to make your changes, or "Cancel" to return to the funds list.

To add a new fund, click the Add Fund button.

To delete a fund, click the Delete Delete button.

Note: You cannot delete a fund once payments have been made against it, or when it has been linked to an Account Category.

3.2 Bank Accounts

The Bank Accounts Tab allows you to set up your bank accounts and their initial balances.

To manage and view your list of Bank Accounts, click the "Bank Accounts" sub-tab on the Setup tab:

Setup Bank Accounts

Before using the account module, you should set up your initial balances and fund allocations.

To do this, click the Edit Edit button next to the account you wish to edit:

edit bank account

First, you should enter the opening balance of your bank account, and the date of that balance:

edit bank account balance

Next, you should enter how that balance is split between your funds:

edit bank account fund balance

Finally click the "Save" button to make your changes, or "Cancel" to return to the bank account list.

To add a new bank account, click the Add Bank Account button.

To delete a bank account, click the Delete Delete button.

NOTE: The totals of all your opening bank balances MUST match the totals of all your opening fund balances.
 
As funds can be split across bank accounts, the Accounts Module will not check this when entering them.

Note: You cannot alter the opening balance of a bank account, nor delete it once payments have been made against it.

3.3 General Setup

 The "General Setup" page can be accessed by clicking the first sub-tab item under the Setup tab:

General Setup

This page allows you to enter the overall general settings for using the Accounting Module:

Default Tax Rate (VAT) This specifies the default VAT or tax rate for purchases, or if your Lodge/Chapter is VAT registered the default level of value added tax to be charged.
Tax/VAT Registered Tick this box if your Lodge/Chapter is VAT registered, or is required to charge value added tax to any incoming payments.
HTML Currency Symbol When displaying certain currency symbols on a web-page, your browser requires certain coding in order to display the symbols correctly.
The most common codes are as follows:
£ UK pound (£)
€ Euro (€)
$ Dollar ($) - note: no special coding needed here.
Currency Symbol This is the actual currency symbol, as typed in from your keyboard.
Invoice Template PDF The template to be used for producing invoices.
This is covered in the advanced configuration section.
Receipt Template PDF The template to be used for producing receipts.
This is covered in the advanced configuration section.
Next Subscription/Test Fees Due Date This is the date when the next round of subscription fees (test fees) are due.
When raising invoices to your members for subscription fees, you can specify whether their next subscription date should be updated on payment.
If this is the case, then the next subscription due date for that member will be set to this date.

You can also change the font sizes for the following in your end of year reports:

Single Report Title The font size of the title when printing a report for a single year.
Comparison Report Title The font size of the title when printing a comparison report between this and the previous year.
Sub Heading The font size of all report sub-headings.
Report Detail The font size for the main detail content of the report.
Payment Breakdown Detail The font size for payment breakdowns within the report.

3.4 Account Categories

Any payments you make or receive are recorded against an Account Category.This allows you to summarise payments into sensible headings on your end-of-year reports.

The Accounting Module pre-populates a list of commonly used categories for you, but the easiest way to decide what categories to use, is to take a look at your previous years' accounts and start from there.

To view your list of Account Categories, click the "Account Category" sub-tab menu within the Setup tab.

Your Account Categories will be listed in alphabetical order:

Account Categories Setup

To add a new account category, click the Add Category button:

Add Account Category

Description Enter the name of your category here.
Group Heading Here you can enter an optional group heading. Account categories with the same group heading will be grouped together in reports.
Associate with Fund Each Account Category must be associated with a fund so that the Accounts Module knows what fund owes/is owed money when an invoice is raised or received against an Account Category.
Select your assoicated fund using this option.

Click "Save" to add the category, or "Cancel" to cancel out and return to the category list.

To edit an account category, click the Edit Edit button.

To delete an account category, click the Delete Delete button.

Note: You cannot delete an account category once payments have been categorised against it.

3.5 Account Sets

An account set is a complete set of accounts, which includes its own separate copy of suppliers, invoices, payments, bank accounts and members. Accounts set are completely separate from one another.

Account sets can be backed-up and restored, but only to the original account set it was backed-up against.

When copying an account set, only the "structure" of the account set is copied accross; no transactional data such as invoices, payments or transfers are copied.

NOTE: The current active Account Set is shared between the Secretary Module and the Accounting Module.
 
In particular Lodge Members, which are tied to an Account Set, are shared between the Secretary Module and the Accounting Module.
 
Changes in either module will affect changes in the other.

There are two tabs relating to Account Sets on the setup tab:

Account Sets

3.5.1 Managing Account Sets

The following action buttons are available on each account set:

Edit

Edit: Allows you to edit the description of your account set.

Default

Default: Makes this account set the currently active account set.

All subsequent operations on the other tabs will now be performed on this account set.

Reset

Reset: Deletes all transactional data (invoices, payments, bank transfers/entries etc) leaving you with a blank account set template.

Delete

Delete: Permanently removes this account set and all its data.

Note: This operation CANNOT be undone.

Backup

Backup: Creates a backup of this account set in its current state.

Backups can be restored using the options on the "Backup" tab.

Note: You cannot restore a backup to a deleted account set.

New account sets can be created by clicking the Add New Account Set button.

Alternatively, you can create an account set based upon an existing one by selecting the account set you wish to inherit from, and clicking the Add New Account Set Based On button:

Add Account Set Based On

Note that only the structure of the account set is carried accross (e.g. bank accounts, categories & members). No transactional data is duplicated. The opening balance of each bank account will default to the closing balance of those bank accounts in the source account set. These opening balances can be altered up until you start applying transactions against them.

You can manage your backups using the backups tab:

Account Set Backups

The following action buttons are available on each account set backup:

Edit

Edit: Allows you to edit the title and description of your backup.

Delete

Delete: Permanently removes this backup.

Note: This operation CANNOT be undone.

Restore

Restore: Restores this backup to its original account set.

Note: Restoring a backup will replace all current data within an account set.
You cannot restore a backup to a deleted account set.

3.6 Delete And Reset Accounts

Delete and Reset Accounts

This page allows you to delete ALL of your accounts data and start again from scratch.

NOTE: This option will delete ALL of your account data including all account sets and all of your account backups.
 
ALL DELETIONS ARE PERMANENT AND CANNOT BE UNDONE

4. Overview

The overview tab shows you a list of your Bank Account and fund balances, and what money you owe and are due in:

Overview

5. Managing Suppliers

Suppliers are people or companies outside of your Lodge who you make and receive payments to and from.

