Finance: Settings

If you have more than one financial entity (Settings > Finance > Financial entities), iMIS can separate and processes transactions for the multiple financial entities, and the following fields designate the default entities for their modules::

• AR - entity code for iMIS AR/Cash
• Dues - entity code for iMIS Billing
• Meetings - entity code for iMIS Events
• Orders - entity code for iMIS Orders
• Fundraising - entity code for iMIS Fundraising

• Default currency code - From the drop-down list, select the default currency code that will be used to pass the correct currency values to the gateway. If the currency code you require is not listed in the drop-down, choose Other and enter the three-letter ISO currency code for your country in the available text field.

The following gateways support specific currency codes:

iMIS Pay
• USD
• EUR
• NZD
• AUD
• CAD
PayPal
• AUD
• BRL
• CAD
• CZK
• DKK
• EUR
• HKD
• HUF
• INR
• ILS
• JPY
• MYR
• MXN
• TWD
• NZD
• NOK
• PHP
• PLN
• GBP
• RUB
• SGD
• SEK
• CHF
• THB
• USD
iATS
• USD
• EUR
• GBP
• CAD
SecurePay
• AUD
• NZD
• First month of fiscal year (number) - Designates the first month of your organization's fiscal year. Some GL interface choices will export the fiscal period along with the calendar transaction date of the transactions.

Note: Annual dues uses this field to determine the Effective date (from the Staff site, go to Membership > Billing).

• Allow staff users to enter prepayments and overpayments - When enabled, Staff users will be able to enter prepayment information On behalf of users. The prepayments are recorded and are then available to users as Open Credits. An option to Enter prepayment is displayed in the shopping cart if there are no items in the shopping cart. If there are items in the cart, Staff users can still enter a payment amount that is greater than the sum of the items in the shopping cart.
• Allow non-staff users to enter partial payments - When enabled, public users can make partial payments when checking out through the cart. Public users must enter an amount greater than 0 and an amount equal to or less than the cart total.
• Refund method for credit invoices – Determines which GL account is used when refunding a credit card, bank draft, or PayPal Express payment through the Credit invoices window (Finance > Closing procedures > Credit invoices).

Note: Cash and check refund payments will always use the default financial entity’s refund clearing account.

The following options are available:

• Original payment method – The payment method, financial entity, and GL account of the credit card, bank draft, or PayPal Express refund payment is the same as the original payment. Refunds are recorded to the original payment method.
• Issue checks – The refund payment is issued using the original payment’s financial entity and financial entity’s refund clearing GL account, with no payment method. Refunds are processed by issuing checks to the customers.
• Allow GL account edit for sales transactions - When enabled, allows editing of the GL Account field for each product selected during sales, credit memo, and debit memo transactions.
• Default max invoice amount - Sets the maximum default amount to be written off. During the write-off process, all debit or credit balances less than or equal to this amount are written off. This value can be overridden during the actual write-off process.

Note: Negative values, letters or special characters are invalid.

You can place all transactions in a single batch or create separate batches for staff and public transactions. Placing staff transactions in their own batch allows for easier auditing of the transactions by a system administrator.

• Batch mode for staff web transactions - Specify how staff web transactions are placed in batches. By default, all staff transactions are placed in the same batch as public transactions. You can also choose to create separate batches for staff and public transactions or to create an individual batch for each staff user per day.

Options include:

• Staff transactions in same batch as public transactions - The default option places staff and public users’ transactions in the same batch. One batch of transactions is created for each day.
• Separate batches for staff and public transactions - This option places staff and public users’ transactions into two separate batches per day. If a batch does not exist for either category of users for the day, it is created.
• Individual batch for each staff user per day - This option places each staff user’s transactions into a separate batch per day. All transactions by public users are placed into one batch for the day. If a batch does not exist for a specific staff user or for public users, it is created.
• Manual batches - - Staff users with a Finance: 3 module authorization level or higher can create new batches. Staff users can control into which batches a staff user's transactions are placed.

