About Pearl Pearl`s components

About Pearl
Pearl combines the power and flexibility of Access™, Microsoft’s popular database software, with unparalleled experience in
foundation management. Bromelkamp offers a wealth of configuration options in its Pearl, Community Pearl, First Pearl and
Corporate Pearl products.
z
Integrated software
Pearl is integrated software, meaning that all of its components and files are interconnected.
z
Customizable
If you have ever thought, "I wish this program could do this," chances are it already has been or can be done with Pearl. Pearl
was designed in conjunction with a group of foundations who use it, and we’re experts in creating custom solutions. Call and let
us know how you want the software to work for you.
z
Change it yourself
Pearl can grow and change as your needs grow and change. You can make the changes yourself or in conjunction with us.
z
Get help when you need it
This online help provides detailed information about using Pearl and its modules. Open the Common Features book for
information relating to all components.
Also, remember that help is only a phone call away. Bromelkamp Company LLC provides a group of qualified, friendly people to
support you while you learn and use the Pearl system. Contact us from 8 a.m. to 5 p.m. CST at (800) 879-2565, or email us at
tech@bromelkamp.com. We want to hear from you.
Copyright © 1997-2009 Henry A. Bromelkamp (Version 4)
Pearl's components
Welcome to Pearl™, the standard in foundation technology from Bromelkamp Company LLC.
Pearl’s modular design means that you choose only the components your organization needs. Components are interconnected, so
you never type the same thing twice, and up-to-date information is always available. For example, recording a payment in the Grants
Management component automatically creates a transaction in the Fund Accounting’s General Journal. A donor’s gifts appear in the
Donors and Prospects component, and donor information appears in the Donor Gifts component. Pearl’s components are also
integrated with the Contacts Tracking list, CList (constituent list), your word processing program, email and Internet access.
(Click a component for more information.)
Pearl Navigator
Pearl Navigator is the launching point for all Pearl functions. It appears when you open your Pearl database, and looks similar to the
screen shown below. (The specific items that appear in your Pearl Navigator depend on the components you have installed and the
configuration of your database.)
Use the Pearl Navigator screen to select Pearl functions and filter records. At the top, select one of the main Pearl functions. After
you select a function, options for that function appear in the list below.
The main Pearl functions include:
z
Forms—A form allows you to access your database’s records and information fields. Before you open a form, you can select
a group of records (called "filtering") to work with. After you open a form, you can search for records, and add, change and
delete records. To view records without changing them, click the Browse checkbox next to the Open button. (See About
forms for details.)
z
Reports—A report provides a summary of database records. Choose from the standard reports provided and preview and
print them. You can also make changes to reports or add new reports. (See About Pearl reports for details.)
z
Letters—Pearl automates letter writing functions, making them quick and easy to create. Create, preview and print a letter
on-the-fly to the person shown on screen, select from standard mail merge letters or create your own mail merge letters, and
print envelopes and labels. (See About Pearl letters for details.)
z
Accounting—Use this area to perform Pearl Fund Accounting functions such as Bank Reconciliation, Posting Accounting
Transactions or Fund Fees Assessment. (See About accounting utilities for details.)
z
Utilities—Use this area to perform standard Pearl utility functions such as setting up a new year or finding all duplicate CList
records. (See About utilities for details.)
z
Chronicles—Use this area to display your own chronicle reminders. The button appears bold when you have items due this
week, and red if you have overdue items. See Chronicle.
Filtering in the Pearl Navigator
Filtering allows you to select a group (or subset) of one or more records. For example, you might filter to print only select records or
to scroll through a specific group of records. Once you filter, the filtering remains until you clear it.
Note: When a filter has been applied, the word "(Filtered)" appears in the record navigation area in the lower left of the screen.
Follow these steps to filter. You can also use the Navigator's Filter Builder, which automates the process of writing filters and allows
you to save and re-use filters.
1.
Display the Pearl Navigator.
2.
Select Forms, Reports or Letters at the top of the screen.
A list of available forms, reports or letters is displayed below.
3.