To manage your suppliers, click on the "Suppliers" tab. Your list of suppliers will be listed in alphabetical order:

Suppliers Tab

To add a new supplier, click the Add Supplier button:

Add Supplier page

The available fields are as follows:

Supplier Name This is the description of your supplier as used in all reports, invoices and screens within the Accounting Module.
This field is mandatory.
Account type This defines what type of account this supplier will be:
  • Asset : Payments will generally be INCOMING from this supplier.
  • Liability : Payments will generally be OUTGOING to this supplier.
Note: If you have a supplier that you send and receive payments for, it is advisable to create separate suppliers for incoming and outgoing funds.
Address The Address field is used for your own records as an address for contact.
Billing Address This is the address that will be used on all invoices as the invoice address.
Contact Name This should reflect the name of the person you would contact regarding any invoice. The contact name is for your records, and is not used in any reports or invoices.
Tel.No. The telephone number of this supplier, for your records.
Fax.No. The facsimile number of this supplier, for your records.
Email Address The email address for this supplier, for your records.

Only the "Supplier Name" is mandatory on this form, but you should provide as much information as possible.

To add your new supplier, click the "Save" button. To cancel your supplier addition, click the "Cancel" button.

You can edit/delete your suppliers by using the action buttons on the main list of suppliers screen:

Suppliers Tab

To edit a supplier, click the Edit Edit button. When editing a supplier, the fields are as with adding a new supplier.

To delete a supplier, click the Delete Delete button.

Note: You cannot delete a supplier once payments have been made to, or received from them.

6. Managing Members

Members are a special type of supplier used to record payments to and from members of your Lodge or Chapter.

They are distinct from your website members, in that a website member does not necessarily become a member as far as the Accounting Module is concerned (e.g. the website member may be a visitor); and you may have members listed in the Accounting Module that do not have website user accounts.

Accounting Module members can however, be linked to their corresponding website member's user accounts, and you can import your Account Module members from your list of website members to make things more convenient.

NOTE: Lodge Members are shared between the Secretary Module and the Accounting Module.
 
Changes in either module will affect changes in the other.

6.1 Adding and Editing Members

To view your list of members, click on the Members tab:

Members Tab

To add a new members, click on the Add Member button:

Add Member Page

To add the member, fill in as many details as possible if the "Member Information" tab, and click the Save button.

Most of the member information should be self explanatory, but the following may require clarification:

The available fields are as follows:

Link to Website Member
If this member is also a member of your website, select their corresponding website username from this drop-down.
Member Type
Select the type for this member, i.e.:
  • Affiliate
  • Expelled
  • Honourary
  • Life Member
  • Member
  • Retired
  • Suspended
  • Country
Subscription Date
Provide the date that their next Lodge subscription or Test fees are due.
Resigned/Demit If this member has resigned or submitted a demit, then check this box.

Extra information can be held on each member if required. See the Member Data Forms section for more information.

6.2 Importing Members

Members can be imported from your list of existing website members.

Members Tab

To import your existing website members, click the Import Members button:

Import Members Page

Select the members you wish to import and click the Import Members button:

Import Members Page


Your members will then be listed in the Members List:

Import Members Page


Once imported, you should edit each member to ensure any extra information for them is entered.

You can download your list of all your Lodge Members, with all their information as a CSV file by clicking the download button at the bottom of the list:

Import Members Page


See the Member List Filters Section for more advanced download options.

6.3 Editing Members Information

Members information can be altered and updated by clicking on the Edit Edit button next to each member on the Members tab:

Edit Member Tab

By default you will be shown the "Member Information" page.

If you have defined additional information tabs for members, they will be shown as sub-tabs at the top: See the Member Data Forms section for more information on storing additional member information.

Edit Member Tab - Additional Info

Clicking each sub-tab will give you access to the respective information areas.

6.4 Deleting Members

To delete an account category, click the Delete Delete button next to the respective member within the Member's Tab.

Note: You cannot delete a member who has transactional information held against them.


6.5 Member List Filters

Member List Filters allow you to define search terms and choose which Lodge Member fields to return from those searches.

The results of those searches can then be downloaded as a CSV file.

Member List Filters can be found on the Members Tab->Member List Filters page:

Member List Filters

To add a new Member List Filter, click the Add Member List Filter button.

Add Member List Filters

The following information should be provided:

Description Provide a description for your filter.
Filter Query This section allows you to define your query:

Filter Query

First choose the field you wish to query on:

Field Name

The list of fields you can choose is:
  • Fields contained on the Lodge Members' "Member information" tab.
  • Any fields contained with a custom member form.
  • Any custom fields associated with a linked website member.
Next choose the clause:

Clause

Now choose the value:

Value

Note: For date comparisons, ensure you use the format YYYY-MM-DD, so for 1st March 1975, use 1975-03-01 .

Finally, click the Add Clause button to add this clause to your query.
You can add as many clauses as you wish. Note that the clauses form an "AND" query, so members will only be returned in your list if ALL of the clauses you've entered match.
Show Fields Select the fields you wish to be exported as part of this list filter:

Show Fields

Double clicking on a field moves it to and from the "Included" and "Remaining Fields" field lists.
Only fields in the "Included" list will be exported.
Sort Fields Select the fields you wish to sort your list by:

Sort Fields

Double clicking on a field moves it to and from the "Sort By" and "Remaining Fields" field lists.
Your list will be sorted in order by the fields within your "Sort By" list.
"Always Include" Members
/
"Always Exclude" Members
These sections allow you to add members you always want to add or exclude from your list, regardless of whether a match is found in your query: Select the fields you wish to sort your list by:

Sort Fields

Double clicking on a field moves it to and your "Included" / "Excluded" members and "Remaining Members" lists.

To save your filter, click the Save Filter button.

Member List Filters

The following actions are available on this form:

Edit Filter Edit Filter : Allows you to edit the details of this Member List Filter.
Delete Filter Delete Invoice : Allows you to delete this Member List Filter.
Download CSV Download CSV : This button will use your filter to query your Lodge Members and download the results as a CSV file.

 

6.6 Member Export Templates

Member Export Templates are a type of report that can be run against a list of members. This report results in a printable PDF document.

Typical usages are:

Member Export Templates are managed within the Members->Export Templates sub-tab:

Export Templates

The following actions are available on this form:

Edit Template Edit Template : Allows you to edit this Export Template.
Delete Template Delete Template : Allows you to delete this Export Template.
Lock Template Lock Template : Allows you to lock this template to yourself so that other members cannot alter it or delete it.
Print Print Template : Generates a printable PDF document running the template against the specified Member Filter List:
Member List Filter Dropdown

 

To create a new Export Template, click the Add Template button.

Alternatively, you can use the Add Template Based On section to create a template based on an existing one.

Edit Template

The template editor is split into three sections:

General Setup

Edit Template

The following information should be provided here:

Description Provide a description for your export template.
Template Document

Here you can provide a "backdrop" PDF document to print your export template data on, for example a scanned-in official form.

If you do not specify a template document, then the export template will be printed on top of a blank sheet.