See Managing batches for more information.

• (Manual batches only) Default batch selection – This option controls the batch selected when a staff user selects the default batch. Options include:
  • Staff transactions in the same batch as public transactions
  • Separate batches for staff and public transactions
  • Individual batch for each staff user per day
• Batch numbering – Select a value to determine how batches are numbered. Options include:
  • Based on batch date – (Default) Batch numbers are generated based on batch date. The batch date is derived from the Time zone setting (Settings > RiSE > Quick setup).
  • Sequential batch numbers – Batch numbers are generated sequentially.

Before you export general ledger transactions, you must set a summarization option and define the file format. The summarization options allow you to specify how the exported general ledger transactions will be organized, and the file format in which the transactions will be exported into.

To choose a summarization option, go to Settings > Finance > General. From the General ledger interface section, define the following configuration options:

• Summarize exported journal entries by - Choose the summarization option for general ledger transaction exports:
  • Month - One summarized journal entry per month will be exported, sorted, and summarized by GL Account, Financial entity, and where applicable, Product Code. Each summary journal entry will be dated the first day of the month and year the transactions were dated. Each journal entry line item represents a summarized amount. A separate summary journal entry will be created for each month and year the transactions are exported within the specified date range.
  • Day - One summarized journal entry per transaction date will be exported, sorted, and summarized by GL Account, Financial entity, and where applicable, Product Code. Each journal entry line item represents a summarized amount. A separate summary journal entry will be created for each day the transactions are exported within the specified date range.
  • Batch - Within the requested date range, this posts a journal entry for each batch that contains the batch number and a summary on a per GL account/pseudo-account basis.
  • Detail - Each journal entry (debit and credit) line will be exported and organized by date, Financial entity, and then by overall journal entry in the order the transactions were processed in iMIS. The greatest amount of information is returned using this option.
• Default export file format - Exported general ledger transactions will be downloaded to your computer in the selected file format:
  • CSV - Useful for various accounting softwares. Each line of the file is a data record, and each record consists of one or more fields, separated by commas. This file format might need to be converted to a format your accounting software recognizes before being imported. Depending on the selected GL summarization option, the information returned in the CSV export file will vary.
  • IIF - Select this option if you use QuickBooks Desktop. The file can be directly imported into the QuickBooks Desktop software. The information returned for the IIF format is organized into columns that hold direct meaning for QuickBooks.

  Note: QuickBooks Online might require an additional application to import the IIF file. It is recommended you use either Zed Axis or Guru Importer. Both of these applications are available in the QuickBooks App Store.

• Create separate files for each financial entity - Allows the general ledger export file to be split up by financial entity. When this option is enabled and the export is processed, several files will be downloaded to the web browser in a single zip folder. Each file contains an individual financial entity's general ledger transactions. When this option is disabled, the general ledger export will be a single file with all financial entities.

The VAT setup options appear if the Default organization has VAT selected as the Taxation method:

• Tax based on — Lets you change the method for evaluating taxation:
  • Bill to data — Applies VAT based on the Bill to contact’s location.
  • Ship to / Recipient data (default) — Applies VAT based on the Ship to location. This supports point-of-sale requirements for which contacts have different Ship to addresses, or make purchases intended for others, such as a manager registering an employee at a different site.

  Note: See Taxation based on Bill To versus Ship To for more information.

• Display prices as — This setting lets you specify whether to display a price as VAT-inclusive or VAT-exclusive:
  • VAT inclusive (default) — Users can see any VAT they are charged as part of product and event prices. Users will see the actual price they are charged at checkout.

  Note: When overriding prices in a registration, the override price is considered to include VAT at the correct rate for the registration and is not adjusted. If the registration is VAT-exempt, the override price should be entered excluding VAT.

  • VAT exclusive — Users will not see any VAT they are charged as part of displayed product and event prices. The price will be labeled ex. VAT to make this clear.