Click the form, report or letter you want to open. (Click once only.)
The filter you type will apply only to the item you select. This allows you to apply different filters to different forms.
Note: Filters are specific to each user, as well as to each form, report or letter.
4.
Type a Where clause in the Filter field at the bottom of the Pearl Navigator.
You can enter a filter for any field. The Where clause uses a special format to describe what you are searching for. (When you
search for records, Pearl constructs a Where clause for you behind the scenes and displays it in the Find List screen.)
For example, the filter shown below searches for all records whose name begins with "Green" and displays them in the Grants
Management form. See Where clauses for more information.
5.
Click OK.
Pearl opens the form, report or letter and displays only those records found during the search. The word "(Filtered)" appears in
the record navigation area in the lower left of the screen until you remove the filter.
Using the Filter Builder
The Pearl Navigator's Filter Builder automates the process of selecting specific records to show on a form or print on a report. The
Filter Builder lets you easily create, copy and share your favorite filters for any forms or reports.
Important Points about the Filter Builder
z
The Filter Builder helps you quickly build multiple filters for any form or report.
z
The By field allows you to view either those filters you have created (<mine>) or any filters created using the Filter Builder
(<all>).
z
A basic filter consists of a selected field on the report or form, an operator and a value to compare or match. For example,
the filter shown below for the Grants Management form returns grant records where the value in the Grant field is greater than
zero.
z
Grant (Field)
z
Greater Than (Operator)
z
0.00 (Value)
z
A compound filter contains multiple basic filters joined through the Order1 and Order2 columns, using parentheses, or AND or
OR conditions. See Compound Filters. For example, the next filter shows all grants awarded in 2009.
z
The Pearl Navigator Filter dropdown field displays filters that have been used to open a form or preview a report.
z
When the Filter Builder is open, the FilterName dropdown field lists only filters created by the Filter Builder.
z
You can add, copy, and delete filters. Copying allows you to duplicate a filter (such as one created by another user) and
make changes without affecting the original filter.
Creating a Filter
1.
Open the Filter Builder in the Pearl Navigator, by selecting a report or form and clicking the Filter Builder icon next to
the Filter field.
The Pearl Filter Builder screen is displayed.
2.
In the By field of the Filter Builder screen, select <mine> to view all filters you have already created for this report, or
<all> to view filters created by all users.
3.
Click the New button and type the name of the filter in the FilterName field.
4.
In the Field column, type the name of the field you are querying, or use the dropdown list to pick the field name.
Note: If you drop the list down and then start typing the field name, Pearl will attempt to auto-fill the field name. Select the
correct field by clicking it.
5.
Using the associated dropdown list, pick the Operator.
6.
Enter the value you are searching for.
Note: Where appropriate, Pearl pre-populates the dropdown list for Value so you can pick from the list.
Note: When using the Filter Builder on reports, the report will preview before the Filter Builder screen appears. If the report
has user prompts, these too will appear. Pearl runs the report to produce the Field dropdown list.
Include a row for each condition in your filter. For example, you will create a filter with three lines to view gift records where
Commitment is $5,000 or more and is the direct result of either the Winter 2008 or the Spring 2009 Appeal.
z
In the Field column, select a field from those listed for the selected form or report. A description of each field also
appears.
z
In the Operator column, select a condition from those listed for the selected field type. (For example, different operators
appear for alphanumeric fields like Appeal versus numeric fields like Commitment.) See Using Operators.
z
In the Value column, select or enter a value to match. Pearl includes any required punctuation around the value (such
as quotation marks around text field values and pound signs around date values).
z
If including multiple expressions, select an option in the Order2 column to join them. See Compound Filters.
4.
Click OK to save the filter.
The Pearl Navigator now displays the new filter.
5.
Click Preview if filtering a report or Open if filtering a form.
Pearl runs the filter and displays the resulting form or report. Note that the filter remains in the Navigator's Filter field until you
remove it.
Using Operators
The table below lists operators you can use in filter expressions, the field types to which the operator applies, and examples of use.
z
You can use an * (asterisk) as a wildcard character, to match one or more characters. For example, in the following
expression, a wildcard will match any zip extension, if provided: Zip Begins With "55428*
Operator
Applicable
Field Types
Matches If ...