Pdf Document Orientation Choose whether your document should be printed Portrait or Landscape
Fields Select the fields you wish to be included on your template:

Show Fields

Double clicking on a field moves it to and from the "Included" and "Remaining Fields" field lists.
Only fields in the "Included" list will be displayed on your export template.
Record Layout

This section allows you to specify how the fields should be shown for multiple members:

  • Single Record Per Page: A separate page will be printed for each member.
  • Multiple Records Per Page: Tabular: Member information is printed a row at a time, and continues on to subsequent pages.
  • Fixed Multiple Records Per Page: Tabular: Similar to the above, except that only a specified number of records will be printed on each page.
  • Fixed Multiple Records Per Page: Grid: Here you can specify the number of records across as well as down. This is useful for address labels.

Field Positions

Edit Template

This is the section where you format and position your member fields on the page.

For every field you chose above, an entry will be made available in the Field Positions section:

Field Positions

Left Margin

When a field value goes on to multiple lines (e.g. an address), this will be the left margin (in mm) where printing will start again.

For fractions of a mm, you can specify up to 2 decimal places for this value.

Font

The font style this field should be printed in.

The font name is shown in the drop down followed by a style indicator, e.g:

  • Courier : Fixed point font, normal weighting.
  • Times(B) : Times font, Bold
  • Helvetica (I) : Helvetica Font, Italic
  • Times (B/I) : Times font, Bold/Italic

Font Size

The size in points of the Font.

Typical values range from 6 to 16, though normally values of 8, 10 and 12 would be used.

Decimals of one place (e.g. 11.5 ) are allowed in this field.

Line Spacing

The vertical spacing in mm between separate lines when dealing with fields that go on to multiple lines (e.g. an address)

For fractions of a mm, you can specify up to 2 decimal places for this value.

Char Spacing

If you are filling in a form with boxes for each individual character, you can specify the spacing in mm between each individual character so you can fit each character in each box.

For fractions of a mm, you can specify up to 2 decimal places for this value.

Note: This field should be left blank if individual character spacing is not required.

X (mm)

The X co-ordinate of the field position on the page in mm.

For fractions of a mm, you can specify up to 2 decimal places for this value.

Y (mm)

The Y co-ordinate of the field position on the page in mm.

For fractions of a mm, you can specify up to 2 decimal places for this value.

Copy X/Y

Clicking the button on this column will copy the current X/Y values from the preview into the X, Y and Left Margin fields.

The preview pane shows a preview of what the export template will look like when printed:

Preview

Clicking on the preview pane updates the preview's X/Y co-ordinates, to give you an idea of what the co-ordinates of a particular part of the page are. If you then click the "Copy X/Y" button on a field, these values will be copied to the field's X, Y and Left Margin fields.

Clicking the "Refresh" button on the preview pane will re-generate the preview based on the member selected in the dropdown.

It is recommended you choose a member who:

  1. has most of his fields populated; and
  2. the fields populated are of an indicative length or greater

As the preview pane is small, you can get a more detailed preview by clicking:

Magnify Gives you a larger view of the preview image
PDF Preview Generates a preview PDF document. This is slower, but gives the most accurate preview.

Other values that should be specified in this section are:

No. Records Across

When using Fixed Multiple Records: Grid, the number of records (columns) to be printed per page.

This field is ignored for all other record layouts.

No. Records Down

When using Fixed Multiple Records: Grid and Fixed Multiple Records: Tabular, the number of records (rows) to be printed per page.

This field is ignored for all other record layouts.

Horizonal Spacing
between records (mm)

When using Fixed Multiple Records: Grid, the spacing in mm between each column.

This field is ignored for all other record layouts.

Vertical Spacing
between records (mm)

The spacing in mm between each new record row.

This field is ignored for record layouts of Single Page Per Record

Date Field Format /
DateTime Field Format

Specifies the format in which to print Date and DateTime fields respectively.

The following codes can be used to build up your date / datetime format strings:

dDay of the month, 2 digits with leading zeros: 01 - 31
jDay of the month without leading zeros: 1 to 31
DTextual representation of a day, three letters: Mon - Sun
l(lowercase 'L') Full textual representation of the day of the week: Monday - Sunday
SEnglish ordinal suffix for the day of the month, 2 characters: st, nd, rd or th (for use with "j").
mNumeric representation of a month, with leading zeros: 01 - 12
nNumeric representation of a month, without leading zeros: 1 - 12
MShort textual representation of a month, three letters: Jan - Dec
FFull textual representation of a month: January - December
YFull numeric representation of a year, 4 digits: e.g. 1971, 2016
yTwo digit representation of a year: e.g. 71, 16 for 1971 and 2016 respectively
aLowercase Ante meridiem and Post meridiem: am or pm
AUppercase Ante meridiem and Post meridiem: AM or PM
g12-hour format of an hour without leading zeros: 1 - 12
G24-hour format of an hour without leading zeros: 0 - 23
h12-hour format of an hour with leading zeros: 01 - 12
H24-hour format of an hour with leading zeros: 00 - 23
iMinutes with leading zeros: 00 to 59
sSeconds, with leading zeros: 00 through 59

NOTE: If the values above cause fields to over-run off the page, or onto a new page, then a warning is shown on the preview.

Document Fields

Document Fields

This section allows you to specify values for up to ten "document" fields (as opposed to member fields).

These fields can be used for dates, or Lodge based fields such as Lodge name or address.

The values of these fields will be as follows:

Any normal textText will be exactly as entered, and will be the same for each member.
{{field_name}}

Text will be replaced by the Lodge Member field for that member.

Valid Lodge Member fields are as follows:

{{TITLE}}
{{LAST_NAME}}
{{FIRST_NAME}}
{{MIDDLE_NAMES}}
{{SUFFIX}}
{{FULL_NAME}}
{{DATE_OF_BIRTH}}
{{LODGE_ROLL_NUMBER}}
{{GRAND_LODGE_ROLL_NUMBER}}
{{ADDRESS}}
{{POSTCODE}}
{{ADDRESS_SINGLE_LINE}}
{{ADDRESS_AND_POSTCODE}}
{{ADDRESS_AND_POSTCODE_AS_SINGLE_LINE}}
{{ADDRESS_LINE_1}}
{{ADDRESS_LINE_2}}
{{ADDRESS_LINE_3}}
{{ADDRESS_LINE_4}}
{{ADDRESS_LINE_5}}
{{ADDRESS_LINE_6}}
{{ADDRESS_LINE_7}}
{{HOME_PHONE}}
{{MOBILE_PHONE}}
{{WORK_PHONE}}
{{EMAIL_ADDR}}
{{LODGE_MEMBER_TYPE_ID}}
{{TEST_FEES_DUE}}
{{LAST_TEST_FEES_DUE}}
{{DEMIT_RESIGNED}}
{{CREATED_DATE}}
{{LAST_MODIFIED_DATE}}
{{CUSTOM_FIELD_1}}
{{CUSTOM_FIELD_2}}
{{CUSTOM_FIELD_3}}
{{CUSTOM_FIELD_4}}
{{CUSTOM_FIELD_5}}
{{CUSTOM_FIELD_6}}
{{CUSTOM_FIELD_7}}
{{CUSTOM_FIELD_8}}
{{CUSTOM_FIELD_9}}
{{CUSTOM_FIELD_10}}

{$token}Text will replaced with the corresponding document token value from the Secretary Module.

