Table of Contents

Accounting Packet

DevComm’s portion of the accounting packet should be sent via email to the accountant once a month, on the 15th of the month, for information on the previous month. I.e. The packet you'll send August 15th will be for the date range July 1-31.

When:
15th of the month

Who:
Email Janet and cc Leigh
Accountant: Janet Radke pbs@peak.org
Accountant’s Assistant: Leigh Shaffer lshaffer@peak.org

What:
The Google Sheet below details all documents Vote Smart must send to the accountant. DevComm is only responsible for a portion of these items.
Due to Accountant
DevComm’s responsibility:
When you finish these items, and you’ve emailed them to Janet and Leigh, be sure to record it in the Due to Accountant document: update the “Complete (sent to accountant) through" column.

Credit Card Report
Where:
https://www.myclientline.net/
Select “Merchant Login”
You can find the login on the DevComm clipperz.is account
How To:
  1. Select the “Applications” drop down
  2. Select “ClientLine Reporting” from that drop down
  3. Hover over the “Reports” drop down
  4. Select “Create a Report” from that drop down
  5. In “1. Reports Category” select “Sales/Funding”
  6. In “2. Filter Criteria” select
    • Activity type: Transactions
    • Date type: Transaction Date
    • Report type: Summary
    • Date Range: 1st of the month of the report - last day of the month of the report (remember this report is for the previous month)
    • Card Type: Select all (which is the preset)
    • Transaction Type: Select all (which is the preset)
  7. Select “Next”
  8. In “Available Reports” select “Run Now”
  9. In the upper right hand corner, select the Excel icon and a download will begin
  10. Save the document in the drive with the title “CC Report [month year]” in its respective year folder within

Deposit Spreadsheet
Where: *You should use a sheet from a past month as a template and clear its content How To:
  1. Login to Wells Fargo operating account (not CEO) and click "Business Checking"
  2. Under “Transactions”, select “Download account activity”
  3. Next to date range, under "from" type in the 1st of the month. Under "to" type in the last day of the month
  4. Download as a Comma Delimited file
    • You now have the list of all incoming and outgoing transactions for this Vote Smart account (this is one of a few different Vote Smart accounts)
    • Leave this open
  5. Open your spreadsheet that you’ve cleared from the previous month so you just have the template
  6. Looking only at the incoming transactions (i.e.deposits into our account), and starting at the bottom (i.e. the beginning of the month), begin copying over each deposit transaction recorded on the Wells Fargo account, into the spreadsheet.
  7. Notes on entering into the sheet:
    • Before you begin entering, I highly suggest you look over some previous Deposit Spreadsheets so you can get an idea of how things are entered.
    • Do not copy over deposits titled "BANKCARD DEPOSIT”.
      • These are the deposits we receive from Cybersource, our credit card payment processor. This information is already recorded in the Credit Card Report.
    • On the sheet, note that the Batch # column is simply the name of the deposit.
    • Be as detailed as possible with Batch #/name of the deposit.
    • You should have open for reference the Batch Deposit folder for the month/year you are reporting on.
      • \\POPROCKS\membership\Accounting\Batch Reports\20XX Batch Deposits\
    • Think carefully about the deposit. For example, Wells Fargo may label the deposit as “DESKTOP CHECK DEPOSIT” for $5,000. From this, you can see that it was a desktop deposit, meaning an in-house deposit via our desktop computer check scanner.
    • You might go look at all of the desktop deposits you’ve made for that month and see if you deposited one single deposit of a reimbursement, or an API payment, or a full Thank You mailing Batch. Instead of labeling the deposit as “DESKTOP CHECK DEPOSIT” you should label it as “Progressive Reimbursement Check”, or “Democracy Live Payment” or “Batch 10010” for example.
  8. The bottom box requests further information on any donation received for over $5,000
    • Run a query in Donor Perfect to find these
      • Financial - Gift Listings
      • Set Selection Filter:
      • DPGIFT.GIFT_DATE BETWEEN '07/01/2016' AND '07/31/2016'
      • Edit the dates for your specific report
      • DPGIFT.AMOUNT >= 5000.00
  9. Notes:
    • “FIRST CLEARING CREDIT” = Transfer from Vote Smart’s other bank account
    • “DESKTOP CHECK DEPOSIT” = The in-house check deposits we do via our desktop computer check scanner
    • Checks also get deposited in Tucson by RK & AK - the location that the money was deposited in should be listed in the transaction history.
  10. If you cannot identify a transaction on the statement, speak with the Office Manager and/or National Director about the deposit. Chances are they know where that transaction came from.
  11. Make sure to use the same format and language each month so that you do not confuse the accountants - another good reason to keep the past month’s deposit report open.

Foundation Checks and Non-Donation Checks
Open the folder corresponding to the month your report covers in the drive \\POPROCKS\membership\Accounting\Batch Deposits\20XX Batch Deposits
Send the accountant check images of any checks from a foundation and any non-donation checks (i.e. reimbursement checks).

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