  The VAT is automatically added where relevant and displayed in the cart. Displayed prices in the cart include VAT irrespective of the Display prices as setting. The cart always displays the full amount of what you are charged at checkout.

  Note: When overriding prices in a registration, the override price is considered to exclude VAT. VAT will be automatically added where relevant and displayed in the cart.

• Define prices as VAT inclusive (non-reversible) — When enabled, all system-defined prices for taxable products, events, shipping, and handling are considered VAT inclusive. This means that you can define products and registration fees with the gross (tax-included) amounts that you will advertise to your members and the public. Once you enable VAT-inclusive pricing, the option appears grayed out, because the setting is permanent.
• Tax code values to substitute and explain 0% VAT rates (optional) — If you populate them, these optional fields help you document the reason for VAT exemptions. You can select from the existing zero-rated VAT tax codes to specify ones to globally substitute as reason codes for each of three situations:
  • Contact is VAT exempt (system-wide)
  • Contact is VAT registered elsewhere in EU (Order entry)
  • Contact is outside of EU (Order only)

  In the same way, Event VAT Rules also let you select a Substitute Tax Code for any rule that prevents taxation (see Defining VAT Rules for Events). These codes allow you to report and document tax exemptions as required.

To define an Organization, Fund, or Entity, do the following:

1. From the Staff site, go to Settings > Finance > Financial entities.
2. Select Add new financial entity.
3. Enter a unique, alphanumeric Organization code to represent the organization.

Note: If you plan to create separate GL interface files for each financial entity, be sure to use as few characters as possible when defining your Organization code.

4. Enter the full Organization name.
5. Enable Default organization if this is the default organization.

Note: You can set only one entity as the default entity for non-accounting reports and other standard uses. The default organization name and address data is used for all non-accounting oriented reports. It also becomes the accounting default in cases where no module-level or other override entity is provided.

6. Enable Is fund if this organization is also a Fund.

Note: You must identify the organization as a fund for it to serve as a fund in Fundraising.

7. Choose a Taxation method:
   • Default - Enables the default taxation method set up in the AR/Cash module.
   • Canadian - Enable if you are in a country that uses GST. Will enable the taxation method which includes Goods and Services Tax (GST)/Harmonized Sales Tax (HST) and Provincial Sales Tax (PST). The following options are included:
     • Tax authority - Choose the default tax authority. Review the Asia Pacific taxation or Canadian Taxation documentation for more information about how to choose a tax authority.
     • GST/HST remittance number - Required for Canadian associations. Not required for Australian or New Zealand. Australian and New Zealand associations must enter a Registration number (below).
   • VAT - Enables taxation method for the European Union. The following options are included:
     • VAT registration number - Enter the numeric part of an alphanumeric VAT number. Length and structure will vary depending on country. For example, FR 224 852 654 12 is used in France and BE 422 544 865 is used in Belgium.
     • VAT branch ID - Enter the VAT branch ID for an organization.
     • VAT Company - Enter the VAT company for an organization.
     • EU country code - Select the corresponding country code.

     If the drop-down populates the wrong EU country code, you first need to fix the entries in your Countries table and then update the entry here. See Countries for more information.

     The country that you set for your Default organization must match the System default country that you specify for your website. See General Contact Settings for more information.

8. Enter the organization’s Invoice/Receipt address. Include the full mailing address.
9. Select a Logo Image from the Image Selector or upload a new one to the Document system. The preferred image size is 130 pixels by 125 pixels. The logo appears on invoices when exported to PDF. See Printing invoices for more information.
10. Enter the Letterhead like single line address. This information is used on reports where the address appears in single line, such as event confirmations.
11. Enter the Registration number that will appear in the address area of the out-of-the-box Event Invoice, Order Invoice, and Invoice Detail reports. You should also include the label you want to appear, for example:

    ABN: 32 123 456 789

Fundraising organizations must have a registration number (Australia, New Zealand) or tax identification number (United States) in order to claim and verify their tax-exempt status. This field only displays if you are licensed for Fundraising.