NOTE: This is the only section that may be edited by another user when an Export Template is locked.

To save your Export Template, click the Save button, or click Cancel to discard your changes.

6.7 Member Data Forms

Basic member information is stored for each member on the Member tab.

This can be edited by clicking on the Edit button next to each member:


Should you wish to store additional information for each member, this can be done by defining new Member Data Forms.

Member Data Forms are managed within the Members -> Member Data Forms sub-tab:

6.7.1 Creating Member Data Forms

To create a Member Data Form, click on the Create Member Data Form button.

You will be presented with the Member Data Form editor screen, allowing you to enter in a title and description for your Custom Form.

Enter the title of your member form.

Underneath the Title and Description fields, you will see the Form Fields section.

It is in this section that your form fields will be created.

 

6.7.2 Adding Form Fields

To add each form field, click the "Add Form Field" button:

This will add a field to your form:

The meaning of the options on each form field is as follows:

6.7.3 Field Type

This field defines the type of input field you wish to add.

The types available are as follows:

Single Line of Text

Single lines of text are displayed on your member data form as follows:

This type of input field can be used for any type of singe line input; for example: Names, Single Sentences, Email Addresses.

Multiple Lines of Text

Multiple lines of text are shown as a "memo" type input on your member data form as follows:

This type of input field can be used for any input requiring multiple lines, such as an address, a comment or additional textual information.

Date and Time

Date and Time fields are shown on your member data form as follows:

Use this input type when you require both a date and a time.

Date

Date fields are shown on your member data form as follows:

Use this input type when you require a date input.

Dropdown List

Dropdown lists are shown on your member data form as follows:

This type of input should be used when you wish to select one of a specific list of choices.

Select from List

"Select from Lists" are shown on your member data form as follows:

This type of input should be used when you wish to select one or more from a specific list of choices.

6.7.4 Display Name

This is what the label of your field will be:

6.7.5 Default Value

This defines what the default value of your field should be.

This is available for all field types except for "Select from List".

For "Date and Time" and "Time" fields, a wide range of date and time syntax entries can be entered. For example, the following are valid values.:

In addition, you can also specify dates relative to the current date and time, for example:

Not all dates and times may be recognised, so be sure to test your form first. In particular, some default values may default to midnight as they are more concerned with dates rather than date/time.

6.7.6 Max Length

Used only for Single Line and Multiple Line fields, this defines the maximum number of characters allowed in this field.

6.7.7 Possible Values

This is only enabled for "Dropdown List" and "Select from List" field types.

Type in the list of possible values, each one on a separate line:

The above example would be shown on your member data form as follows:

6.7.8 Mandatory Field

Check this box if you require this field to be completed before the form is allowed to be saved.

In the case of "Select from List" field types, setting a field to mandatory will require your visitor to select at least one option from this form field.

 

6.7.9 Managing Fields

Fields can be managed by using the action buttons to the side of the form field:

up button Moves this field up in the field order.
delete button Removes this field from your Custom Form.
down button Moves this field down in the field order.

 

When you have finished creating your form, click the "Save" button at the bottom of the screen:

 Once you've created your form, it will be displayed as a separate sub-tab menu when editing your member information:

7. Invoices

All invoice operations are carried out via the Invoices tab.

The first page shows a list of both outstanding incoming, and outstanding outgoing invoices:

Open Invoices Page

If your invoice is to multiple members, there will be a plus + icon next to the Multiple Members description:

Clicking on this icon will expand the invoice into a list of individual invoices, so you can see the status of the invoice for each member:

The outgoing invoices have the following operations:

Make Payment Make Payment : This button will take you to the payment screen allowing you to record payment details for this invoice.
Edit Invoice Edit Invoice : Allows you to edit the details of this invoice, and upload attachments (such as a scanned in copy of the original paper invoice received).
Note: You cannot edit an invoice once payments have been recorded against it, except for the case below.
Edit Invoice Notes Edit Invoice Notes: Allows you to edit the notes section for this invoice, and upload attachments.
This option will be shown when payments have been record against an invoice, in place of the edit button above.
Delete Invoice Delete Invoice : Allows you to delete this invoice.
Note: You cannot delete an invoice once payments have been recorded against it. To do this, you must first reverse the payments.

The incoming invoices have the following operations:

Receive Payment Receive Payment : This button will take you to the payment screen allowing you to record payment details for this invoice.
Write Off Write Off Invoice : This button will write-off this invoice as not expecting to be paid. You could use this in the case where a member has passed away.
Edit Invoice Edit Invoice : Allows you to edit the details of this invoice, and upload attachments.
Note: You cannot edit an invoice once payments have been recorded against it, except for the case below.
Edit Invoice Notes Edit Invoice Notes: Allows you to edit the notes section for this invoice, and upload attachments.
This option will be shown when payments have been record against an invoice, in place of the edit button above.
Delete Invoice Delete Invoice : Allows you to delete this invoice.
Note: You cannot delete an invoice once payments have been recorded against it. To do this, you must first reverse the payments.
Print Invoice Print Invoice : Creates a PDF copy of your invoice that you can download and print, or email to your supplier.
Print Multple Invoices Print Multiple Invoices : If this invoice is part of a multiple set of invoices, this allows you to save them all as one PDF document.

7.1 Receiving Invoices

Whenever you receive a bill or an invoice from one of your suppliers, you should record this by receiving an invoice.

To receive an invoice, click on the Receive Invoice From Supplier/Member sub-tab button:

Receive Invoice Tab

The following information should be provided:

Invoice Reference No. The supplier's invoice reference number, if available.
P.O. Ref Your Purchase Order number, if available.
Description A short description of this invoice.
Account The supplier who is requesting payment.
Category The category you wish to "file" this invoice under.
To be paid out of Fund The fund this payment will be taken out of.
Amount The total amount of the money being requested.
Amount Includes Tax If the amount entered above includes tax (i.e. inc VAT), then check this box; if the amount does not include tax (i.e. exc VAT) then uncheck this box.
Tax Rate The tax rate (VAT rate) in percent being applied to this invoice. In the UK, this is usually 20% for most purchases, 5% for fuel, and 0% for Non-VAT registered traders.
Note: If you have unchecked the "Amount Includes Tax" box, then the tax amount will automatically be added to the total amount for payment.
Invoice Date The date the invoice was raise by the supplier, as written on the invoice itself.
Due Date The date the invoice requests payment by. For immediate payments, enter the invoice date here.
Financial Year The Financial Year (Accounting Period) you wish this invoice to be associated with.
Normally this would be determined by the invoice due date, but you may wish to change this: For example, setting this to the following year if an invoice is received early but you wish it to be included in next years accounts.
Notes Any other relevant information.

