the financial edge

TheFinancialEdge™

7.82 Update Guide

110309

©2009 Blackbaud, Inc. This publication, or any part thereof, may not be reproduced or transmitted in any form or by any means, electronic, or mechanical, including photocopying, recording, storage in an information retrieval system, or otherwise, without the prior written permission of Blackbaud, Inc.

The information in this manual has been carefully checked and is believed to be accurate. Blackbaud, Inc., assumes no responsibility for any inaccuracies, errors, or omissions in this manual. In no event will Blackbaud, Inc., be liable for direct, indirect, special, incidental, or consequential damages resulting from any defect or omission in this manual, even if advised of the possibility of damages.

In the interest of continuing product development, Blackbaud, Inc., reserves the right to make improvements in this manual and the products it describes at any time, without notice or obligation.

All Blackbaud product names appearing herein are trademarks or registered trademarks of Blackbaud, Inc.

All other products and company names mentioned herein are trademarks of their respective holder.

FE-UpdateGuide-110309

The Financial Edge Update GuideUPDATING THE FINANCIAL EDGE. . . . . . . . . . . . . . . . . . . . . . . . 1

Updating The Financial Edge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2Accessing Additional Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Unlocking Optional Modules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

NEW FEATURES AND ENHANCEMENTS. . . . . . . . . . . . . . . . . . . 17

Financial Edge 7.82 New Features and Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Financial Edge 7.80 New Features and Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Financial Edge 7.78 New Features and Benefits . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23WebInvoicing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23Student Billing Enhancements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Updating The Financial Edge

Contents

Updating The Financial Edge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2Recommended Steps . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2Important Notes Before Updating . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2Backing Up Your Database . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5Required NTFS Rights . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6Procedures for Updating . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7Accessing Additional Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13Unlocking Optional Modules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .14

CH A PT E R 12

This guide provides step-by-step update procedures for clients who are currently using The Financial Edge 7.80, and updating to The Financial Edge 7.82. In addition, we provide information about new features and functionality available in The Financial Edge 7.82.

To access our system requirements, select

System Requirements from the Products menu on our website at www.blackbaud.com.

If you are currently using Student Billing 6.4 and/or Payroll 6.4 and are upgrading to Student Billing 7 and/or Payroll 7, you will need to convert your Student Billing 6.4 and/or Payroll 6.4 data after installing the update. The process for converting your 6.4 data is not automatic. When you run the conversion, you will need to make decisions that affect how the data is converted. For detailed information on preparing for the Student Billing conversion, see the Student Billing Conversion Guide. For detailed information on preparing for the Payroll conversion, see the Payroll Conversion Guide. For complete instructions on updating The Financial Edge, including a checklist of recommended steps, see “Updating The Financial Edge” on page 2.

Updating The Financial EdgeTo help you successfully update The Financial Edge, review the information provided in this section. We provide a checklist of recommended steps, a list of important notes to review, procedures for backing up your databases and running the update for standalone and network versions.

Recommended StepsThis section provides the recommended steps to follow for successfully updating The Financial Edge. We recommend using this checklist to help guide you through the process. As you complete each task in the list, place a mark in the corresponding checkbox.

Prepare for the update by reviewing the new features available in The Financial Edge 7.82. For more information, see the New Features and Enhancements chapter of this guide.

Ensure your equipment meets all system and free space requirements for the update. To access our system requirements, select System Requirements from the Products menu on our website at www.blackbaud.com.

Review “Important Notes Before Updating” on page 2 and follow the recommendations that apply to you.

Update your system by installing The Financial Edge 7.82. For more information, see “Procedures for Updating” on page 7.

Important Notes Before UpdatingThis section provides important notes you should read before attempting to update your system. We recommend that you verify each item in this list before moving on to the update procedures. Many of the items in this section are important precautions you should take to ensure a successful update. If you ignore recommendations in this list, you may have problems during the update process.

