How to set up integration between ParishSOFT Family Suite and ParishSOFT Accounting
Accounting integration links your ParishSOFT Family Suite database to your ParishSOFT Accounting database so that contribution information from Family Suite is automatically sent to Accounting. When you close a batch in Family Suite Offering, contributions will be posted to revenue and bank accounts in Accounting. Integration requires you to have both ParishSOFT Family Suite and ParishSOFT Accounting from ParishSOFT.
There are 3 major steps in the integration process:
- Integrating the databases at the Parent organization level or the Individual organization level.
- Enabling user permissions.
- Mappings your funds and your batches.
After integration process is completed, to post an offering batch, you must Assign a Bank Account to the batch.
Before beginning, you will need to take the following steps in Accounting:
- Get your ParishSOFT Accounting Database ID.
- Make sure that every staff member who will be closing batches has an account in ParishSOFT Accounting and permission to make deposits. You will need to know the Accounting username and password of every user who will be closing batches.
The first step is to integrate the databases. To do this you must have the administrator rights in Family Suite. You will also need your ParishSOFT Accounting Database ID. If you do not know your Accounting Database ID, contact ParishSOFT Accounting support.
- Log in with an acccount that has administrator permissions.
- From the Administration tab, select Organizations.
- Select your organization from the list on the left side and click the Edit Organization Record button.
At this point, the CN Membership and CN Accounting applications are integrated at the organization level.
Enabling User Permissions
Now that your databases are connected, you will need to link the user accounts in Family Suite to the accounts in Accounting.
From the Administration module, select the Manage Staff tab.
Go through the following steps for each person who will be closing batches in Family Suite.
Select a staff record to open the assignment access rights.
Click Edit Details. Check the Offering checkbox in the Accounting Integration section, and click the gear icon.
Enter the Accounting username and password and click Login.
Alternatively, a staff member can enter their own Accounting username and password by going to the Offering module and selecting the Settings tab. From this screen the user can enter their credentials and click Save.
The third step is to map your funds. Each fund needs to be mapped to a revenue account (or a Liability Account or a Dedicated Account) in ParishSOFT Accounting. Each fund in Family Suite can only be mapped to one revenue account in Accounting. However, a revenue account can have many funds mapped to it.
When you start integration, you will have to map every fund you are using to a revenue account. After your initial setup, you will need to update the mappings in Family Suite when you change your chart of accounts. Also, when you create a new fund you will need to choose a revenue account to map it to.
To map funds, go to the Offering Module and select the Funds tab.
Click on the Edit Fund icon next to the fund.
Click Edit to edit the fund.
Then select a Revenue Account from the drop down menu, and click Save.
You will need to map every fund you are using to a revenue account. If you have funds that you are no longer using, you do not need to map them to revenue accounts. However, you should give an end date to funds you do not want to use. When a fund is end dated, contributions can no longer be posted to it.
After you have mapped all funds, integration is complete.
After Integration: Mapping Batches
When ParishSOFT Family Suite is integrated with ParishSOFT Accounting, a Batch in the Family Suite will be posted as a deposit to a bank account in Accounting. Thus, you must assign a bank account to each batch before you close it. All the contributions in a batch must be posted to the same bank account.
After integration is started, a user will be required to assign a bank account when they create a new batch. If any batches are open when you set up integration, you will need to assign them bank accounts so you can close them.
To edit existing batches, go to the Offering module and choose the Batches tab. Click on the pen and paper icon next to each open batch.
When the window opens, click Edit.
Select a Bank Account from the drop down menu and click Save. Then click Close.
This will assign a bank account to the batch.
After you have assigned bank accounts to your existing batches, new batches will include a Bank Account menu. A user who creates a batch will have to pick the correct bank account from the list. The bank account for an open or committed batch can be edited using the steps above.