Defaults-Reporting Unit

To Edit the Reporting Unit information:
  • Choose Options then Org Defaults (top right hand side of screen)
  • Choose the Reporting Unit tab 
  • If you are part of a multi-reporting unit organization and you are the System Administrator, a Multi Coordinator, or Multi Finance user, you will see a list of each of your individual (or assigned) reporting units.  The information must be completed for each reporting unit individually.  The information does not copy nor can it be "cloned" between reporting units.  Double Click (or highlight and click on Edit) on the Reporting Unit Name to open up the information screen

    Tab 1-Reporting Unit
    System Administrators and Coordinators may edit this information
  • Enter the Fax Number, Email Address, City &  State
  • Choose the Region and Entity from the drop down list and check applicable Group(s) box(es).  Regions, Entities, and Groups are created by the System Administrator. 
  • If desired, uncheck the "Publishing Enabled" checkbox to disable the "publish record" functionality for Reporters.
  • For CBISA Plus™ only:  Community Need Link 1 and Community Need Link 2.  Enter two outside resource links (URLs) which surface on the Community Needs/General page.  Each URL must begin with "http://". 
  • Click Save to save changes

    Tab 2-Financial
    System Administrators, Coordinators and Finance may edit this information
  • Enter the Fiscal Year Starting and Ending dates (the Fiscal Year is chosen from the active year dropdown in the upper right hand corner of each data entry page).
  • Enter the Operating Expenses and Revenues.  In order to express community benefit categories as a percentage of annual expenses or revenue, it is important to include final audited amounts, when available, for the fiscal year being reported. Prior to running IRS Form 990 Schedule H reports, enter the Total Functional Expense field in accordance with IRS Recommendations.
  • Enter the Salary Defaults: 
    Average Fringe Benefits percent is automatically applied to all salary expense detail on each Occurrence record entered after the Fringe percent is entered and the financial information page is saved.  To apply a Fringe Percent to a date range, click on the "Fringe %" button, enter in the desired date range and fringe percent.  Select "Change Fringe Percent" to apply or "Cancel" to close the dialog box without taking any action.  
    Unit Wide Average Hourly Pay Rate is only used on the Occurrence record if no department has been selected. 
    Average Hourly Pay Rate 1-4 may be used to enter average hourly pay rates for up to four additional assigned salary groups.  The Average Hourly Pay Rate 1, 2, 3, and 4 for additional salary groups are defined in Custom Terms.  Only salary groups with an assigned average hourly pay rate will show on the Occurrence screen. 
  • Optional:  Enter Direct/Indirect Cost information (Total Indirect and Direct costs)  The IRS defines Indirect Costs as "facilities and administration costs related to the organization's infrastructure (e.g. space, utilities, custodial services, security, information systems, administration, materials management, and others)".  Entering the total Direct/Indirect cost amounts does not automatically calculate the "In Unit" rate.
  • Enter Indirect Cost percentages for an In Unit, In Community, and Special rate.  The Indirect Cost percentage will be used on the Occurrence screen to calculate indirect costs by multiplying the percentage by the direct costs entered (salary expense, purchased services, supplies, and other direct expenses).  The total expense for an occurrence will include all direct and indirect costs.  Percentages must be added in the correct format with one place to the left of the decimal and three places to the right of the decimal (i.e. x.xxx).
  • Click Save to save changes

    Special Functionality:  Locking a Fiscal Year
    System Administrators and Coordinators may perform this function
  • Open Tab 2-Financial
  • Click on the "Lock Year" function button
  • When a fiscal year is "locked" by an Administrator or Coordinator, the data contained in the locked year is "read only" for Reporters.  Administrators, Coordinators, and Finance users may continue to work with full functionality.
  • A fiscal year may be "locked" and "unlocked" at any time.  A year is "locked" for all Reporters and remains "locked" until the year is "unlocked" or "closed".

    Special Functionality:  Closing a Fiscal Year
    System Administrators may close a fiscal year.  System Administrators and Finance users may re-open a closed year.
  • Open Tab 2-Financial
  • If not already done, "Lock" the fiscal year, then click on the "Close Year" function button
  • You will see a warning message "Are you sure you want to close the fiscal year?  This action can not be undone."  Re-enter your credentials (user name and password) to validate your authority to close a year.
  • Choose "Close a Year" to continue and close the active fiscal year or "Cancel" 
  • For additional information, refer to the following documents:  Fiscal Year Closing and Fast Facts about Closing a Year.

    See Also
    Save Failed: Ambiguous Fiscal Year