12. Click Save & Exit.

Default general ledger accounts assign specific account numbers to an entity/organization/fund. Default Accounts let you do the following:

• Send data to a third-party GL software package using the iMIS GL Interface
• Track and report on accounting transactions accurately
• Perform Due to/due from processing when needed

To set Default Accounts for a specific entity, do the following:

1. From the Staff site, go to Settings > Finance > Financial entities.
2. Select the financial entity for which you want to define default accounts.
3. Click the Default Accounts tab.
4. Begin defining default accounts:
• Cash account - This account is a bank account used for all incoming and outgoing payments and is used as the default account for all means of payment: Cheque/Check, Transfer, Cash, and Credit Card. Multiple cash accounts can be defined e and used at the payment method level, but there must be only one default cash account.
• Accounts receivable - This account is used whenever full payment is not received for any order (for example, sales item or event registration) and when an invoice is reversed. You can only have one Accounts receivable account per organization.
• Income – This account is used to represent income earned. Multiple income accounts can be defined and used in various items throughout iMIS, such as event registrations, commerce products, or billing products. iMIS uses this default income account only for those transactions where an income account is not specified at the product level.
• Sales tax - Used for the following transactions:
  • VAT tax
  • Sales, goods, and services
  • When a sales tax account is not specified at the tax code level (Settings > Finance > Tax codes).
• Freight – Account used to allocate all shipping charges associated with orders.
• Handling – Account used to allocate all handling charges associated with orders.
• Restock – Account used to allocate all restocking fees on returned orders.

Note: Freight, Handling, and Restock accounts required when using inventory management to charge freight, handling, and restock fees.

• Refund clearing - Used when a refund is processed for a Cash or Check payment method.
• Prepaid - iMIS uses this account when a prepaid order is initially entered. The cash account is debited and the prepaid account is credited. When the order is invoiced, iMIS clears the prepaid amount and credits (transfers to) the appropriate income account. This is a required account that is used in conjunction with prepaid order processing. The prepaid account is typically a deferred income balance sheet account.

Tip! See Understanding order transactions in batches and reports for more information about the Prepaid and Transfer/Clearing accounts.

• Transfer/Clearing - This account is reserved for transaction generation where forced balancing is required. iMIS uses the Transfer/Clearing account for the following system processes:
  • Used in conjunction with prepaid order processing (simple and full order entry). It is used as a clearing account in the process to transfer the prepayment offset from prepaid (deferred income) to income.
  • Used in the GL interface procedure for certain GL package choices. It is used when GL journal entries are generated and a restricted number of transaction lines are mandated.
  • Open credit processing. See Applying an open credit.

Note: When the Transfer/Clearing account is used in a line item within a transaction, there will always be an offsetting line items in an associated transaction to ensure that entries to the transfer account will always balance to zero.

• Write-off/Offset - This is the GL account to which the offset credit or debit created by the credit/debit write-off process will be written.
5. Click Save & Exit.

Messages entered here will appear on the Order confirmation or Donation receipts.

Note: Messages do not appear on invoice reports.

Enter the following on the Messages tab:

• Enter Additional info if there is text you want to display at the bottom of order confirmations.
• Enter a Tax receipt message if there is text you want to display at the bottom of all official tax receipts.
• Enter a Receipt issue location, which is the place or locality where the receipt was issued. When populated, the Issue location appears on the tax receipt.
• Select a Signature image and define the Image alt text that can be used in reports or communications. When populated, the signature image appears on the tax receipt.