Examples
Is Equal To
Alphanumeric,
Numeric, Date
Field value is equal to or not
equal to specified value
State Is Equal to "WI"
Is Not Equal To
Begins With
Program Is Not Equal to
"Operating Support"
Alphanumeric
Field value begins with or ends
with specified characters
Ends With
Zip Begins With "55428*
Name Ends With "*, MD"
Contains
Alphanumeric
Precedes Alphabetically
Alphanumeric
Follows Alphabetically
Field value contains the same
sequential characters
Field value comes before or
comes after the specified field
value
Applicant.Name Contains
"*Community*"
Contact Precedes
Alphabetically "b"
Contact Follows
Alphabetically "m"
Is Empty
Alphanumeric,
Field value is empty (null) or is
Finished Is Empty
Is Not Empty
Numeric, Date
not empty
Grant Is Not Empty
Greater Than
Numeric, Date
Field value is greater than, less
than, greater than or equal to,
or less than or equal to the
specified value
Request Greater Than 1000
Less Than
Dec Less Than #1/1/2009#
Greater Than or Equal
To
Commitment Greater Than
or Equal to 250
Less Than or Equal To
Dno Less Than or Equal To
#12/31/2008#
In the Year of
Date
Date field value contains the
same year as the specified date
Dec In the Year of 2007
In the Month of
Date
Date field value contains the
same month as the specified
date
Due In the Month of
February
Compound Filters
z
Use the Order1 and Order2 columns to create compound filters. Compound filters stipulate multiple conditions that must be
true before a record is selected to be shown on a form or report.
z
When you mix AND and OR statements in a compound filter, you will need to use the Order1 and/or Order2 columns to
insert parentheses around the OR part of the statement (typically). The pieces enclosed by the parenthesis are evaluated as
a single statement. See Using AND, OR and Parentheses in Compound Filters.
For example, the compound filter below returns records where grant is greater than zero AND the program is EITHER Project
Support OR Scholarship AND the fiscal year is 2009.
Duplicating Filters
Follow these steps to make a copy of a filter for modifications.
1.
Open the Filter Builder on the Pearl Navigator.
On the Pearl Navigator, select a report or form and click the Filter Builder icon next to the Filter field.
2.
In the FilterName field, use the dropdown list to select the filter you want to copy, and click the Copy button.
The duplicate filter is created and Pearl adds the word 'Copy' to the end of the original name. You can modify the name and then
make changes to the criteria. When finished, click OK. The original filter is unchanged.
Deleting Filters
Follow these steps to delete a filter. Deleting a filter deletes it from the Filter Builder, and removes it from the Filter field on the Pearl
Navigator.
Note: You can delete filters you created but not those created by other users.
1.
Open the Filter Builder on the Pearl Navigator.
On the Pearl Navigator, select a report or form and click the Filter Builder icon next to the Filter field.
2.
In the FilterName field, use the dropdown list to select the filter you want to delete, and click the Delete button.
After you confirm the deletion, the duplicate filter is removed.
Using AND, OR and Parentheses in Compound Filters
A compound filter is created when two or more basic filters are joined together using AND and/or OR operators.
Compound filter examples:
z
Grant>0 AND Program="Scholarship"
z
Program="Capital" OR Program="Project Support"
AND
OR
Operator Description
When the AND operator is used, records
must "fit through" both sides of the filter in
order to be included on the report or form. An
AND statement is more exclusive: the more
AND operators used in the filter, the fewer
records from your database are included.
The OR operator requires that records qualify for
only one side of the filter. An OR statement is more
inclusive; more records from your database are
included.
Example
Grant>0 AND Program="Scholarship"
Appeal="Spring 2009" OR Appeal="Winter 2008"
Example Description
The two simple filter statements are joined
with AND; both sides of the compound filter
must be true for the record to be included in
the filtered results. The Grant field MUST be
greater than zero AND the program MUST be
Scholarship. The record must qualify for
BOTH.