UP D A T I N G TH E FI N A N C I A L ED G E 3

• After you update, the program retains only the last four digits of credit card numbers. To avoid the loss of data, you can export existing credit card information from your database before you update. We recommend you secure the exported credit card information in accordance with Payment Industry Data Security Standard (PCI DSS). For information about PCI DSS, visit http://www.blackbaud.com/pci or the PCI Security Standards Council website at https://www.pcisecuritystandards.org.

• eRequisitions is being replaced by a new product called WebPortal, which includes WebPurchasing and WebInvoicing. If you are currently using eRequisitions, please read the following before you install The Financial Edge 7.82:

• Do not update to 7.82 if you are not ready for the new product because eRequisitions does not work with version 7.77 or higher.

• Installing WebPortal will uninstall eRequisitions.• WebPortal requires Microsoft .NET 3.5 Framework, which it installs as a

prerequisite.• WebPortal requires Microsoft Windows Internet Explorer 7 (or higher), or

Firefox 3 or higher on Windows operating systems. Firefox 3 or higher is required on Macintosh operating systems.

• The Financial Edge 7.82 includes Microsoft’s SQL Server 2005 Express Edition with Service Pack 3. This version of SQL Server works for databases smaller than 3.7 GB. If your database exceeds this limit, you must purchase Microsoft’s SQL Server Standard, Enterprise or Workgroup Edition.

If you are using Student Billing 6 or

Payroll 6 with The Financial Edge, you must use Microsoft’s SQL Server 2000 Standard/Enterprise version. If your database is less than 1.8 GB, you may continue to use MSDE.

• You should make a complete backup of your Financial Edge database before you update. We strongly recommend you use a proper tape backup system. However, when you do not have such a system in place, you can run backup using the existing Blackbaud Management Console. For detailed instructions, see “Backing Up Your Database” on page 5.

• If you are using MSDE and you do not have Student Billing 6 or Payroll 6, you will receive a warning message during the installation noting that your SQL Server instance will be upgraded to Express. We recommend you backup your database before completing the update of your Financial Edge software. Once the database is attached to SQL Server Express 2005, it cannot be attached back to any instance of SQL Server 2000. Once the update is complete, you will need to recreate your backup schedule. For more information on the database migration, see the Quick Tips for Installing The Financial Edge 7.82.

• You need a CD-ROM drive or the downloaded installer.• Exit all Windows applications on the server where The Financial Edge will be

installed.• Every workstation that runs The Financial Edge needs Microsoft’s Internet

Explorer 6.0 or higher installed. You must have it installed to complete the installation. You can download the latest version from Microsoft’s website:www.microsoft.com/ie.

CH A PT E R 14

Microsoft offers three licensing models for

SQL Server 2005. Each model is designed to meet specific customer needs. For Web applications, Microsoft recommends a separate Processor license for each processor used by the SQL Server instance. It includes access for an unlimited number of users or devices to connect to the SQL Server instance from either inside or outside the firewall. You do not need to purchase additional Server Licenses or client access licenses (CALs) when licensed under the per processor model. You should review your Microsoft SQL licenses and ensure you have the required licensing. For more information about Microsoft’s SQL Server licensing requirements, see: www.microsoft.com/sql/howtobuy/sqlserverlicensing.mspx.

• If you are using Microsoft SQL Server 2000 Standard/Enterprise Edition, Service Pack 4 or higher must be installed. This is a Microsoft patch required to keep your system current with Microsoft’s security recommendations. If you have not installed Service Pack 4 or higher, you can download it from Microsoft’s SQL Server 2000 Downloads page.

• If you are using Microsoft SQL Server 2005 Standard/Workgroup/Enterprise Edition, Service Pack 3 must be installed. This is a Microsoft patch required to keep your system current with Microsoft’s security recommendations. If you have not installed Service Pack 3, you can download it from Microsoft’s SQL Server 2005 Downloads page.

• Every workstation running Microsoft Windows 2000 must have Service Pack 4 or higher installed; workstations running Microsoft XP must have Service Pack 2 or higher installed. If you have not installed the required service pack, you can download the latest version from Microsoft’s website: www.microsoft.com/downloads/.