To set up due to/due from accounts, do to the following:

1. From the Staff site, go to Settings > Finance > Due to/due from.
2. Select Add new due to/due from.
3. Select an Owner entity. This is the entity that owns the income or accounts receivable.
4. Select a Cash entity. This is the account that will receive the cash.
5. From the Owner due from account drop-down, select the GL account in which to record the intercompany receivable (debit) transaction for the entity that owns the income.
6. From the Cash due to account drop-down, select the GL account in which to record the intercompany payable (credit) transaction for the entity in which the cash account resides (cash entity).
7. Click Save.

In the following scenarios, a due to/due from adjusting transaction can be created automatically when an order is invoiced:

• An invoiced order contains multiple product lines with multiple entity owners

Since an overall order or invoice must have a single entity owner, the entity owner of the first line item is designated as the order's overall owner. In this scenario, a due to/due from adjusting transaction generates between the main order's owner and the secondary product's owner entity.

• A prepaid order's payment is deposited to a cash account owned by an entity other than the order's overall entity

In this scenario, a due to/due from adjusting transaction generates between the cash entity owner and the overall order's entity owner.

The following examples outline several due to/due from scenarios for entities A, B, and C. For simplicity, each entity's alphabetic designation indicates the entity's corresponding GL account numbers. The GL accounts used in the examples are as follows:

	Entity A	Entity B	Entity C
Cash	A-1100	B-1100	C-1100
Accounts receivable	A-1200	B-1200	C-1200
Inventory	A-1300	B-1300	C-1300
Income	A-4000	B-4000	C-4000
Cost of goods sold	A-5200	B-5200	C-5200

The inter-company due to/due from accounts are as follows:

	Entity A	Entity B	Entity C
Due from entity A	N/A	B-1501	C-1501
Due from entity B	A-1502	N/A	C-1502
Due from entity C	A-1503	B-1503	N/A
Due to entity A	N/A	B-2501	C- 2501
Due to entity B	A-2502	N/A	C-2502
Due to entity C	A-2503	B- 2503	N/A

The products and their entities are as follows:

• Product A - Unit price of 50.00, assigned to Entity A
• Product B - Unit price of 100.00, assigned to Entity B

Example 1

Non-prepaid order for Product A and Product B - The invoice sales transaction is as follows:

	Debit	Credit
A-1200 - Accounts Receivable (Entity A)	150.00
A-4000 - Product A Sales (Entity A)		50.00
B-4000 - Product B Sales (Entity B)		100.00

Because Entity A (assigned to the first line item, Product A) receives the full debit to Accounts Receivable, Entity A incurs an inter-company liability to Entity B, which receives a credit to Income of 100.00. This sales transaction generates the following due to/due from entry:

	Debit	Credit
B-1501 - Due From Entity A (Entity B)	100.00
A-2502 - Due To Entity B (Entity A)		100.00

Example 2

Prepaid order for Product A for which the funds are deposited into Entity C's bank account - If the payment is processed and recorded when the order is shipped, the invoice sales transaction is as follows:

	Debit	Credit
C-1100 - Cash (Entity C)	50.00
A-4000 - Product A Sales (Entity A)		50.00

In this example, Entity A receives a credit to Income of 50.00 for the sale of Product A, while Entity C receives the debit to Cash. The inter-company due to/due from balancing transaction that results is as follows:

	Debit	Credit
A-1503 - Due From Entity C (Entity A)	50.00
C-2501 - Due To Entity A (Entity C)		50.00

Example 3

(This example combines the scenarios for Examples 1 and 2)

Prepaid order for Product A and Product B for which the funds are deposited into Entity C's bank account - If the payment is processed and recorded when the order is shipped, the invoice sales transaction is as follows:

	Debit	Credit
C-1100 - Cash (Entity C)	150.00
A-4000 - Product A Sales (Entity A)		50.00
B-4000 - Product B Sales (Entity B)		100.00

The due to/due from transaction generated from this example is similar to a combination of the two inter-company transactions generated in the earlier examples:

	Debit	Credit
A-1503 - Due From Entity C (Entity A)	150.00
A-2502 - Due To Entity B (Entity A)		100.00
C-2501 - Due To Entity A (Entity C)		150.00

The Pay Central service is the hub for iMIS Pay and AutoPay payments in iMIS. If you are not using iMIS Pay or AutoPay, the red errors referencing Pay Central do not apply to you.