Once you have entered the required information, click the Receive Invoice button.

7.2 Raising Invoices

To raise an invoice for money that is owed to you, click on the Raise Invoice To Supplier/Member sub-tab button:

Raise Invoice Tab

The following information should be provided:

Invoice Reference No. Your invoice reference number, if applicable.
P.O. Ref Your supplier's Purchase Order number, if available.
Description A short description of this invoice.
Account The supplier who your requesting payment from.
Category The category you wish to file this invoice under.
To be paid into Fund The fund which will receive payment.
Amount The total amount of the money being requested.
Amount Includes Tax If your Lodge or Chapter is tax (VAT) registered then check this box.
Tax Rate If your Lodge or Chapter is tax (VAT) registered then enter the tax or VAT amount to be charged here. In the UK, this is usually 20% for most purchases, 5% for fuel, and 0% for Non-VAT registered traders.
If your Lodge or Chapter is not tax (VAT) registered then enter 0 here.
Note: If you have unchecked the "Amount Includes Tax" box, then the tax amount will automatically be added to the total amount for payment.
Invoice Date The date the invoice was raise by the supplier, as written on the invoice itself.
Due Date The date the invoice requests payment by. For immediate payments, enter the invoice date here.
Financial Year The fincancial year (accounting period) you wish this invoice to be associated with.
Notes Any other relevant information.

Once you have entered the required information, click the Raise Invoice button.

7.3 Invoicing Multiple Members

Invoicing more than one member with the same amount, for example when requesting annual test fees or subscription, can be done by clicking the Raise Invoice To Multiple Members sub-tab button.

Raise Invoice To Multiple Members Page

The fields required are almost identical to that of raising a single invoice, except you have the ability to select multiple members:

Member Selector

The members that will be invoiced are the ones listed in the Members To Invoice list. All other members are listed in the Remaining Members list.

To add members to your Members To Invoice list (or move them back into the Remaining Members list) either double click on their name, or select them (you can use CTRL to multi-select) and click the arrow buttons.

The "Show Members of Type" selector allows you to filter out members you do not want in your Remaining Members list. For example, if you are raising an invoice for subscription fees, you may wish to exclude Life Members.

Updating a Members Subscription Due Date

There is also a "Full Payment of this Invoice Updates Subscription Due Date" check-box.

Having this box checked will mean that the member's subscription due date will be set to the "Next Subscription/Test Fees Due Date" set in your Setup tab, upon full payment of their invoice.

If this invoice does not affect their subscription due date, ensure this box remains unchecked.


7.4 Invoice History

You can view your paid invoices, by selecting the Closed Outgoing Invoices and Closed Incoming Invoices sub-tab menus:

The Edit Invoice Notes action button allows you to edit the notes on this invoice, and upload any attachments (such as a scanned in copy of the original paper invoice) to this invoice.

There is only one action for Closed Incoming Invoices, which is Undo Write-Off Invoice Undo Write-off Invoice. This button can be used to reverse the writing-off of an invoice, making it payable again.

Use the filter selector to narrow down the list of invoices to the date range and Supplier/Member you are concerned with:

8. Receiving and Making Payments

You can record payments made and received either from the Payments tab, or from the Invoices tab by clicking on the Make Payment (Payment) button next to an invoice from the invoice tab:

The default sub-menu tab shows your payment history:

If your payment was from multiple members, there will be a plus + icon next to the Multiple Members description:

Clicking on this icon will expand the payment into a list of individual payments, so you can see the status of the payment from each member:

Hovering over the notes notes icon with your mouse pointer will display any notes associated with this payment as a pop-up hint.

The following actions can be applied on this page:

Bank Payment Bank Payment : Mark this payment as being "Banked"

If this payment was not made via bank transfer or the payment was an outgoing cheque payment, then payments are not recorded against your account until they are "Banked".

For incoming payments, this means recording when you deposited any received cash or cheque payments;

For outgoing cheque payments, this means marking the payment as having left your bank account.

Note: If you are depositing more than one payment in a single deposit, then use the Bank Multiple Payments

Bank Payment Delete Bank Payment : Mark this payment as being NOT "Banked"

Use this option if you banked this payment in error.

Aged/Damaged Cheque Aged/Damaged Cheque :

If you have NOT banked a cheque, and it is damaged or is too old to be paid into your bank, you can use this option to mark the cheque as being aged/damaged.

Undo Aged/Damaged Cheque Undo Aged/Damaged Cheque : Undo aged/damaged cheque.

Use this option if you have marked a cheque as aged or damaged in error.

Bounce/Reject Cheque Bounce/Reject Cheque :

If you have banked a cheque, and it bounces or is rejected by your bank, you can use this option to mark the cheque as being bounced/rejected.

Undo Bounce/Reject Cheque Undo Bounce/Reject Cheque : Undo the bounce/reject cheque.

Use this option if you bounced this payment in error.

Delete Payment Delete Payment : Allows you to reverse this payment.
Print Receipt Print Receipt : If this is an incoming payment, this allows you to generate a receipt.
Edit Payment Notes Edit Payment Notes : Use this option to edit the notes section of a payment, and to upload attachments (such as a receipt) to this payment.
Note: You can only edit notes and attachments with this action. If you need to alter the amount or dates, delete the payment then re-enter it.

You can use the date selector to narrow down the list of payments to the date range you are concerned with:

In addition, you can also filter your payment history list by:

Use the supplier drop-down to specify your filter criteria:

In both cases, use the Refresh button to update your selection criteria.


8.1 Paying Suppliers

To record a payment to a particular supplier or member, click the Pay Supplier sub-tab menu.

You will be prompted to select the supplier using the drop-down:

Selecting a supplier or member show you all their invoices with outstanding payments:

Note: If you are making a payment for which there is no invoice, then click the Make Uninvoiced Payment sub-tab menu.

To select your payment amount, first check the check-box next to the invoices you wish to pay:

Then enter the amount that should be applied to each invoice:

The amount and the description for this payment will then automatically be updated.

You should now select the payment date, payment method, and alter the description if required:

Once you are ready to record your payment, click the Record Payment button.


8.1.1 Making Uninvoiced Payments

If you are making a payment for which there is no invoice, click the Make Uninvoiced Payment sub-tab menu:


The following information should be provided:

Supplier/Member The supplier or member you are paying.
Description A short description of this payment.
Category The category you wish to "file" this payment under.
Payment Method The method of payment, i.e. Bank Transfer, Cash or Cheque.
Bank Account The account that your payment is coming out of.
Fund The destination fund for this payment.
Payment Amount The total amount of the money being paid.
Tax Inclusive
If the amount entered above includes tax (i.e. inc VAT), then check this box; if the amount does not include tax (i.e. exc VAT) then uncheck this box.
Tax Rate The tax rate (VAT rate) in percent being applied to this invoice. In the UK, this is usually 20% for most purchases, 5% for fuel, and 0% for Non-VAT registered traders.
Note: If you have unchecked the "Amount Includes Tax" box, then the tax amount will automatically be added to the total amount for payment.
Payment Date The date the payment was made.
Financial Year The financial year you wish this payment to be recorded against.
Notes Any other relevant information.