• If using Microsoft’s SQL Server 2008, Service Pack 1 must be installed.• The Financial Edge 7.82 is compatible with Microsoft’s Windows Server

2003, Windows 2000, Windows 7, Windows Vista, Windows XP, and Windows Server 2008 R2.

• Close any virus scan programs on the server and on the workstations. These programs can sometimes mistakenly interpret the installation process of a new program as a contamination of existing files on the disk. Close the Microsoft Office toolbar, if present. It may interfere with the installation of some files.

• The following prerequisites must be installed before you can update The Financial Edge: • Microsoft Windows Installer 3.1• Microsoft Data Access Components (MDAC) 2.8• Microsoft .NET Framework 2.0• Visual Basic for Applications (VBA) Components• Crystal Report XI Runtime Components

• Microsoft XML Components/XML Parser• Microsoft SQL Server 2005 Express with Service Pack 3 if SQL Server

2000, 2005 or 2008 are not installed (Server only)• Microsoft SQL Server 2005 Express Backward Compatibility Components if

SQL Server 2000, 2005 or 2008 are not installed (Server only)If your organization has many users and

experiences performance issues using The Financial Edge with SQL Server Express, you may want to purchase Microsoft SQL Server Standard, Workgroup or Enterprise Edition.

• If you do not have at least administrator rights, your system administrator will need to install the prerequisites before you can successfully install and use The Financial Edge. If you are an administrator, the prerequisites your system requires will be installed prior to the installation of The Financial Edge.

• Dashboard in The Financial Edge requires certain Web components installed with Microsoft Office XP to work. Office Web components are automatically installed by Microsoft’s Office Setup.

• You must have a pdf reader installed to access The Financial Edge user guides.

• You should have a complete backup of your current Financial Edge database before running the update. See “Backing Up Your Database” on page 5 for instructions. For additional information about creating and restoring backups, see the Database Administration Guide.


• Before updating, make sure all users are logged out of The Financial Edge.• Exit all Windows applications on the server and the workstations where The

Financial Edge will be updated.• A new set of sample data is installed automatically during the update. For

network installations, the sample data is installed only on the server and is shared by client machines. To save your current sample data, make a backup copy before installing The Financial Edge. We recommend you use the new sample data as a training tool because it contains examples of the new features available in the update.

• If you are updating a network installation, for the deployment package to update The Financial Edge on a workstation, a user must have administrative rights to add software to that computer. For information about required NTFS rights, see “Required NTFS Rights” on page 6.

• If you use School Store Manager and are currently on or upgrading to SQL Server 2005 or SQL Server 2008, after you update to the latest version of The Financial Edge, your database administrator needs to activate ad hoc remote querying before you access School Store Manager. If you attempt to use School Store Manager before activating ad hoc remote querying, you will receive an error message. For more information, see “Activating Ad Hoc Remote Querying for School Store Manager” on page 11.

Backing Up Your DatabaseWe recommend making a backup of your current database before installing the update. You can run a full or compressed backup of your database while users continue working in the program. The full backup saves a complete copy of your database in a directory you specify. The compressed backup option copies your data files, then compresses the copies into a single WinZip file and deletes the copies.

Backing up your Financial Edge database

This section provides a procedure for backing up your database using the Blackbaud Management Console. For more information about backing up and restoring databases, see the Database Administration Guide.1. Double-click the Blackbaud Management Console icon on your desktop.

The Blackbaud Management Console opens.2. In the Installed products tree view on the left side of the screen, select

Backup under the name of the correct database. The backup options appear on the right side of the screen.

CH A PT E R 16

3. In the Perform Backup frame, click Backup. The Backup Database screen appears.

4. In the Backup path field, select a location to save the backup. You can use the browse button to specify a location.

5. Mark Compress files after backup to have the files zipped after the backup process. If you select this option, the Send data to Blackbaud option is enabled. Do not mark Send data to Blackbaud unless you have been directed to by Blackbaud technical support.