The two simple filter statements are joined with
OR; only one OR the other side of the filter must
be true for the record to be included in the filtered
results. The appeal can be EITHER "Spring 2009"
OR "Winter 2008". The record only has to qualify
for EITHER.
Using Parentheses
When you mix AND and OR statements in a compound filter, you will likely need to use parentheses around some parts of the
statement (usually around the OR section). Parentheses allow you to group basic filters; their placement in a filter determines the
number of records returned.
z
Example 1
In this example, anything enclosed by the parentheses is evaluated as a single item:
Grant>0 AND (Program="Scholarship" OR Program="Project Support")
Grant>0 must be true AND (either Program="Scholarship" OR Program="Project Support" must be true)
APP
Grant
Program
Record meets filter criteria?
234
$0
Scholarship
No
827
$10,000
Capital
No
195
$2,000
Scholarship
Yes
345
$5,000
Project Support
Yes
933
$0
Project Support
No
How would the records in the table above be treated? Immediately, applications 234 and 933 are excluded because the grant
amount is not greater than zero. When the other three records are evaluated for the second part of the filter, application 827 is
eliminated because it is not a Scholarship or Project Support program.
z
Example 2
If parentheses were not included in this example, the results would change as follows:
Grant>0 AND Program="Scholarship" OR Program="Project Support"
Grant>0 AND Program="Scholarship" must be true OR Program="Project Support" must be true
APP
Grant
Program
Record meets filter criteria?
234
$0
Scholarship
No
827
$10,000
Capital
No
195
$2,000
Scholarship
Yes
345
$5,000
Project Support
Yes
933
$0
Project Support
Yes
How would the records in the table above now be treated? Application 195 is included based on the first part of the filter; it's
the only one where the grant amount is greater than zero AND the Program="Scholarship". All records are then evaluated
against the OR part of the filter (Program="Project Support"). Both applications 345 and 933 are added to the record set.
When you use the Pearl Filter Builder to create a compound filter, you will need to use the Order1 and/or Order2 columns to insert
AND and OR operators and, where appropriate, parentheses. The example below finds all awarded applications (Grant>0) in either
the Scholarship OR the Project Support program.
Removing filters in the Pearl Navigator
Once you filter, filtering remains until you remove it. The word "(Filtered)" appears in the record navigation area in the lower left of
the screen and the Remove Filter icon appears pressed.
1.
In the Pearl Navigator, click the Filter field.
A list of the most recent filters you specified is displayed.
2.
Choose the blank filter at the bottom of the list.
The previous filter is now removed from the Filter field.
Constituent List (CList)
The Constituent List (CList) refers to a central repository for information about individuals and organizations important to your
organization. The CList provides an efficient way of storing and tracking names and addresses so that the information is entered
only once and is available to everyone in any form or component. The CList ensures consistency, saves room on your hard disk
and provides easy updating.
In Pearl, everything links to the CList—including the General Journal, Contacts Tracking, Donors and Prospects, Donor Gifts, Loan
Servicing, Volunteering and Grants Management. For example, an individual contact at an organization might get entered in
Contacts Tracking in order to get on the mailing list, and subsequently, his or her organization might apply for and receive a grant, in
which case a check request would go to the Ledger; all of these functions would use a single CList record.
Note: If your organization does not use Contacts Tracking, each organization still has only one CList record, and you use the
Mailing List feature to track mailings to contact people.
You can easily identify and edit CList fields in forms: the fields are enclosed in a box and displayed in orange. You can also access
and edit the CList by selecting Forms in the Pearl Navigator and choosing Constituent List; the CList form shown below is
displayed.
In the CList, an individual or organization is stored once and identified by a unique serial number. The serial number is automatically
assigned by Pearl and displayed in the Ser field; it cannot be changed. When you make changes or add records to the CList, those
changes are reflected to all users in all forms in which the information appears. For example, if you change an organization’s
address, Pearl will display or print the updated version in all areas in which the organization’s address appears.
Note: You can enter CList changes in the CList form, and add, change and search CList records as you would any record.