Once you have entered the required information, click the Record Payment button.

8.2 Receiving Payments

To record a payment received from a particular supplier or member, click the Receive Payment from Supplier/Member sub-tab menu.

You will be prompted to select the supplier using the drop-down:

Selecting a supplier or member show you all their invoices with outstanding payments:

Note: If you are receiving a payment for which there is no invoice, then click the Receive Uninvoiced Payment sub-tab menu.

To select your payment amount, first check the check-box next to the invoices you are receiving payment for:

Then enter the amount that should be applied to each invoice:

The amount and the description for this payment will then automatically be updated.

You should now select the payment date, the payment method, and alter the description if required:

Once you are ready to record your payment, click the Record Payment button.


8.2.1 Receive Uninvoiced Payments

If you are receiving a payment for which there is no invoice, click the Receive Uninvoiced Payment sub-tab menu:

The following information should be provided:

Supplier/Member The supplier or member you are receiving payment from.
Bank Account
The account that your payment is going into.
Description A short description of this payment.
Category The category you wish to "file" this payment under.
Payment Amount The total amount of the money being paid.
Payment Method How the payment was received, i.e. Bank Transfer, Cash or Cheque.
Tax Inclusive
If your Lodge or Chapter is tax (VAT) registered then check this box.
Tax Rate If your Lodge or Chapter is tax (VAT) registered then enter the tax or VAT amount to be charged here. In the UK, this is usually 20% for most purchases, 5% for fuel, and 0% for Non-VAT registered traders.
If your Lodge or Chapter is not tax (VAT) registered then enter 0 here.
Note: If you have unchecked the "Amount Includes Tax" box, then the tax amount will automatically be added to the total amount for payment.
Payment Date The date the payment was received.
Notes Any other relevant information.

Once you have entered the required information, click the Record Payment button.

8.2.2 Receive Payments from Multiple Members

To receive payments from multiple members at once, for example when collecting yearly Lodge subscriptions, click the Receive Payment from Multiple Members sub-tab menu.

You will first be asked to select the multi-invoice you wish to receive payment for:

Selecting the invoice you wish to receive payment will present the payment entry form:

You should select the members for whom you are receiving payment using the member selector:

A list of all members is provided in the right hand column:

You can filter the members based on their type by un-checking the member types:

The members that you are receiving payment from should be moved to the Receive Payment From list.

Double click on the members you are receiving payment from in the "Remaining Members" list to move them to "Received Payment From List". Alternatively you can or select them (you can use CTRL to multi-select) and click the arrow buttons.

Selecting members will automatically update the Amount from Each Member and Total Amount fields:

The following information should also be provided:

Bank Account
The account that your payment is going into.
Description A short description of this payment.
Payment Date The date the payment was received.
Payment Method How the payment was received, i.e. Bank Transfer, Cash or Cheque.

Once you have entered the required information, click the Record Payment button.

8.3 Banking Payments

When receiving payments, unless this is via direct bank transfer, you will either receive payment via cheque or in cash. This means that there will be a delay between receiving the payment and it being put into your bank account.

The same will be true for outgoing cheques: Although you may have written and passed on a cheque, the person receiving the cheque will have to deposit the cheque before the payment leaves your bank account.

8.3.1 Banking Single Payments

If you are depositing a single payment, or marking an outgoing payment as having left your bank account, this can be done via the Bank Payment action button on the Payment History page.

On clicking the bank payment button, you will be presented with the bank payment screen:

The following options are available:

Paid In date Enter the date the payment appears on your bank statement as being paid in.
Bank Account Select the bank account this payment was paid into.
Amount This value is entered automatically and cannot be changed.
Payment Slip No. You can optionally provide the number on your payment slip when banking this payment.
Description This is entered automaticaly for you, but you are free to change it if required.
Notes Provide any additional notes here if required.

Once you have filled in your form click the Bank Payment button to bank your payment.

8.3.1 Banking Multiple Payments

It is unlikely that you will make a separate trip to your bank for each and every payment, so the Bank Multiple Payments page allows you to select multiple payments to be banked in one go.

This is to reflect the case where you have cash and/or multiple cheques that you take to your bank as a single deposit.

First select the payments you are including in this deposit:

Then fill in bank payment details:

The following options are available:

Paid In date Enter the date the payment appears on your bank statement as being paid in.
Bank Account Select the bank account this payment was paid into.
Amount This value is entered automatically and cannot be changed.
Payment Slip No. You can optionally provide the number on your payment slip when banking this payment.
Description This is entered automaticaly for you, but you are free to change it if required.
Notes Provide any additional notes here if required.

Once you have filled in your form click the Bank Payment button to bank your payment.

9. Managing your Bank Accounts & Funds

The Bank Accounts & Funds menu tab allows you to view and manage your bank accounts and funds.

In order for your accounts to be accurate, it is important that you keep your Accounting Module Bank Accounts in consolidation with your bank statements.

The sub-tab menus allow you to:

9.1 Viewing Bank Statements

The default sub-tab menu is the Bank Statements view:

To view your transactions, select the bank account to view and the statement date range, then click the Refresh button:

Your payments, receipts and bank entries will be listed as below:

Additionally, a breakdown of the fund allocations within this account is shown in the top right:

When you receive your bank statements, you should carefully check the statements against this list and ensure your payments correspond appropriately.

You can print out your statements by using the print statment button.

Alternatively, you can download your statement as a CSV file by clicking the download statement csv button. This will enable you to use your accounts data within a spreadsheet such as Microsoft Excel or OpenOffice Calc.

You can also print out a detailed statement, broken down by category by clicking the print statement with category breakdown button. This statement will also list the individual members or accounts for any multiple payments, or banked payments involving more than one payment.

9.2 Viewing Fund Statements

The next sub-tab menu is the Fund Statements view:

To view your transactions, select the fund to view and the statement date range, then click the Refresh button:

Your payments, receipts and bank entries will be listed as below:

Additionally, a breakdown of the fund allocations within each bank account is shown in the top right:

You can print out your statements by using the print statment button.

Alternatively, you can download your statement as a CSV file by clicking the download statement csv button. This will enable you to use your accounts data within a spreadsheet such as Microsoft Excel or OpenOffice Calc.

You can also print out a detailed statement, broken down by category by clicking the print statement with category breakdown button. This statement will also list the individual members or accounts for any multiple payments, or banked payments involving more than one payment.

9.3 Making Bank Entries

The Bank Entries sub-tab menu allows you to record bank entries such as interest payments and bank charges.

The Bank Account and statement date range, if selected in the statements tab will be remembered on this tab. If you have not selected your bank account or date range then you should do this before adding a bank entry.

On clicking the Refresh button, you will be presented with your bank entry history:

The following actions can be applied on this page:

Delete Bank Entry Delete Bank Entry : Allows you to delete this entry.
Edit Bank Entry Edit Bank Entry : Allows you to alter this entry.

To add a new bank entry, click the Add Bank Entry button:

The following information should be provided:

Entry Date The date on your statement for the bank entry.
Entry Type If your bank entry is incoming (e.g. interest earned), then set this to Incoming;
If your bank entry is outgoing (e.g. bank charges), then this should be set to Outgoing
Amount The amount of the bank entry.
Description A short description of the bank entry.
Notes Any other relevant information.

After filling in your information, click the "Save" button to record your bank entry.

9.4 Transferring Funds Between Accounts

The Transfers sub-tab menu allows you to view and manage transfers between your Bank Accounts.

The statement date range, if selected in the previous sub-tab menus will be remembered on this tab. If you have not selected a date range then you should do this before viewing or managing bank transfers.

On clicking the Refresh button, you will be presented with your transfer history:

The following actions can be applied on this page:

Delete Transfer Delete Transfer : Allows you to delete this transfer.
Edit Transfer Edit Transfer : Allows you to alter this transfer.

To record a bank transfer, click the Add Bank Transfer button:

The following information should be provided:

Transfer Funds From The account that your payment was withdrawn from.
Transfer Funds To The account your payment was deposited in.
Amount The amount transferred.
Description A short description of the transfer reason.
Funds Transfer Date The date the funds left the source account (i.e. left the "from" bank account).
Funds Arrived Date The date the transfer arrived (i.e. arrived in your "to" bank account).
Notes Any other relevant information.

Once you have entered the required information, click the "Save" button.

10. Managing Assets

The Assets tab allows you to keep track of your assets and any changes in their value over time.

10.1 Your List of Assets

The default sub-tab on the Assets tab is the List of Assets sub-tab:

The following actions can be applied on this page:

Edit Asset Edit Asset : Allows you to alter the name of this asset.
Revaluate Revaluate Asset : Allows you to revaluate this asset.
Delete Asset Delete Asset : Allows you to delete this asset.

To add an asset, click the Add Asset button:

The following information should be provided:

Asset Name The name of your asset.
Asset Type The type of this asset.
For example, your building would be a "Fixed Asset";
any regalia or furniture are "Moveable Assets";
any stocks or investments are "Stocks and Investments".
Opening Value The opening value of your asset.

On entering the above information, click the Add Asset button.

10.2 Re-valuating Your Assets

As the value of your assets can change over time, the Revaluations sub-tab menu allows you to re-valuate your assets.

You will first be presented with a list of all your revaluations:

You can show re-valuations for a specific asset by selecting that asset using the drop-down:

The following actions can be applied on this page:

Edit Asset Edit Asset : Allows you to edit a re-valuation.
Delete Asset Delete Asset : Allows you to delete a re-valuation.

To add a new value for your asset, click the Add Asset Revaluation button:

The following information should be provided:

Asset Select the asset you wish to re-valuate.
New Value The new value of your asset.
Valuation Date The date this new value is effective from.

On entering the above information, click the Add Asset Revaluation button.


11. Reports

The reports section allows you to print out your yearly account statements.

Currently the reports available are:

11.1 Period Summary Report

This report shows the activity of each of your bank accounts or funds, summarised by category for the given date range.

To generate the report, select the date range, whether you want the report summarised at the Bank Account or Fund level, and click the Generate Report button.

The report output will be similar to this, for bank accounts and funds respectively:

11.2 Period Activity Report

This report shows the activity of each of your bank accounts or funds, listing the individual transactions over the specified period.

To generate the report, select the date range, whether you want the report at the Bank Account or Fund level, and click the Generate Report button.

The report output will be similar to this, for bank accounts and funds respectively:

11.1 Income/Expenditure Report

This report is your end of year Income/Expenditure and Balance Sheet report that you can give to your Members, Auditors and Provincial/Grand Lodge as appropriate.

As this report is the most comprehesive report within the Accounting Module, the options and output are explained in the next chapter.

To generate the report, select the required options and click the Generate Report button.

12. The Income/Expenditure and Balance Sheet Report

12.1 Report Options

This report can be accessed under the Reports tab, via the Income and Expenditure sub tab:

The following options are available:

Financial Year Specify the financial year you wish this report to run against.
Show Previous Year If this option is checked, the report for the previous financial year will also be generated, with both reports shown side by side for comparison.
Include Balance Sheet Checked by default, this will also generate a balance sheet report in addition to the Income and Expenditure report.
You would normally want both the Income and Expenditure and Balance Sheet reports generated together.
Balance Sheet Assets Based On You can choose your balance sheet to list your monetary assets by Bank Account balance or by Fund balance.
Use this option to choose which level you wish your monetary assets to be shown at.
Include Detail Breakdown Checking this option will produce additional detail breakdown reports for all sections of the main report, listing each and every transaction within the financial year.
You would not normally distribute this report to your members, however your auditors may find this section useful.
Output Format Specify the output format for the report:
  • PDF Document: A portable, read-only version of your report which is easy to print and email.
  • Excel Spreadsheet: The report in Microsoft Excel 97 format, with a separate worksheet for each section of the report.
  • Word Document: The report in Microsoft Word compatible format, to allow you to edit it or incorporate it into another document. Note that this is actually produced in HTML format, so follow the instructions on the page to convert it to native .doc or .docx word format.

Once you have selected your options, click the Generate Report button to generate your report.

Note that due to the complexity of this report, it can take up to two minutes to generate.

12.2 Overview Of The Report Sections

With the "Include Balance Sheet" option checked, the report consists of three sections:

Income and Expenditure

This section summarises your income and expenditure based on the invoices raised and received during the selected financial year. As un-invoiced payments actually create an invoice automatically "under the hood", these invoices are also used in creating this report.

This part of the report is not concerned as to whether any payment was made or received for these invoices, nor is it concerned with your fund or bank balances: it simply shows your income and expenditure.

Balance Sheet

The balance sheet section takes your fund or bank balances at end of your financial year, and adds/deducts any outstanding receipts/payments to arrive at your equity figure.

Represented By

The "represented by" section serves as a link between the Income and Expenditure report and Balance Sheet, in effect giving an explanation of your current Fund/Bank balances with respect to your equity.

It does this by taking your fund or bank balances at the beginning of your financial year, applies the surplus/deficit from your Income and Expenditure report, and adds/deducts any outstanding payments/receipts to arrive at the same equity figure given on your balance sheet.

So in essence:

Using both of these sections together justifies your equity with respect to your fund/bank balances, and the figures from your Income and Expenditure report.