6. Mark Net Send notification when backup is finished to send notification to a specified workstation. You must enter the name of the workstation or user you want to net send, if it differs from the default.

7. To generate a text file that details the backup process, mark Output File and select a location to generate the output file.

8. Click Backup to start the backup process and return to the Blackbaud Management Console.

Required NTFS RightsThe directories included in the table

are system defaults only. Your directory locations and names could be different if they were changed from the original default settings.

To update The Financial Edge on a workstation, users need NTFS rights to the following directories, including subdirectories:

• If running Windows, when adding these NTFS folder permissions, click the Advanced button on the NTFS Properties tab and mark the Reset permissions on all child objects and enable propagation of inheritable permissions checkbox. This step will propagate the permissions to all files and folders within the parent folder. The folder permissions must be added in the order in which they are displayed in the above table.

Directory PermissionsDeploy folder on server RXC:\Program Files\Blackbaud\The Financial Edge FULLC:\Program Files\Common Files\Blackbaud FULLC:\TEMP FULLC:\Windows\System32 RX


• If these rights prove to be insufficient, we recommend using ProcessMonitor to determine where additional rights are needed. ProcessMonitor is a third-party utility that is useful for troubleshooting permission issues. For more information about ProcessMonitor, reference Knowledgebase Solution BB50451. You can access the Knowledgebase on our website at www.blackbaud.com.

Modifying File and Folder Permissions for UsersFor information about editing NTFS permissions, reference Knowledgebase Solution BB3124. You can access the Knowledgebase on our website at kb.blackbaud.com.

Procedures for UpdatingUse the following procedures to update The Financial Edge. This section includes procedures for updating a standalone version and a network version. For instructions guiding you through the update on a standalone, see “Updating a Standalone Computer” on page 7. For instructions guiding you through the update on a server, see “Updating a Network Version” on page 9.

To access our system requirements, select

System Requirements from the Products menu on our website at www.blackbaud.com.

Before you begin, make sure you have read “Important Notes Before Updating” on page 2 and performed the recommended tasks to prepare for the update.

Updating a Standalone ComputerThis section provides step-by-step instructions for clients who are currently using a standalone version of The Financial Edge and are updating to The Financial Edge 7.82.

Updating a standalone computer

1. Insert the update CD into your CD-ROM drive. The AutoPlay Menu screen appears.

CH A PT E R 18

After clicking Install Software, you may see

additional processing screens and/or a prompt to restart your computer. If prompted, restart your computer and continue with the procedure.

2. Click Install Software. The InstallShield Wizard screen for upgrading The Financial Edge appears.

If there are files in use that the installation

process needs to update, a screen appears notifying you. Close the requested files and click Retry to continue.

3. Click Next. The Installing The Financial Edge screen appears displaying the status of the update.


4. Once the installation is complete, the InstallShield Wizard Completed screen appears.

5. Click Finish.

Updating a Network VersionThis section provides step-by-step instructions for clients who are currently using a network version of The Financial Edge and are updating to The Financial Edge 7.82 on a server.

Updating a network version

Follow these instructions to update a server, deployment package, and workstations. For more detailed information about updating user workstations and the deployment package, see the Database Administration Guide.1. Insert the update CD into your CD-ROM drive. The AutoPlay Menu

screen appears.

CH A PT E R 110

After clicking Install Software, you may see

additional processing screens and a prompt to restart your computer. If prompted, restart your computer and continue with the procedure.

2. Click Install Software. The InstallShield Wizard screen for upgrading The Financial Edge appears.

If there are files in use that the installation

process needs to update, a screen appears notifying you. Close the requested files and click Retry to continue.

3. Click Next. The Installing The Financial Edge screen appears displaying the status of the update.


4. Once the installation is complete, the InstallShield Wizard Completed screen appears.

5. Click Finish. For information about NTFS rights users need

to update workstations, see “Required NTFS Rights” on page 6.

6. Once the update installation process is complete, users can update their workstations. Because the deployment package is updated automatically, users with rights to add software are notified that an update is available the next time they open The Financial Edge. To update workstations, users must click OK when prompted.

Activating Ad Hoc Remote Querying for School Store ManagerIf you use School Store Manager and are currently on or upgrading to SQL Server 2005 or SQL Server 2008, after you update to the latest version of The Financial Edge, your database administrator needs to activate ad hoc remote querying before you access School Store Manager. If you attempt to use School Store Manager before activating ad hoc remote querying, you will receive an error message.

CH A PT E R 112

Activating ad hoc remote querying for School Store Manager

1. In SQL Server 2005, run “SQL Server Surface Area Configuration”. The Surface Area screen appears.

2. Click Surface Area Configuration for Features. The Surface Area Configuration for Features screen appears.

3. In the treeview, click the plus sign next to your server name to expand that group. Then, expand Database Engine and select Ad Hoc Remote Queries.


4. In the frame to the right, mark Enable OPENROWSET and OPENDATASOURCE support.

5. Click OK.

Accessing Additional Documentation

Visit our website at www.blackbaud.com

for the latest documentation and information.

Each user’s guide for The Financial Edge is in a portable document format (*.pdf), which requires a reader to view. If you do not have a reader, you must install one before you can view the user guides. You can download Adobe’s Acrobat Reader at no charge from the Adobe website.If you experience inconsistencies when printing *.pdf files from your reader, including abnormal spacing or fuzzy graphics, you may need to update your printer drivers. In the meantime, you can correct the issue on a temporary basis by marking the Print as image checkbox on your Print settings screen.

For more information about accessing and

using Financial Edge user guides and documentation, see the “Finding Help” chapter of the Program Basics Guide for The Financial Edge.

Accessing user guides from the The Financial Edge installation CD

1. Place the installation CD for The Financial Edge into your CD-ROM drive. If your system is set to automatically run CDs when inserted, an AutoPlay Menu screen appears.If the AutoPlay Menu screen does not appear automatically, select Start, Run from your Windows operating system. Browse to the CD-ROM drive, and click Open on the Browse screen. Click OK on the Run screen.

2. Click Read User Guides. The Financial Edge User Guides page appears with links to guides containing information about updating, installing, and converting.

CH A PT E R 114

Unlocking Optional ModulesWhen you purchase an optional module or additional user license from Blackbaud, you are given a code. You must enter this code to “unlock” or activate the optional module or user license.

If you need to purchase additional modules or

user licenses, please contact your Account Representative.

If you did not receive your unlock code, or the code does not work, you can create a case in Case Central on Blackbaud’s website. Please include the database serial number when you request this information. You can locate the database serial number by clicking Help, About The Financial Edge on the menu bar.

Unlocking an optional module or additional user licenses

1. From the shell menu bar in The Financial Edge, select Tools, Unlock Add-on Modules. The Unlock Optional Modules screen appears.

2. In the Please enter your activation key here field, enter the code you were given when you purchased the optional module or user license. The code must be entered in all capital letters.

3. Click OK. A confirmation message appears.

If you enter the code incorrectly, a message appears.

Click OK and enter the activation key again. After you enter the key correctly the confirmation message appears.

4. Once you have entered the correct activation key, click OK. Before you can use the optional module or user licenses, you must log off and log back into The Financial Edge.


Integrating with The Raiser’s EdgeTo integrate The Financial Edge 7.82 with The Raiser’s Edge, you must be on Raiser’s Edge version 7.83 or higher. Please note you must also be on the latest Raiser’s Edge patch before integrating the systems. To use integration, both programs must be installed on the same workstation so they can communicate in the background, but you do not have to be logged into both. We recommend you dedicate a workstation for the integration process of automatically synchronizing data. Visit www.blackbaud.com for the latest system requirements.