If you are using iMIS Pay or AutoPay, these status messages need to be green. If the statuses are not green, review the table below to figure out what you must do next.

Tip! If you have issues with Pay Central not properly connecting, verify that the Certificate expiration date is current and not expired. To review this date, go to Settings > About iMIS, then select the Show more link. If the date has expired, contact ASI Technical Support.

Warning Message	Meaning
Pay Central service address is not set.	One or more of the following is true: You are not licensed for iMIS Pay. You are not licensed for AutoPay. You are licensed for AutoPay and/or iMIS Pay, but your iMIS license has not yet been reflected with the iMIS Pay and/or AutoPay license(s). Contact ASI Technical Support. The Pay Central Service server is down. Contact ASI Hosting Support.
Pay Central UI service address is not set.
Could not connect to the Pay Central authorization service.
Could not connect to the Pay Central service.
Could not create a new Pay Central service account.	Your Pay Central Account may not be saved yet, or the Pay Central Service server may be down. Contact ASI Hosting Support.
Pay Central service account not saved.
Could not authenticate.
No gateways have been activated.	(*Required) Activate your gateway. Click the Gateways tab, and add the gateway to iMIS. See the Gateways documentation for specific setup instructions based on the gateway you are using.
Recurring donations are turned off.	(AutoPay users only) To turn on recurring donations, click the Automatic payments tab. Enable Allow users to create recurring donations.
Auto-renewing memberships are turned off.	(AutoPay users only) To turn on auto-renewing memberships, click the Automatic payments tab. Enable Allow users to create auto-renewing memberships and subscriptions.
Task 'Retrieve processed payments from Pay Central' task is inactive and is not scheduled.	(AutoPay users only) Enable this task if you want to automatically retrieve processed payments. See Processing recurring transactions.

The Gateways tab specifies authorization options for credit cards and debit cards.

From the Staff site, go to Settings > Finance > Pay Central > Gateways. From this window, you can review the defined gateway accounts. To create a new gateway account, select Add new gateway account.

From the Gateway type drop-down, select a gateway account and enter the appropriate information. See Gateways documentation for more information.

Note: CSC and postal code are required for public users and optional for staff users. Currently, there is no setting in iMIS to amend this.

You cannot delete an in-use payment gateway. If you attempt to delete a payment gateway that is currently in use by a payment method, you will see the following error:

You must set up payment methods before you can use card authorization. From the Staff site, go to Settings > Finance > Pay Central > Payment methods.

When you select a payment method of type Credit card, Direct debit, or Service the Gateway account field is displayed, enabling you to associate a card authorization account with a credit card, ACH/direct debit, or third-party payment service (PayPal Express) payment method. The Gateway account field requires a value when you select a payment method of type Credit Card, Direct Debit, or Service.

Defining a new payment method

Note: Before defining new payment method, complete the setup of your card authorization accounts on the Gateways tab.

Do the following to define a new payment method:

1. Go to Settings > Finance > Pay Central > Payment methods.
2. Select a payment method to edit or click Add new payment method.
3. In the Code field, enter the abbreviation you want to assign to the payment method you are creating.

You can use any code you prefer for a credit card or direct debit.

For a direct debit, the first two letters control the country for the direct debit, for example:

• CA = Canada
• US = United States
• AU = Australia

Make sure the correct payment gateway is linked to the appropriate payment method: iMIS Pay or iATS can be used for Canadian direct debits, SecurePay or iMIS Pay is used for Australian direct debits, and iMIS Pay can be used for US direct debits. The default Code prefix is US. The prefix determines the region-specific information needed for your payment methods. It is advised that you use the default Code as other countries might be supported in the future.

