Raffa understands the challenges that Nonprofits, NGO's, and Associations face when it comes to providing grant tracking to funders and managers, managing multiple locations, and generating critical government financial reports. Sucessful management of a Nonprofit organization requires providing high-quality service, but at the same time, careful administration of expenses and improving processes are ongoing requirements. Spend more time securing grants and performing effective financial management with the right accounting system in place.​

1. Thrive. Grow. Achieve.
NonProfit Financial
Management & Accounting
Systems Seminar
Seth Zarny – Partner
Buu-Linh Tran – Senior Manager
Troy Minor – Senior Consultant
Jeremy Taro – Business Development
Date: May 9, 2013

2. WHAT’S ON TAP
 INTRODUCTION & AGENDA
 CHALLENGES (GRANTS MANAGEMENT)
 GRANTS MANAGEMENT SOLUTIONS
• Non-Financial Information
• Financial Information
 FIELD OFFICE ACCOUNTING
 FEDERAL REPORTING
 DEMO (INTACCT & MICROSOFT DYNAMICS)
Page 2

3. CHALLENGES - GRANTS
 FINANCIAL REPORTING – MAINTAINING GRANT
REPORTS/ DONOR REPORTS
 TRACKING GRANT DOLLARS - MAINTAINING LARGE
CHART OF ACCOUNTS
 AVOID OVER SPENDING
 GRANTS – TRACKING NON FINANCIAL INFORMATION &
MANAGING GRANT INFORMATION
Page 3

4. CHALLENGES – FIELD OFFICE
 PEOPLE (PRIORITIES/CULTURE/AUTHORITIES)
 TECHNICAL CHALLENGES
 DIFFERENT PROCESSES
 MULTICURRENCY
 DIFFERENT SYSTEMS
 LOCATIONS
 SUPPORT/ FINANCIAL REPORTING
• Reporting to necessary stakeholders (Board of directors, Donors,
executives, program managers, grants managers, etc.)
 NONPROFITS MUST ACCOUNT FOR:
• Funds, Grants, Projects, Programs, and More
 DOCUMENTATION
Page 4

5. CHALLENGES WITH FEDERAL
REPORTING & COMPLIANCE
 IDENTIFY TOOLS TO ASSIST WITH FEDERAL
REPORTING
• FAS 116 - Accounting for contributions
• FAS 117 - Financial statements for NonProfit Organizations
• Segregation and auditing of uses and sources of funds
• 501(c)(3) charitable vs. non-exempt activities
• IRS Forms 990, etc
Page 5

6. TRACKING NON-FINANCIAL DATA
 INTACCT PROJECT ACCOUNTING/ USER DEFINED
FIELDS
 MICROSOFT DYNAMICS GP GRANTS
MANAGEMENT/EXTENDER
 MICROSOFT DYNAMICS SL – PROJECT/GRANTS –
ALLOCATIONS, MODIFIER
 SHAREPOINT
 FINANCIAL SYSTEM(S)
 CUSTOM APPLICATION/ DATABASE
 MS EXCEL / WORD
Page 6

7. TRACKING FINANCIAL DATA
 INTACCT
• Dimensions
• Project Accounting Modules
 DYNAMICS GP
• Chart of account (COA) – Track grant activities through
segment of COA
• Analytical Accounting (AA) – Dimensions
• Olympic – Use project to track grant transactions
 DYNAMICS SL
• Project Accounting Series
• Cost Allocations
• Project, Tasks, Account Category
• Indirect & Direct Rates, Provisional/Actual
Page 7

8. SOLUTION – TRACK FINANCIAL DATA
IN MS DYNAMICS GP, SL, & INTACCT
Features Chart of
Account
Analytical
Accounting
SL/Olympic Intacct
1.Track grant transactions X X X X
2. Track grant budgets for
fiscal and grant period
X X X X
3. Prevent or provide warning
when expenditure exceed
grant revenue
X X (SL)
4. Track employee time
against grant
X X (Only w/ Project)
5. Track employee expense
against grant (web-based
application)
X X (only w/ Project)
6. Bill against the grant X X X X (only w/ Project)
7. Management Reporter
(FRx)/ Financial Reports by
Project
X X X
8. Smartlist X X X
9. SSRS/ Custom report X X X X
10. Cost Allocations Moderate Moderate Extensive Moderate
Page 8

9. PROS AND CONS
Solutions Pros Cons
Chart of
Account
Easy to maintain (Accounting dept
control over COA)
No sub-ledger to manage
Easy to create report using MR
Can slice and dice segment for reporting
Work with MR/ existing report writer
Long COA
Not accommodate multiple year (grant
yr vs. fiscal yr)
Maintain old accounts forever
Data entry
Unable to handle complex grant
requirement (time entry, complex
allocation, etc.)
Analytical
Accounting
Shorten COA
Prevent charging expenditure in excess
of revenue
Work with MR/ existing report writer
Maintain sub-ledger / resource
Separate screen for data entry
Require reconciliation
Additional training
Additional configuration/setup
Olympic
Project
Accounting/
Dynamics SL
Shorten COA
Track employee time and expense
against grant
Allows for sophisticated allocation
Allows for sophisticated billing
Sophisticated Costing – Direct/Indirect
Rates
Maintain sub-ledger / resource
Separate screen for data entry
Additional training
Additional configuration/setup
Has separate reporting function
Intacct
Project
Accounting
Shorten COA
Track employee time and expense
against grant
Maintain sub-ledger / resource
Require reconciliation
Additional training
Additional configuration/setup
Page 9

10. FIELD OFFICE ACCOUNTING
SUGGESTIONS
Challenges Suggestions
People Establish and document field office accounting processes
Provide onsite training (processes/ system)
Provide training @ home office (annually)
Keep it simple (process/ accounting/ technology)
Technology Excel
Remote access to GP & SL
Other system (QB)
Maintenance factor/ Lag time
User’s background
Leverage on GP & SL MC
Financial Report Report in local currencies (MR, SSRS)
Easy access to reports
Documentation GP & SL – Leverages document management system integration
Intacct - Document imaging is part of core product
Page 10

11. FEDERAL REPORTING REQUIREMENTS
 LEVERAGE MANAGEMENT REPORTER (MR) OR SQL
REPORTING SERVICES (SSRS)
 FORM 990
 SCHEDULE OF EXPENDITURES OF FEDERAL AWARDS
(SEFA)
 FASB 117
Page 11

12. FORM 990
Page 12

13. Page 13
FORM 990 – MANAGEMENT REPORTER

14. SEFA
Page 14

15. Page 15
SEFA – MANAGEMENT REPORTER

16. FASB 117
Page 16

17. NONPROFITS USING INTACCT
Page 17

18. NONPROFITS USING MICROSOFT
DYNAMICS GP & SL
Page 18

19. GRANTS MANAGEMENT
DEMO
 INTACCT
• Dimension
• Project
 MICROSOFT DYNAMICS GP
• Grants Management
• Analytical Accounting
• Olympic
Page 19

20. Q & A
Page 20

21. Page 21
THANK YOU!
Seth Zarny
Direct: 301-279-6500
E-mail: szarny@raffa.com
Buu-Linh Tran
Direct: 301-279-6511
E-mail: btran@raffa.com
Troy Minor
Direct: 301-279-6507
E-mail: tminor@raffa.com
Jeremy Taro
Direct: 301-279-6504
E-mail: jtaro@raffa.com