CH A PT E R 116

New Features and Enhancements

Contents

Financial Edge 7.82 New Features and Benefits . . . . . . . . . . . . . . . . . . . . . . .18Correcting End of Year Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18Electronic Filing Changes for 1099-Misc. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18International EFT Transactions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18Microsoft Releases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18Student Billing Enhancements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19Financial Edge 7.80 New Features and Benefits . . . . . . . . . . . . . . . . . . . . . . .19Voiding Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19Ethnicity Changes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20Financial Edge 7.78 New Features and Benefits . . . . . . . . . . . . . . . . . . . . . . .23WebInvoicing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23My Account Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24View Invoice Requests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .25Invoice Requests Business Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26Expense Categories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26WebInvoicing Security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27Invoice Request Tab . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28Student Billing Enhancements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77Advance Deposits . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .81

CH A PT E R 218

Financial Edge 7.82 New Features and BenefitsThis version of The Financial Edge includes the 2009 year end tax changes. We have updated the tax tables in Payroll with all the changes available at the time of this release. Once you update to version 7.82, you will need to also install the End of Year patch to ensure you have the latest tax changes.

For information about end of year procedures,

see the Financial Edge End of Year Guide.

While we do our best to ensure this information is accurate and up-to-date with the latest guidelines, it is your responsibility to verify tax table information and to make any changes required by Federal or State governments at the time they become effective. If the tax tables have changed, you can add a new tax table and specify the date when that tax table will become effective. You can find tax table information in the Circular E (obtained from the IRS) and state or local publications. Editing the tax tables will not affect historic calculations.

Correcting End of Year InformationTo help you with the end of year process, we’ve created a 1099 Wizard and a W-2 Wizard. These interactive help pages allow you to quickly access information specific to your question and will take you step-by-step through the process of making adjustments to box amounts and correcting information.

Electronic Filing Changes for 1099-MiscThe IRS has announced changes in the 1099 magnetic media format for the 2009 tax year. These changes affect only the magnetic media file. There are no changes to the actual 1099 form. For complete details about these changes, go to www.irs.gov.

International EFT TransactionsThe Office of Foreign Assets Control has added new records to the NACHA file to allow the ability to identify foreign transactions within an EFT file. When setting up your EFT bank for sending and receiving international transactions, you must now provide the routing number type, GO routing number, and ISO country code. If you are using the optional module Electronic Funds Transfer with Student Billing, Payroll, Accounts Payable, or Accounts Receivable, we suggest you review the updated information on the EFT Banks tab within the corresponding records guide. For detailed information about the ACH file format for international transactions, see the EFT/ACH File Format chapter of the Banks Guide.

Microsoft ReleasesThe Financial Edge 7.82 is compatible with Microsoft’s Windows 7 and Windows Server 2008 R2.

http://www.blackbaud.com/support/faqs/1099.aspx

http://www.blackbaud.com/support/faqs/w2.aspx

http://www.blackbaud.com/support/faqs/w2.aspx

NE W FE A T U R E S A N D EN H A N C E M E N T S 19

Student Billing EnhancementsYou can now globally delete specific transactions in Student Billing. You can only delete transactions that are not posted or have a post status of Not yet posted or Do not post. Before you globally delete transactions, consider whether you need to delete. When you delete the transactions, they are permanently erased from the database. Globally delete transactions is different from archive and purge where a record of the purge is recorded in the general ledger. The only record of the transactions deleted is if you choose to save the parameter file and control report. The parameter file contains the parameters used to delete and the control report contains a basic log of the transactions deleted. We also added an option to Administration, Set up system security to restrict who can globally delete transactions. For more information, see the Administration Guide for The Financial Edge.

Electronic Filing Changes for 1098-TFor college billing systems, the IRS has announced changes in the 1098-T magnetic media format for the 2009 tax year. These changes affect only the magnetic media file. There are no changes to the actual 1098-T form. For complete details about these changes, see www.irs.gov.

Financial Edge 7.80 New Features and BenefitsThis section provides information detailing the new features and benefits that are available in The Financial Edge 7.80. Becoming familiar with these common features will help you feel more comfortable with the new look and features available.

Voiding PaymentsBased on client feedback, we made several enhancements to the void payments process in Student Billing, Accounts Receivable, and Cash Receipts. We added a new Void Payments button on the toolbar of a payment record.

