Using Club Accounting Online

Copyright 2002 - 2005 ICLUBcentral Inc. All rights reserved

By Dan AbrahamDirector of Customer Support,

ICLUBcentral Inc.

CompuFest 2005Buffalo, NY

Who am I?

Dan AbrahamDirector of Customer Support

An Important Audience Poll

• A show of hands, please …– How many here are Club Treasurers?– All the rest are active club members!– How many of your clubs rotate or share the Treasurer’s

job among the members?

What is Club Accounting Online (CAO)?

• Club Accounting Online is actually a CLUB WEB SITE with accounting tools built in.

• Club Accounting Online can be used to do accounting, communicate, and collaborate.

• Club Accounting Online is located at www.naic-club.com

Why go online?

• Everyone in the club has access to reports at all times

• You can share & archives messages, files (documents, SSGs, pictures)

• There’s a common club calendar

• You can send and store club announcements

What do I need to use CAO?

• A computer with Internet access

• A web browser – we recommend Internet Explorer 5.0 and

above

• That’s it.

Is CAO safe?

Safeguard What this means

ICLUBcentral backs up CAO every night

Safer than your computer… when did you last back up everything?

ICLUBcentral uses industry standard security protective measures like SSL

You keep your password… no one else has it.

Hosted in a secure, monitored location

Under lockdown, protected from all types of infiltration

And if you’re still not sure…you are not required to store social security numbers on CAO.(and you can still do your taxes!)

How much is CAO?

• $49 per year pays for your club and your Technical Support

• 60 day free trial

How does CAO work?

• A club officer sets up a CAO site for their club

• Everyone in the club gets access to that site via their own individual username and password

• Club members can view accounting reports and other tools on the site

• Only designated officers can edit the accounting information

How do I get started?

1. Go to www.naic-club.com and sign up

2. Set up a CAO site for your club

3. Load the club data

4. Add the members’ email addresses

5. Invite the club members

Signing Up • Point your browser to

http://www.naic-club.com

• Click on ‘Sign up for a new account’

• Create a username and password

Setting up a club site Step#1: Enter your club name or nickname

Step#2: Enter your club EIN (optional)

Step#3: Enter your BI club numberStep #4: Click on

‘continue’

Load the club data • New clubs that don’t use any accounting software can just

start entering data right away in the accounting area

• Clubs that use desktop accounting software can import it into CAO. You don’t have to start from scratch! We accept:

– Club Accounting 1.04– Club Accounting 2.x– Club Accounting 3.x

Importing the data

Step 1: Export your data from desktop accounting

Step 2: Find the export file by ‘browsing’ to it on the CAO import page

Step 3: Click on ‘import’

Inviting the club members Step #1: Write the member names. If you have imported your data, these will be pre-filled.

Step #2: Enter member email addresses. (optional)

Step #3: Click ‘OK’. Members will receive an email invitation with instructions for how to join the CAO site and create their own usernames and passwords.

You’re done.

Actually, it’s easier than what I just showed you. CAO will guide through these steps one by one.

Logging in

…just like logging in to most web sites

Overview of CAO The club home page

Navigating CAO This red bar is on every page

Accounting

Reports

People

Message Boards

File Storage

CalendarTaxes

The Calendar

The Calendar

Enter and Maintain Club Events

The File Storage Area

• It’s a place to share files with your club• What can you share?

– Word documents, SSG files, pictures– Anything file less than about 1 MB in size– Up to 20 MB of total storage (that’s room for about twenty

Downtown Boston telephone books or 5000 SSGs)

Sharing files

• Files are organized into folders• Add files by clicking on ‘upload’• You can download a file by right-clicking on it• Rename or delete a file by clicking on

‘rename/move’ or ‘delete’

Message Boards

• Post messages to share with your club– Threads– Multiple boards

Message Boards

• You can post messages via your web browser

• Or post via email (every message board has an email address you can send to)

• All messages posted by club members are archived on the site for quick access

• Messages are also sent to your email

The People Page

• Review your club’s membership– Contact information

• Invite new members

The People Page

• You can issue invitations by clicking ‘invite online’– Check on outstanding invitations

• Edit contact information with ‘edit profile’• Add new members or visitors

• CAO has all the same reports as Club Accounting Desktop• All members have instant access to these reports via the web

(perfect for out-of-town members)• That means they can print their own copies!• This includes tax forms (if you purchase the online tax

printer)

Reports

Reports• Valuation statement• Member status report• Complete journal (ledger)• Individual valuation unit ledger• Transaction summary• Individual security ledger• Cash journal listing• Cash contributions report• Petty cash journal listing• Petty cash contribution report• Income/expense statement and Balance sheet• Distribution of earnings• Withdrawal distribution report• Member information listing

• The accounting on CAO is similar to desktop accounting• Members, securities, and cash transactions• You can import your data from the desktop to CAO, and from CAO

to the desktop, as many times as you want• A tax printer is available online• CAO is compatible with everything desktop isn’t

– Apple Macintosh– Microsoft Windows 95, Windows 98, Windows ME…

Accounting

Accounting

• Main accounting screen gives a snapshot of club finances– Portfolio– Cash available– Member account

value– Unit value

Accounting: Member transactions

• Tools are located on the left– Deposits

• Fees

• Payments

– Beginning Balances– Withdrawals

• Full, partial

• Stock, cash

Accounting: Security transactions

• Security section shows the club portfolio with recent prices

• Tools are located on the left

– Buy, Sell– Dividends– Splits, Mergers, Spinoffs– Foreign taxes, Charges– Valuations– Security settings– Beginning balances

Accounting: Cash transactions

• Cash section shows the cash balance for any selected date

• Tools are located on the left

– Income, Expenses, Interest– Transfers– Charitable contributions

• Cash• Stock

– Bank and Money Market interest/dividends

– Create/delete/rename cash accounts

– Beginning balances

Accounting: Utilities

Tools are located on the left

• Backup manager: allows five snapshots of club accounting

• Import/Export • Start club wizard• Beginning balance wizard• Distribution settings• Distribution transaction• Transfer member transactions

(this is an administrative tool to be used only in conjunction with ICLUBcentral support)

• Clear club data• Update club settings• Get stock quote

Well that’s CAO.

But you’re not out of class yet!

Pitfalls!• Answering the invitation• Choosing a username• Choosing a password• Sharing email addresses• Sharing usernames• Buying the right Tax Printer• Beginning balances• Valuations vs. Valuation

Reports ©Activision

Need Help?

• Click on “Help” at the top of the page

• Or point your browser to www.iclub.com/support/

Where can I learn more? (a/k/a “You’re really, truly, honestly done”)

www.naic-club.com

www.iclub.com

This was:

SEMINAR CF5607

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