For our customers who operate on a fiscal year that coincides with the calendar year, it’s time to think about your year-end procedures. To that end, here are some quick and helpful tips to get you moving in the right direction:
Tasks to complete BEFORE you close your fiscal year:
- Enter all 2014 gifts and post batches containing 2014 gifts. Enter any 2015 gifts into a separate batch.
- If you receive and record pledges in ResultsPlus, print one or more of the reports that show donors with outstanding pledge balances. Your accountant and/or auditor will want to know about your pledges receivable at the end of your fiscal year.
- To help managed lapsed donors, consider printing the LYBUNT/SYBUNT reports
- If you receive and record matching gifts, print the Matching Gifts report
- If you use Giving Levels to help categorize donors into different groups or ‘clubs’ based on their annual giving, run a query to create those donor lists now and export them to a word-processing program. They’ll be ready to go when you begin to develop your organization’s Annual Report.
When the above tasks are complete, you’ll be ready to close your fiscal year. Follow these steps:
- Back up your database. If you use ResultsPlus Platinum, you can choose to let ResultsPlus handle this for you. If not, check with your IT person, complete the task and confirm before continuing.
- Close your fiscal year. If you don’t see the option available on the Maintenance tab inside ResultsPlus, or don’t even see a Maintenance tab, you’ll need to have an authorized database user perform the task for you.
- If you are a hosted customer (you access your database through the ResultsPlus Online website), your Metafile Administrator will handle this for you. Send them an email with a request to perform the year-end close procedure whenever you’re ready.
Once your fiscal year is closed, you’ll be ready to start recording gifts for the new year.
For more information, press F1 from inside ResultsPlus, then open the ‘Maintaining Your ResultsPlus Database’ section of the Table of Contents. You’ll find a topic called ‘Year-end Processing’ that covers all you’ll need to know. There’s even a brief tutorial available in the ‘Show Me’ section of the How To tab.
Here’s hoping that 2015 will be prosperous and exciting for you and your organization. Happy New Year!