Configuring accounting options

Several of these configuration options are now accessible from the Staff site (Settings > Finance > General). See General for more information. Additional configuration options that are not accessible through the Staff site are described below.

Before you configure several of the Accounting features, you must define one or more financial entities. Entities are also known as organizations, or in the case of fundraising financial entities, funds. A fund is an organization or entity that serves as an asset account for fundraising activities.

Use the Configure accounting options window to define high-level options. In the Advanced Accounting Console, go to Finance > Options > Configure accounting options:

  • Designates a comma-delimited list of acronyms (which iMIS stores as uppercase) for credit cards you accept. Common acronyms include Master Card (MC), Visa (VISA), Discovery (DISC), and American Express (AMEX). If you use iMIS-authorized forms, such as preprinted invoices that contain a credit card payment box, this list is printed in that box, which allows the customer to see the available credit choices.

Note: This does not provide credit card validation or credit card processing within iMIS. See Authorizing credit cards for setup details.

  • Recognize credit card order payments as prepaid cash – When enabled, iMIS allows the credit card payment to be handled in the same manner as a cash payment and immediately records the payment into the batch, with an immediate debit to Cash and credit to the Prepaid account. When disabled, iMIS follows standard accounting practices and does not recognize cash for credit card payments until an order is shipped.
  • Print 1st line description on statement – When enabled, the first line of an order or a user comment is displayed on the Cash receipts window, and it prints on AR Statements. When disabled, only the order number is displayed.
  • Create activity records for zero amount orders – When enabled, activity records are created for orders that are no-charge orders.
  • Retain closed invoices (months) and Retain transactions (months) – Designates how long records can be viewed in iMIS after being closed. Set up your organization's overall purging parameters (months) for the Accounting housekeeping function.
  • Use advanced product lookup – When enabled, users can use the lookup icon to find products when entering and editing AR/Cash sales transactions.
  • 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. When disabled, the GL Account field cannot be edited on the following windows:
    • Sales transactions (in the Advanced Accounting Console, go to Finance > Transactions > Sales transactions)
    • Credit memos (in the Advanced Accounting Console, go to Finance > Adjustments > Credit memos)
    • Debit memos (in the Advanced Accounting Console, go to Finance > Adjustments > Debit memos)
  • Advanced PCI Compliance – Enables iMIS-wide enforcement of the PCI Compliance support option that you choose:
    • Maintain audit when cardholder information accessed – Directs iMIS to save encrypted cardholder data and to log every system event in which card information is accessed. The log is kept in the PciAuditLog table.
    • Do not retain cardholder information – Directs iMIS to save transactions without storing any cardholder data and to show only gateway reference numbers and authorization codes in windows and reports.

      • Warning!
      To use this option, you must purge existing cardholder data from your database and disable all deferred payment processing in iMIS.