CYMA NFP Bundle for 501(c)(3) Organizations

CYMA Non-Profit Fund Accounting Software - Featuring the following benefits:

Track funds for restrictions using Net Asset account types. The account mask setup provides a suggested default account mask and provides industry chart of account templates, which assist in chart setup.
"Out of the box" FASB117 compliant financial statements written with Crystal Reports.
Statement of Financial Position
- Columnar
- Columnar Portrait
- Columnar Landscape
Statement of Activities
- Columnar, Portrait
- Columnar, Landscape
- Columnar, by Subtype Portrait
- Columnar, by Subtype Landscape
Statement of Activities - Year to Date
- Columnar, Portrait
- Columnar, Landscape
- Columnar by Subtype Portrait
- Columnar, by Subtype Landscape
Statement of Functional Expense
- Columnar, Portrait
- Columnar, Landscape
- Columnar, by Subtype Portrait
- Columnar, by Subtype Landscape
- Statement of Cash Flows Worksheet
For maximum flexibility F9 Financial Report Writer FASB117 templates are also included for customers who own F9.
Print financial reports in multi-column formats to view fund or grant activity at a glance with Crystal Reports. Column information is user defined and will reflect the segment description that is chosen for each column.
Browsing for segments has been simplified by browsing the list of predefined account segment descriptions.
Crystal based FASB117 reports can cross a range of periods. This supports funds with varying fiscal year ends.
Automatic inter-fund offset entries are created based on the definitions set up in this new feature to keep funds in balance. This accommodates "due to" and "due from" tracking in the AR and AP modules.
Group Receivable Accounts in multiple billing types and charge one invoice to the entire billing group using Volume Billing.
All reports will include the fund or department selection criteria in the report heading.

Account types are customized to non-profit accounting classifications. Some account types included are:

Pledges Receivable	Permanently Restricted	Special Event Revenue
Inter-fund Receivable	Cash Contributions	Program Expenses
Inter-fund Payable	Non-Cash Contributions	Fund Raising Expenses
Unrestricted	Grants and Contracts	Donated Services & Materials
Temporarily Restricted

Check stubs includes printing of all account numbers.
Miscellaneous payments will accept a negative when posting.

Fund Maintenance and Balancing

The Automatic Offset feature allows a customer to configure fund-balancing transactions for those transactions originating with an AP or AR Invoice.
Fund Maintenance and Balancing feature greatly expands the automatic offset functionality by providing an alternative method of fund balancing. This alternative method allows the user to define which segment of the GL account number refers to a fund and allows a "due to" and "due from" account to be defined for each fund. Once configured, transactions which add entries to the General Ledger (including GL Journal Entries and posted Payroll transactions) are reviewed to see if they result in an out of balance situation for any of the fund segment values. If so, appropriate "due to" and "due from" entries are automatically generated. You may use this feature in the GL alone, or throughout the system. You may also use it in place of or in conjunction with the existing Automatic Offsets feature. This feature alone provides CYMA^IV with Fund Balancing functionality identical to the most expensive systems on the market — and when combined with the existing Automatic Offset feature provides your NFP customers with an almost unlimited degree of flexibility for their most demanding fund accounting transactions.

Chart of Account Usability

One of the most important features of any good accounting system is the chart of account structure, or account mask. This is especially true for NFP or general business customers where traceability and reporting are critical.

CYMA^IV NFP or CYMA^IV FMS chart of account structure allows for a 10 segment up to 24 numeric or alpha character account ID (example below). The CYMA^IV NFP program and reports provide maximum flexibility if the account ID's are established utilizing the segments as activity identifiers.

The above is an example of the multiple uses of segments within an account ID. Only the use of one segment (account #) is necessary for the program to post entries but the intention is that, the more segregation identified in the chart set up will allow report flexibility.

Some of the financial reports combine the financial information of the segment divisions to be displayed in a multiple column format. An example would be to have a Statement of Functional Expenses display the expenses of the Shelter, Kitchen and Chapel of the Department segment in a columnar format (see example). The columnar reports can display up to six divisions within a segment if they are set up in the account structure. The purpose of having the Restriction as an account segment is primarily so that the activity such as Unrestricted, Temporarily Restricted and Permanently Restricted may be displayed in a columnar format.

To obtain the full functionality, the chart of accounts should include an account for every type of transaction that could be identified within a fund. CYMA^IV NFP does keep its records in balance but will let you cross over funds.

An example of setting up accounts for separate funds is shown below.