CH A PT E R 220

We also added the new Why can't I void this payment? link. When you click this link, a help file topic appears listing reasons why a payment cannot be voided.

When you try to void a payment associated with a closed deposit, you are now prompted with a screen to change the associated deposit’s status to open.

For more information, see the Records Guide for Student Billing, Records Guide for Accounts Receivable, and Records Guide for Cash Receipts.

Ethnicity ChangesTo accommodate new federal reporting requirements, we enhanced the way you track demographic information. The new Is Latino/Hispanic? field has been added to the Demographic information screen for individual and student records.


The Ethnicity field is now a multi-select field where you can choose multiple ethnicities for a person.

In addition, an Ethnicity section has been added to Export and the Ethnicity field has been updated in the record section of record imports. For students, you can no longer globally change the Ethnicity field and the new Is Latino/Hispanic? field is not available for global change. For more information about these demographic changes, see the Records Guide for Student Billing.

Student Billing Enhancements• To accommodate new federal reporting requirements, we enhanced the way

you track demographic information. The new Is Latino/Hispanic? field has been added to the Demographic information screen for individual and student records.

CH A PT E R 222

The Ethnicity field is now a multi-select field where you can choose multiple ethnicities for a person.

An Ethnicity section has been added to Export and the Ethnicity field has been updated in the record section of record imports. For students, you can no longer globally change the Ethnicity field and the new Is Latino/Hispanic? field is not available for global change. For more information about these demographic changes, see the Records Guide for Student Billing.

• Based on client feedback, we made several enhancements to the void payments process. We added a new Void Payments button on the toolbar of a payment record.

We also added the new Why can't I void this payment? link. When you click this link, a help file topic appears listing reasons why a payment cannot be voided.


When you try to void a payment associated with a closed deposit, you are now prompted with a screen to change the associated deposit’s status to open.

For more information, see the Records Guide for Student Billing.• In Configuration, General Business Rules, you can now select whether to use

the overall balance or the balance as of the payment date for distribution of payments proportionally based on the balance. When you select this option, payments are applied proportionally to the records a payer is responsible for and you choose whether to use the overall balance or balance as of the payment date for calculating the payment. Based on the option you choose, the program determines the balance of each record when creating payee distributions on a payment. For more information, see the Configuration Guide for Student Billing.

Financial Edge 7.78 New Features and BenefitsThis section provides information detailing the new features and benefits that are available in The Financial Edge 7.78. Becoming familiar with these common features will help you feel more comfortable with the new look and features available.

WebInvoicingWebInvoicing is a new optional module for The Financial Edge. With WebInvoicing, you can create invoice requests and have them approved online. When you create an invoice request, you select pre-defined expense categories, add GL distribution information, and attach supporting documentation such as receipts. The invoice request is then submitted for approval and an email notification can be sent to reviewers.

CH A PT E R 224

Based on the settings defined on your My Account page, you may receive email notifications when your invoice request is approved or rejected. Once the invoice request is approved, an invoice is generated in Accounts Payable for your business office to process and pay. To use WebInvoicing, you must have WebPortal licenses and a Web server.

For more information about WebInvoicing, see the WebInvoicing User Guide.

My Account PageIf you have access to WebInvoicing or WebPurchasing, you can specify personal settings for your account. For example, you can choose to be notified when your approval is required for an invoice request, when your invoice request is rejected, or you can change your email address.


View Invoice RequestsOnce invoice requests are submitted for approval, you can view the invoice requests you created or the invoice requests created by other users if you have the appropriate security rights. You can view who created the invoice request, when it was created, the request amount, and the approval status.• When you click All Invoice Requests, the All Invoice Requests page appears.

From this page you can view all the invoice requests submitted by every user in your organization.

• When you click My Invoice Requests, the My Invoice Requests page appears. From this page you can view the invoice requests you created.

CH A PT E R 226

Invoice Requests Business RulesWith Invoice Requests business rules, you can allow the GL distribution to be edited on invoice requests and select whether or not to include unapproved invoice requests when checking budgets.

Allow General Ledger distribution to be edited on Invoice Requests. With this business rule marked, users can edit the GL distribution on the invoice request. If you do not mark this checkbox, the GL Distribution on the invoice request will not be editable to those making the request.

Include unapproved invoice requests when checking budgets. With this business rule marked, all invoice requests, except those with an approved or rejected status, are included in budget totals when budget checking is performed.

Expense CategoriesIf you have the optional module WebInvoicing, you can create, edit, and delete expense categories for online invoice requests. Typically, when your employees request reimbursement or advances for expenses incurred on behalf of your organization, the expenses fall into certain categories such as travel, phone and internet usage, or mileage. Using expense categories creates data entry consistency by simplifying the process of selecting these categories and the corresponding default GL distribution.


You can access the New Expense Category screen in Accounts Payable Configuration. For more information about the Expense Category and GL Distribution tabs, see the Configuration Guide for Accounts Payable.

WebInvoicing SecurityYou can set up Security for your WebInvoicing users in the Security module. Security settings for WebInvoicing users include:• Can approve Invoice Requests • Can self-approve Invoice Requests • Invoice Request self approval limit • Can view all Invoice Requests.• Can change GL distribution in My Account.

CH A PT E R 228

For more information about WebInvoicing Security, see the Administration Guide for The Financial Edge.

Invoice Request TabInvoice requests can be created online using WebInvoicing. Once they are approved, an invoice is generated in Accounts Payable and an Invoice Request tab appears on the invoice record. The Invoice Request tab displays line item detail, such as the line item description, rate, line item total, and any notes about the invoice request the requestor entered online. If the requestor attached any documents to the invoice, such as scanned receipts, an Attachments link appears and you can download these documents to review.


Information on the Invoice Request tab is for informational purposes only, and cannot be edited. This tab appears only on invoice records that were created online using WebInvoicing.

Student Billing EnhancementsA Business button now appears on the Bio 1 tab of individual records in Student Billing. When you click the Business button, the Business Relationship screen appears where you can add an address, select the type and reciprocal of the relationship, and specify whether or not you want to share the address. For more information, see the Records Guide for Student Billing.

CH A PT E R 230

The When creating business relationships, [ ] address information business rule now appears in Configuration. When you add an organization as a business relationship to a record, this business rule determines whether an organization’s address is copied and shared between the two records. Your selection here is the default. For more information, see the Configuration Guide for Student Billing.

New text appears on the Shared Addresses screen to clarify the implications of address sharing. For more information, see the Records Guide for Student Billing.

You can continue to add business relationships from the Relationships tab of a record. This functionality has not changed.


In Mail, on Statements, you can now choose where to print the statement message, at the beginning or at the end. To set the location of the statement message, go to the Format tab, and select Statement Message.

CH A PT E R 232

In Mail, on Statements and Single Statements, if you have The Registrar’s Office, in the Display grade level from field, you can select the grade level to display on the statements. The program refers to the student’s progression entry as of that date to determine the student’s grade level. For example, if you print statements for the next billing cycle, a student may need to be billed for the next grade level based on the progression entry.

Advance DepositsTo help you use advance deposits and application restrictions better, we made several enhancements in Student Billing.


We made improvements to the Advance Deposits Records page. We added more task options and provided help links to answer some frequently asked questions about when to use advance deposits. For more information, see the Advance Deposits chapter, of the Records Guide for Student Billing.

In Configuration, on the Application Restrictions page, we added four help links to help you understand how to create application restrictions, how to use with applications, how to use with advance deposits, and how to use with financial aid.In Administration, on the Generate transactions automatically page, we added a field to help you filter the parameter sets. In the Generate field, select a calculation type. For example, you can now filter to show automatic billing schedules only.In Records, if you void a payment, we added a new Delete applied advance deposit(s) checkbox to the Void Payment screen. The checkbox defaults to marked if an advance deposit has been applied to the payment.To help you understand how you can use application restrictions with financial aid, we added a new help link on the Financial Aid Records page.

CH A PT E R 234

the financial edge

Documents