4. In the Name field, enter the full name you want to assign to the account.
5. Select a Type:
   • Credit card - Specifies that the account is a credit card account.

   Note: US debit cards and credit cards are handled the same in iMIS.

   • Direct debit - Specifies that the account is a direct debit account (payment is taken directly from the bank account) that is used with automatic and recurring payments.
   • Service - Specifies that the account is a third-party payment service, such as PayPal Express.
   • Cash - Specifies that the account is a checking or other deposit account (other than a credit card account).
   • Open Credit - The balance remaining on an adjusted already-paid invoice. The Open Credit can be applied to a different invoice or a new transaction for the same contact.

   Note: The open credit can be applied to either new purchases or open invoice balances as long as an Open Credit payment method type is present in the payment method set.
   

   Note: Open credits cannot be applied if recurring transactions are in the cart.

   • Other - Specifies that the account is a non-cash asset account. For example, an In Kind payment method.

   Note: Only staff users are able to checkout with an In Kind payment method.

6. (optional) From the Account drop-down, select the cash account for the payment method.
7. (optional) Select the Entity. For more information, refer to Financial entities.
8. (Credit card, Direct debit, and Service only) Select the associated Gateway account.
9. (Direct debit, credit or debit card, or bank draft only) Enable the Display payment authorization checkbox to display an authorization checkbox in the cart for this payment method. When this setting is enabled for the payment method, the user must enable the authorization checkbox in their cart before they can submit the payment. The provided HTML text box must have the authorization details that the customer is agreeing to, such as:

I authorize {Organization name} to charge my {credit/debit} card for agreed upon purchases. I understand that my information will be saved to file for future transactions on my account

Note: This setting is required for Australian and New Zealand users.

10. Click Save.

Modifying a credit card, debit card, or ACH/direct debit payment method

Card authorization accounts are limited in how they can be modified. You might need to create new card authorization accounts:

1. From the Staff site, go to Settings > Finance > Pay Central > Payment methods.
2. Select a Code to edit from the payment methods list.
3. Modify the credit card, debit card, or ACH/direct debit payment method.

Note: When editing card authorization accounts, you cannot modify the Code value.

Note: You cannot delete a card authorization account that has been assigned a payment method.

4. Click Save.

From the Staff site, go to Settings > Finance > Pay Central > Payment method sets to define collections of allowable payment methods for a particular commerce transaction process. For example, you might want to present only a few choices of payment methods to online users, but allow the full array of options for a Staff user.

You can create a new payment method set, or edit an existing payment method set.

Staff users can define automatic payment settings for recurring donations and auto-renewing memberships. From the staff site, go to Settings > Finance > Pay Central > Automatic payments.

Note: In order to use automatic payments, you must have a license key for AutoPay. Contact ASI for more information.

• Allow users to create recurring donations - Select this setting to enable automatic payments for recurring donations.
  • Donations are recurring by default - Select this option to allow all donations to be recurring. Donors can disable this function at the time of transaction.
  • Allow donors to change the amount of their donation - Select this option to allow donors to modify the amount of an active recurring donation.
  • Allow donors to choose their collection date - Select this option to allow donors to choose the billing date for their recurring donations.
    • Donors may select - 1 or 15 only - Billing will occur on the 1st or 15th of the month.
    • Donors may select - Any day 1-28 - Billing will occur on the date selected, between the 1st and the 28th of the month.
• Allow users to create auto-renewing memberships and subscriptions - Select this setting to enable automatic billing for memberships and non-dues subscriptions.
  • Memberships and subscriptions are auto-renewing by default - Select this option to make all sitewide memberships and non-dues subscriptions auto-renew by default. Members can disable this function at the time of transaction.
  • Memberships and subscriptions are required to be auto-renewing - Select this option to have all memberships and non-dues subscriptions auto-renew. Members cannot opt out once enabled, but staff users have the option to choose Single payment from the cart and can process non-AutoPay joins and renewals if necessary.