If you have the identified Counseling as being a fund in the third segment with the identification of 100 then your chart should simulate this:	If you have the identified the Kitchen as being a fund in the third segment with the identification of 200 then your chart should simulate this:
1000-1-100 Cash	1000-1-200 Cash
2000-1-100 Accounts Payable	2000-1-200 Accounts Payable
3000-1-100 Unrestricted Net Asset	3000-1-200 Unrestricted Net Asset
4150-1-100 Income from Donations	4150-1-200 Income from Donations
5200-1-100 Salary Expense	5200-1-200 Salary Expense
5300-1-100 Payroll Taxes Expense	5300-1-200 Payroll Taxes Expense

Segment Naming

In each report environment there is a selection grid, which allows the user to filter the report criteria based on segment values, dates or other identifications. Each segment value must be named so that they will appear on the report and in the selection browser. You can name the segment in the General Ledger module under the Maintain tab using Account Segment Names. The dialog box below provides an example. Each time another value is added to the segment through setting up additional chart of accounts it is necessary to go to this screen to give it a name.

Note that Department #200 is identified as Not Defined in the description. It will remain that way until you change it to the name of that department which would be Kitchen per the above example. If the segment value is not named then the words "Not Defined" will appear in the reports and browsers.

Restrictions

Non-Profit organizations are often required to display financial activity based on whether or not the money donated to them was received with spending restrictions. An example would be if a donation were received with a specification for the funds to be entirely spent on the construction of a new building. These funds are considered temporarily restricted and should be accounted for as such until it is necessary to issue money towards expenses involved in construction of the building.

The Non-Profit Organization should track funds under the three assumptions of Unrestricted, Temporarily Restricted and Permanently Restricted. The CYMA^IV NFP program provides the ability for a user to establish unlimited Net Asset accounts (referred as Retained Earnings or Fund Balance in other programs). Each Net Asset account will be attached to a Net Asset Account Type of any of the three restrictions. The account types drive the reports and functionality of the program to summarize the balance of the Asset. Below is an example of how the Net Asset accounts can be set up.

Account	Description	Account Type
3000-1-100	Unrestricted Counseling Funds	Unrestricted
3000-1-200	Unrestricted Kitchen Funds	Unrestricted
3100-2-300	Temp Restricted New Shelter	Temporarily Restricted
3150-2-000	Temp Restricted Payroll Grant	Temporarily Restricted
3175-2-200	Temp Restricted Kitchen Equip	Temporarily Restricted
3200-3-000	Perm Restricted Hill Endowment	Permanently Restricted

Due To / Due From Tracking

This is simply referring to inter company accounts receivable/accounts payable. When referring to the Shelter data set. The Shelter pays an invoice that should have been a Counseling Center invoice, a receivable would need to be set up on the Shelters books and a payable would need to be set up on the Counseling Center's books. This is simply done by journal entries in the General Ledger module.

Sometimes the company will pay for all of the accounts payable out of one checking account for ease of paying invoices to multiple funds. If the company has a separate bank account set up for each fund it will be necessary to record the due to/due from transactions for invoices that will be paid that are chargeable to other accounts. This can be handled by entering journal entries in the General Ledger module or during entry of an invoice it is possible to enter the debit and credits to the correct due to/due from in the line items of the invoice. It is also possible to enter the debits and credits for miscellaneous receipts in the Enter Payments-Miscellaneous Receipts screen to record payments made for multiple funds with one check.

Grant Management

Many not-for-profit (NFP) organizations are funded at least in part by government and private sector grants. These funding organizations often demand specific reporting of grant related expenditures from the party receiving funds.

Historically, non-profits have had limited choices for tracking grant expenditures:

1. Set up the General Ledger account structure to allow for this type of recording. Pitfalls to this approach include establishing a large number of GL accounts and increasing the complexity of recording expenses.

2. Buy an expensive NFP accounting system that includes a Grant Tracking system. This approach often means great expense for the non-profit, which can be problematic for small and mid-size not-for-profit organizations.

3. Keep separate journals of grant related expenses, which often mean error prone double entry.

CYMA offers a great alternative to these flawed choices. The CYMA Grant Tracking System, an optional part of the CYMA General Ledger, provides a simple and cost effective method for capturing, tracking and reporting grant related expenses back to the funding source.

All Grant related information eventually ends up in the General Ledger, where it appears as separate fields in the GL Transaction File. Thus for each record in the GL Transaction file, the CYMA system contains:

Date
Document ID
Description
GL Account
Amount
Journal Identifier
Grant Fields
- Grant Number
- Core Object Expense
- Program
- Activity
- Funding Source

This allows user to create powerful reports and spreadsheets to analyze Grant related expenses and revenue. The CYMA Grant Tracking System maintains the following tables of information: