ELEXIO Community


ChMS and Financials API Sync Integration


Index

Overview 
Setup the API Application in Financials
Account Setup for the Sync Interface in ChMS 
User Setup for the Sync Interface in ChMS
Sync Contributions to Financials 
Sync Online Giving to Financials

Overview 

The purpose of using the API Sync Integration in Financials is to allow you to export your contribution category/fund totals for a batch or a date range from ChMS to the General Ledger in Financials. The advantage of using batches is that the journal entry can match the bank deposit amount. 

When you run the Sync from ChMS, the giving activity automatically exports to a Journal Entry in Financials – General Ledger. There are three types of journal entries. New contributions synced by batch or date will show GL journal detail description “Contribution Entries”, edits of previously synced contributions will show GL journal detail description “Contribution Edits”, and previously synced contributions that have been deleted will show GL journal detail description “Contribution Voids”.

If you are also integrating Online Giving: The two main options for journal entries are by date range or by daily deposit batches. The simplest method is to run a ChMS Giving Overview report that is filtered to include just online giving from a certain date range, then use the By Date Range option in the export. The more detailed, but time-consuming method is to create a batch for each weekday’s deposit. To do this, run the Deposit Report in the Online Giving system, copy the results, go into the ChMS Giving reports Batches tab, choose the Gear, click Create Batches from Online Giving, and paste that days transactions. Then you can use the Batch option to export each day’s batch. There is a separate document you can request with step by step instructions. 

Note: Journals are created anytime an entry is opened to maintain an accurate audit trail of all activity and changes that should be reported in the General Ledger history.

The following steps are involved in getting integration set up. 

1. Set up the API in Financials  

2. Account setup for the sync integration in ChMS 

3. User setup for the sync integration in ChMS 

4. Sync contributions to Financials 

Step 4 of this process is the implementation of the sync integration, where you export the giving batches from ChMS to the General Ledger as a journal entry.

 

Setup the API Application in Financials

The steps below describe how to setup the API in Financials.

1. From the Top menu, click the Applications option. 

2. From the Home Dashboard menu, select Security Setup > Task Roles

3. Click the Edit icon next to the API Applications task role listed. 

4. Click on the Users tab. 

5. Move any users to the Assigned User(s) selection box who will be posting Contributions from ChMS.  

 

Account Setup for the Sync Interface in ChMS 

The steps below describe the account setup for the sync interface in ChMS.

1. Click the Settings icon on the Top menu and select the Giving tab. 

2. Select the Financials Account Sync Settings link. 

3. Click the Choose Account link under the Bank Account and select a Company and Fiscal Year, and then an account. (Both Asset and Liability accounts are listed.) You can select a different Company on each Fund you map. 

4. Click the Choose Account link under the Income Account and select an account. (Both Income and Liability accounts are listed.) 

   

5. When you are finished mapping all your funds, click the Save button.  

   

User Setup for the Sync Interface in ChMS 

The steps below describe the user setup for the sync interface in ChMS.

1. Click the Settings icon on the Top menu and select the Giving tab. 

2. Select the Financials User Sync Settings link. 

3. The users on the left are from Financials. Use the search box on the right side to pick the corresponding user from ChMS for the users that will be posting Contributions.  

   

4. When you are finished mapping all the users you need, click the Save button.  

 

Sync Contributions to Financials 

The steps below describe how to sync contributions to Financials.

1. After you have entered contributions, select the Giving option from the Navigation menu and click Reports

2. Click the Gear icon and select the Export to Elexio Financials option. 

3. Choose to sync by Batch or by Date

• Batch: Choose the batch and click Submit. 

• Date: Enter the Start Date and End Date for the contributions you want to export and click Submit.  

NOTE: Any edits or voids will be sent across also regardless of the date range specified. 

4. Click the Submit button. A recap report appears with all the contributions, edits, and voids. 

5. Enter the Journal Date and pick the Year and Period for each company, then click the Sync button. A journal is then posted to the General Ledger (Unposted Journals page) for each company. It can then be edited and posted.

 

NOTE: Once API sync integration is enabled, all existing contributions are flagged as synced to avoid duplicate GL journal activity. Only contributions that are entered after the API integration has been enabled can be synced to Financials.

Sync Online Giving to Financials

Most common methods for churches accounting for online giving:

  • Keep the donation fund totals in accounting up to date with weekly reports from Community for online and non-online giving.
  • Keep the bank account reconciled using the payment/funding reports from Online Giving and from cash/check deposits.
  • If an additional control is desired (checks and balances) and the accounting system reporting feature enables it, do an annual end-of-year check to make sure the total from the bank deposits is equal to the total of all the donations and payments in the accounting system and or in Community.
  • Because there is not an easy way to get it out of the systems, GAAP and auditors shouldn't require more than this on a monthly basis. Some churches do the eyeball test to make sure the monthly amounts are as close as they should be with a few days difference in deposit dates. Some churches make adjusting entries at year end to account for the discrepancy between donation/transaction date and actual bank deposit dates. That way they only have to get the detailed daily deposit reports to match once a year.
  • Another helpful report in Elexio Giving is the Custom Report By Date Range (Sort or Group by Fund/Category) to get all the transactions by transaction date (not bank deposit date) and that can be compared to totals in Community.
  • It is also good to use for form payment totals like event registrations that don't typically get synced into Community. These totals can be used for accounting entries.

More detailed approach for reconciling exact online giving daily deposits if desired:

  • Some use the following method if they want the accounting system (especially Financials or QuickBooks Desktop since we integrate with these for journal entries) to match the daily online bank deposits (bank balance) and the corresponding donation fund balances exactly. This creates some extra work.
  • This PDF DOCUMENT shows how to create a batch in Community for every daily deposit of online giving. Then how these batches can be used to make daily journal entries into the integrated accounting systems of Financials or QuickBooks Desktop. When viewing a batch, the totals per fund are listed at the bottom in case you do not have an integrated accounting software and need this for manual journal entries.  
  • Alternate Method 1: Using a clearing account. Set up an Asset account, have online giving mapped to the clearing account and revenue to it's normal revenue. Run batch by date (1x per week) and it posts to clearing account. Then journal (debit actual bank, credit clearing) per deposit. Very clean method.
  • Alternate Method 2: Similar to clearing account but it's using the bank rec outstanding item. No clearing account, but bring over online giving by date and post. In bank rec, at month's end, create an outstanding item that equals the amount given (by date) but not cleared by bank.