Each financial entity that will use Association Anywhere to post to the client’s General Ledger needs a Set of Books set up in the system. Association Anywhere is an A/R subsystem for the areas of the business managed by the application.
Often the organization will only have a single Set of Books; sometimes additional sets will exist for fundraising or PAC related financials.
If the client processes monies on behalf of other organizations, or is a “pass-through” to these other organizations (like collecting money on behalf of chapters), then this is handled through remittance processing via GL chart of accounts NOT by defining a set of books for each chapter.
There should only be a handful (usually 3 or less) of sets of books defined, at most.
Provide the following to create a new Set of Books –
- Set of Books – code value of new set of books. Should be all CAPS with no special characters or spaces.
- Description – meaningful, plain text description.
- Currency Code – US Dollars, Euro, Canadian Dollars, Japan Yen, and United Kingdom Pounds are currently supported.
- Active FL – (Yes/No) whether this Set of Books is currently available for use.
- The last two values allow you to close a set of books to prevent backdated transactions. If desired, use ONE of the following:
- Earliest Date for Transactions – A user would not be allowed to open, close, post, or otherwise act on a batch if the date is older than date specified.
- No Txs Older than X Days – A user would not be allowed to open, close, post, or otherwise act on a batch if the date is older than X days.
Both of these last options use the BATCH date. If both are specified, than the system will act on whichever method provides a date that is later.