 

12.3 Income and Expenditure

Here is an example of an Income and Expenditure report, which shows the income and expenditure for each fund, with the Total Surplus/Deficit at the bottom.

The relationship between a supplier's category and group heading can be seen below:

12.4 Balance Sheet Overview

Here is an example of a Balance Sheet report (with the Represented By section), with the monetary assets shown at the fund level:

This is the same report, with the monetary assets shown at the bank account level:

In both reports, you'll notice that the equity figure is the same.

12.5 Balance Sheet Entries

The account balances in both the Balance Sheet self explanitory, but the other entries are explained below:

Outstanding receipts (this year)

These are payments that were due in this year that have still yet to be received, or if they have been received they've not been banked.

As this money is still owed to you, it is counted an asset.

Examples of this are a members who have not yet paid their test/subscription fees for this year.

Outstanding receipts (previous years)

These are payments that were due in previous years that have still yet to be received and/or banked.

As this money is still owed to you, it is counted an asset.

Examples of this are a members who have not yet paid their test/subscription fees for a previous year.

Advance payments to creditors

This covers payments that you have made to a supplier, who's invoice date was actually in the next financial year, but you've paid them in this financial year.

As this money wasn't actually due until the next financial year, it is counted as an asset for this year.

Examples of this are utility bills, hall rent etc, which you paid early.

Unbanked Cash / Unbanked cheques

These entries cover cash or cheques you have received, but have not yet banked; so although they're not yet reflected in your bank balance, they count towards your equity.

Advance receipts and subscriptions

This entry covers payments you've received that were meant for the next financial year.

As they don't count as income for this year, they're deducted from your balance as a liability for this year.

Examples of this are members who have paid next year's test/subscription fees early.

Outstanding payments (this year)

This entry covers payments meant for this year that you've yet to pay.

Examples of this are utility bills that are outstanding for this year, or outgoing cheques that have been marked as "aged" or "damaged" which have not been re-issued or the invoice written off.

Outstanding payments (previous years)

This entry covers payments requested of you in a previous year that you've yet to pay.

Examples of this are utility bills that are outstanding for a previous year, or outgoing cheques from a previous year that have been marked as "aged" or "damaged" which have not been re-issued or the invoice written off.

Unpresented/uncleared cheques

This entry represents cheques you have paid out, but have yet to be banked or cashed by whoever you paid them to.

12.6 "Represented By" Entries

As explained earlier, whereas the Balance Sheet takes the end of year balance, the "Represented By" section starts with your balance at the beginning of the financial year, then adds the income and expenditure figure to arrive at your equity. There are however other entries that are needed in order to adjust this calculation to arrive at a true equity figure.

These entries are explained below:

Less receipts paid in advance from previous year

This entry deducts any payments that you received early from the previous year.

These entries will be added as part of you income and expenditure, and were not "expected" to have been paid already at the beginning of the year. To avoid them being counted twice, they are deducted in this section.

Examples of this are test/subscription fees for this year, that your received before this financial year started. These entries will most likely appear as "Advance receipts and subscriptions" in last year's balance sheet.

Plus late receipts from previous year

This entry reflects payments that were meant for last year (or any previous year) that have been received in this financial year.

As the income and expenditure report only has entries for this year, any late receipts from previous years have to be accounted for here.

Examples of this are members who were late in paying their subscription fees for last year, and paid them this year.

Plus outstanding receipts from previous year

This entry reflects payments from last year (or any previous year) that you've still yet to receive.

As the money is still owed to you, it counts as an asset and is added to you equity.

Examples of this are members who have still yet to pay their subscription fees for last year.

Plus unbanked payments from previous year

This entry reflects cash or cheque payments from last year (or any previous year) that you've received, but have not banked.

Less late payments from previous year

Any bills from last year that have been paid in this financial year are deducted, as this amount would not have been expected to be in your bank account at the start of the year.

Less outstanding expenditure from previous year

Any bills from last year that have yet to been paid are deducted, as this amount would not have been expected to be in your bank account at the start of the year.

Less unpresented cheques from previous year

Any cheques paid out for last year that have yet to be cashed or banked are deducted, as this amount would not have been expected to be in your bank account at the start of the year.

Less cheques presented late from previous year

Any cheques paid out for last year that were cashed or banked in this year are deducted, as this amount would not have been expected to be in your bank account at the start of the year.

Plus late cash/cheque deposits from prev.year

Any cash or cheques from last year that was paid in this year are added, as this amount would have been expected to be in your bank account at the start of the year.

12.7 Detail Breakdown Reports

If the "Include Detail Breakdown" option is selected when generating your report, additional detail reports will be generated.

These reports detail each and every transaction under each category that was used to calculate the figures in the Income & Expenditure and Balance Sheet reports, and as such will likely run on to several pages. These sections can however be useful to your auditors.

Excerpts of the sections a report are shown below:

Income & Expenditure

The report excerpt below shows the detail Income & Expenditure report.

NOTE: The "payments" section lists payments that have been made against that invoice, so the listed payments under each entry will not always add up to the total if there are payments outstanding. There will, however be a corresponding entry for any outstanding payment within the balance sheet detail report.

 

Balance Sheet

Below is an excerpt of a Balance Sheet detail report, again listing all the transactions under each category heading:

Represented By

Below is an excerpt of the Represented By section of a Balance Sheet detail report, listing all the transactions under each category heading:

13. Advanced Configuration

13.1 Invoice/Receipt formats

The FreemasonsWeb Accounting Module provides default Invoice and Receipt templates. It is possible however, to provide your own templates for generating your invoices and receipts.

Invoice and Receipt templates should be provided in PDF format, and uploaded using the Site Designer->Files menu.

To specify your new templates, navigate to the Setup->General Setup section and select your newly uploaded file(s):

Click the Save button to update your changes.

Once you have specified your files, you will need to tell the Accounting Module where to position the invoice and receipt text.

To do this, use the Invoice/Receipt Format sub-tab menu:

Select each of the template elements using the drop-down box:

On selecting each template element, you will be shown a preview of the invoice/receipt layout:

The following information can be set for each element:

Left Margin The left margin in points.
This tells the invoice/receipt generator not only where to offset the X position of the text, but also where the left margin should be if the text should continue on the next line.
Text Pos X The starting X position in points where the text should start.
This value is affected by the Left Margin setting.
Text Pos Y The starting Y position in points.
Font Name Select the font family you wish to use for this element.
Font Size The size in points of the font for this element.
Remember that if this is set to too large a value, your text may overlap other elements.
Font Style Enter the style of the font, e.g. Bold, Italic etc.
Font Colour Click on the colour selector to select the colour of this font.
Line Spacing The spacing in points between each line of text for this element.
Default Value If the value of this element is blank, then this default value will be used instead.

Alter the values accordingly (this may take some trial and error), clicking the Save button to update the preview.

You can get a closer look at the preview by clicking downloading the PDF using the link: