Creating a Charity (Not for Profit) Organisation - Check List
Collect and enter some or all of the organisational details for the charity
On the Organisation profile the Charity details and Operating details Tabs identify the Charity. Note the user can return to the Organisation Profile to make changes at any time.
Control - Organisation Profile
|Charity Regulator Number||-|
|Company Number (if a Charitable Company||-|
|Trading Status||usually selecting Active|
|Date the Organisation Commenced||-|
|Principal Purpose of the organisation||-|
|Financial Period From - To||-|
|Registered Office Details||-|
|Operating Name if different to Legal Name (to display on documentation)||-|
|Operating Address if different to Registered Office (to display on documentation)||-|
|Operating Country, confirm the Country||Usually United Kingdom|
|Phone, mobile, fax, web address and e-mail, any of which if required (to display on documentation )||-|
On the Accounting Options tab of the organisation profile an initial chart of accounts is selected and other information.
|Choose an initial chart of accounts from||
|Opening Balance||Leave the default Opening Balance Open status||-|
|Transaction Lock date||Ignore for the moment||-|
|Charge Schedule||For now select Month End, it may be amended later. If the asset register is used depreciation will be posted automatically each month end.||Month End|
|Track VAT box||Only tick if the organisation is VAT registered|
|Primary (Initial) Bank Account Name||-|
|Primary (Initial) Bank Account Sort Code and Account Number||-|
|Primary (Initial) Bank Account International Codes (if necessary)||-|
|Primary (Initial) Bank Account Opening Balance (usually from a bank statement)||-|
|Primary (Initial) Bank Account Opening Balance Date (this usually means the day before the first day of the new accounting period)||-|
The optional features tab of the organisation profile allows for the selection of functions that may be required for the organisation.
|Sales Quotes||Create and manage sales quotes. For more details see Creating Quotes||Y or N|
|Track re-chargeable expenses||Associate an expense payment to a specific customer so it may be recharged||Y or N|
|File uploads||Activates the ability to use CSV format files to upload information to the system||Y or N|
|Asset Register||Record tangible fixed assets as well as automatically computing depreciation. Using the Fixed Asset Register||Y or N|
|Operating Lease Register||Record operating leases such as photocopiers, printers, computers etc. Operating Lease Register||Y or N|
|Vehicle Register||Record details of vehicles owed by the charity. Managing the Organisations Vehicles||Y or N|
|Personnel P11D expense and benefit tracking||Manage employee expense and benefit recording and reporting. P11D and Online Filing - Overview and Setup||Y or N|
|Prompt for analysis on transaction input||If enabled users are automatically presented with the Analysis tab when creating transactions. Analysis to Funds and/or Activities is then completed first.||Y or N|
|Budgets||Activates budget setting and reporting. For more information see Budgets||Y or N|
|Donor ledger and gift aid||Activates donor ledger and giftaid claiming. For more information see Donor ledger and Gift Aid Claiming||Y or N|
|Payroll||Activates integrated payroll. For more information see Payroll - Overview and start point for users unfamiliar with payroll processes||Y or N|
Collect all the details of the funds that the charity manages
All charitable organisations will have at least one fund. All income and expenditure transactions must be all related to a fund. Click for more information on Charity Fund Accounting. Details of funds are entered via the funds menu.
Funds - Add Fund
Control - Opening balances - Opening Balance Control Panel - Add Funds
|Fund code (if required, likely to be used in donation uploads) e.g. 'gen001' for a general fund|
|Default (if ticked is the default but can be amended at point of transaction entry)|
|Fund type select from
|Trading Fund (tick if the fund is a trading fund)|
Enter as many funds as are needed by the charity.
Entering the opening balances for the charity
Existing charity, starting using the system from the start of a new financial reporting year
In this situation, a set of financial balances from the prior year will be entered on the system as opening balances. Additionally a user will set up relevant accounts (including bank accounts), funds, activities plus details of any customers, suppliers, employees and donors.
Click on Opening Balance process and set-up for an existing charity; entering data from the beginning of a new financial reporting period for more information.
A worksheet to assist in collecting initial opening balance information can be found from Charity opening balance work sheet
Existing charity starting using the system at a point in the middle of a financial reporting period
In this situation, a set of financial balances for the start date will be entered on the system as opening balances. A user will set up relevant accounts (including bank accounts), funds, activities plus details of any customers, suppliers, employees and donors. In addition to the above income/expense balances for the period of the year to date and comparative period should be entered.
Click on Opening Balance process and set-up for an existing charity; entering data from a date in a financial reporting period for more information.
A worksheet to assist in collecting initial opening balance information can be found from Charity opening balance work sheet for mid-year start
One or all of the following activities may be required in moving forward with using the system
|No.||Activity and menu navigation||Information Required|
|1. Add a bank account||
Accounts - Add Custom Account
|2. Add additional users||
Control - Manage Users - Click Red + symbol
|3. Donor ledger and gift aid claims||
Donors - Configuration
|4. Dealing with regular church collections||
|5. Setting up and running a payroll||
|6. Preparing a SoFA Report||
Reports - Statement of Financial Activities
|Select between an Income and Expenditure or Receipts and Payments version. The user can select date periods as required.|