Do the following to associate a zip code with a tax code:

1. Go to Settings > Finance > Tax by zip code.
2. Select Configure tax codes if you need to add a new tax code before associating it with a zip code.



3. From the search fields, locate the zip codes you need to associate with a tax code. For example, if you need to associate all zip codes that begin with "8500" in the city of Phoenix, enter "8500" in the Zip starts with field and Phoenix in the City field.



4. Click Find.
5. If there is a zip code missing, you will need to add the zip code by selecting Add new zip code:
   1. Enter the Zip Code.
   2. Enter the City for the zip code.
   3. Select a state from the State drop-down.
   4. Enter the County of the tax code.
   5. Enter an existing Tax code for the zip code.
   6. Click Save & Close.
6. Enable the select all checkbox.

Note: To add a tax code to an individual zip code instead, click the edit icon next to zip code and make the changes in Edit zip code.

7. From the Tax code drop-down in the bottom-right, choose the tax code you want to associate with the chosen zip codes.



8. Click Set Tax Code.

When a customer adds an item to their cart, the cart will reflect the appropriate tax applied based on their default billing address.

Zip codes are imported in the form of a tab-delimited file. System administrators can import files containing the missing zip codes that can then be added to tax codes.

To import zip codes, you must enter the data in a tab-delimited file that contains columns. Most spreadsheet applications, such as Microsoft Excel, can create tab-delimited files (.txt). You must arrange the columns in the tab-delimited file in the same order as they are listed in the table:

Important! Remove the column header row before importing.

Column	Description
A. Zip codes (required)	Zip codes can contain only the first five digits. Extended zip codes are not supported.
B. City (optional	There is a 40-character maximum for cities.
C. State (optional)	Must use state abbreviations. State must also match a value already defined in iMIS.
D. County (optional)	There is a 30-character maximum for counties.
E. Chapter (optional)	There is a 15-character maximum for chapters. Must match a chapter already defined in iMIS.
F. Tax code (optional)	There is a 15-character maximum for tax codes. Must match a tax code already defined in iMIS.

Note: Unused columns must still be included and left blank. Blank values will not overwrite existing values for that zip code.

Warning! You will receive warnings at the top of the page if the file contains errors (e.g., file is not tab delimited or there are extended zip code entries).

Do the following to import zip codes:

1. Go to Settings > Finance > Tax by zip code.
2. Click Import Zip Codes.



3. Select Chapter Zip Codes in the File format drop-down.

Note: Chapter Zip Codes is the same option for taxes or chapters.

4. Click Browse and select the text file containing the zip codes.
5. Click Upload.
6. Once the text file loads below Process import files, select Process.



7. You will receive the following message:



8. Select the Click here to refresh link.

If there are warnings associated with the import, they are recorded in the Review log files section with a description. There will be errors if the state/chapter/tax authority are invalid or if they do not exist in iMIS. The rows where the errors are found are not processed and the zip codes are skipped.

• Group - Four groups define the guidelines for determining the Aging Groups to use for statements, aging trial balances, and account inquiries.
• Days - The number of days indicates how many days old the invoice can be before the invoice moves out of this particular age group. When the invoice passes this age group by one day, the system automatically moves the invoice to the next age group.
• Group name - Enter a short name for each age group that names the group for all statements, aged trial balances, and account inquiries.
• Thank you, Reminder, Dunning Message - If you would like a message to appear on statements when an account reaches a certain age, enter the message next to the appropriate age group. You can have different messages print for different ages.

Note: Currently, aging is based on the date of the invoice, not on a due date calculated from payment terms.

• Default Terms Code - The Default Terms Code applies to all levels of order entry. For example, a default term code of 30 would represent Net 30 days. Select the code value of the code you wish to use by default.

Note: You must populate the Default Terms Code field as this will be the terms assigned to all orders that are processed online.