However, most often, you will create and change CList records in forms in which orange CList fields are displayed. For example,
when creating a grant record in the Grants Management form, you enter the constituent’s name in the CList Name field and search;
if the constituent is not found, Pearl displays the CList form for you to fill in.
CList fields
Many CList fields are self-explanatory.
z
Name: Name of the organization/individual. See The CList combines organizations and individuals.
z
AKA: If the individual goes by a different name, nickname or acronym (Also Known As), enter it. To designate a "doing
business as" name in the AKA field, enter "DBA", followed by the name. For example, you might do this for an individual who
runs a hair salon called "Karen’s Kurls" that is not incorporated or legally an entity. The legal name goes in the Name field, but
"DBA Karen’s Kurls" would go in the AKA field. When creating ad-hoc letters, the letter's address would include the legal
name, with DBA Karen's Kurls on the line below.
z
TaxID: Enter the Social Security (for an individual) or FEI Tax Identification Number (for an organization). When you enter or
change a TaxID value, Pearl asks if you want to jump to Guidestar.org. (In addition, if you haven't filled in the address or the
Guidestar address is different, Pearl offers to update the record for you.)
z
OrgDesc: Enter a description of the individual or organization or its purpose or mission statement.
For seasonal/alternate address, see Handling two addresses or two names for the same constituent.
If your organization uses Pearl Fund Accounting, use the Fund Accounting only fields described below to enter General Journal
default information for the constituent.
z
Re: Enter a note to appear on the first check stub, the one that goes along with the check to the payee. For example, on the
CList record for Center Point Energy, you could enter your account number in the Re field, which would then print on the first
check stub for any check written to Center Point Energy.
z
Form1099Default: Check this box if the person typically receives a 1099 form from your organization.
z
ACHRouting: Enter the default routing number to be used for ACH payments.
z
ACHAcct: Enter the default account number to be used for ACH payments.
z
ACHDefault: Check this box if transactions for this payee should default to ACH processing.
The CList combines organizations and individuals
In Pearl, you use a single field called Name to enter organization and individual names. Using a single field like this simplifies data
entry, ensures that organizations and individuals are listed together in alphabetical order in reports, and means that you only need to
refer to one field in reports and merge letters. It also accommodates situations such as couples with two different last names,
individuals with middle names and companies with extended names.
Individuals stored in the CList are those with whom your foundation deals directly, such as an individual donor making a contribution,
a special event volunteer or a student applying for a scholarship. If an individual is more accurately a contact person at an
organization with whom your foundation deals, the organization’s name should be in the Name field, and the contact person’s
information should be tracked in the Contacts Tracking form.
Important points about the CList
z
The CList should contain one record per constituent, whereas Contacts Tracking may contain multiple records per
constituent; see below for exceptions. A constituent refers to an organization or individual, rather than a contact person for
an organization. An individual refers to a person with an independent relationship with your organization rather than an
affiliated one. For example, a Board Member and an artist would each be considered individuals; the Peachtree Community
Foundation would have one CList record for the organization, but might have three contacts tracking records—one each for
its CEO, Director of Fundraising and Public Relations firm.
z
Always enter individual names as lastname^firstname. For example, enter John Doe as Doe^John. This way, Pearl lists
constituents alphabetically by last name in reports. See Entering data for details.
z
When filtering using the Name field, you may need to provide an alias. For details, see Guidelines for using field names.
The CList accommodates alternate (seasonal) addresses
At the bottom of the CList form, Pearl provides alternate address and telephone fields. They are duplicates of fields above, except
they are prefaced with an "a," as in aAddr1, aTel, and so on. Use them if a constituent alternates between two different addresses
seasonally or temporarily. Use the aBeg and aEnd fields to tell Pearl when the alternate address is effective and the aRecur field to
specify if the alternate address recurs annually. Pearl will display and use the alternate address during the time period you specify.
Handling two addresses or two names for the same constituent
Ideally, there is only one CList record for any one individual or organization. However, since one person or organization may have
several different relationships with you, you may need multiple CList records for that person or organization. The challenge with
using multiple CList records in this way is picking the correct record for a given situation.
„
Example 1: Marcia Jackson and her husband, Ted donate money to your organization. Marcia also serves on one of the your
board committees. You will need to create one CList record with the name Jackson^Marcia and Ted. This entry is
associated with their donor and gift records and will be used for gift lists and on gift correspondence. Create a second CList
record for Jackson^Marcia. All committee correspondence will be sent to the address on this record, and it will be used for
Board lists. It can have the same address as the other record, or a different address. If you send Annual Reports to all donors
and committee members, you should choose one of Marcia’s records to mark for this mailing; otherwise, she’ll receive two
mailings.
„
Example 2: John Daniels serves on your Board. He wants to receive Board information at his work address, but all other
correspondence at his home address. Create two CList entries for John. The first is for Daniels^John with his home address,
and is marked to receive items such as annual reports, newsletters, holiday card, golf outing invitation, etc. This record should
not show John marked as a Board member. The second CList record for Daniels^John will have a work address and will not
be marked for the mailings previously mentioned, but this record will be marked to show John as a Board member.
„
Example 3: Your organization has dealings with the University of Minnesota. You send scholarship information to the
Registrar’s Office, and you give grants to various departments within the university. IN this case, you will have multiple CList
records with the name University of Minnesota. The Address lines are what will distinguish them.
University of Minnesota University of Minnesota
Registrar’s Office Art Department
111 Schoolcraft Ave 404 Madison Ave
Minneapolis, MN 55454 Minneapolis, MN 55454
About Contacts Tracking
Pearl’s Contacts Tracking feature provides a versatile way of tracking information for all of the individuals and organizations that your
organization communicates with. In addition to constituents, you can also store name and address information for vendors,
volunteers, employees—anyone your organization deals with—in the Contacts Tracking list.
Note: If your organization does not use Contacts Tracking, you’ll need to enter the contact person’s name in each grant
application, gift or loan, and in the Mailing List (if necessary). See Mailing List form below.
As shown in the Pearl's components topic, the CList and Contacts Tracking have a one-to-many relationship. This means that one
CList record may be linked to many Contacts Tracking records. For example, the Charleston Human Services organization has
three contacts linked to it, and the selected Contacts Tracking record shows Peter Best as the contact.
Ways to use Contacts Tracking
Organizations use the versatile Contacts Tracking list in different ways. Below are some examples.
To view diverse information about a constituent or contact at a glance.
z
z
all contacts linked with the constituent
z
all grants requested by the constituent
z
all gifts given or committed by the constituent.
To print mailing labels or lists
z
Pearl provides several mailing label reports you can use or customize. Use the Contacts Avery labels reports to print mailing
labels for any groups of contacts. For example, you might use a filter to display a particular contact in Contacts Tracking, then
print an envelope for him or her. Or, on the Pearl Navigator, choose Reports and select the Avery labels report you want. Use
the Filter field to specify the contacts.
As a centralized Rolodex for your office
z
Everyone on your organization’s network can look up the most current addresses, email addresses, fax and phone numbers
easily and reliably, since Contacts Tracking is directly linked to the CList.
z
To maintain multiple mailing lists
Using the Categories field, track which materials your organization sends or has sent to constituents. This allows you to
maintain numerous mailing lists for newsletters, annual reports, invitations, and other topics for each contact. When it’s time to
send the newsletter, for example, you can filter for all newsletter recipients and use an Avery label report to print labels on
standard Avery stock for them.
Mailing List form
If your organization’s configuration does not include Contacts Tracking, use the Mailing List form and ToMail field instead of
Contacts Tracking.
The ToMail field is provided on the Grants Management, Donors and Prospects and Loans Servicing forms to allow you to quickly
add constituents to the Mailing List when creating their grant, donor/prospect or loan records.
Contacts Tracking form
As with the CList, you can add individuals and organizations to Contacts Tracking while creating other records such as grant, donor
or loan records. You can also access Contacts Tracking directly by selecting the Contacts Tracking form from the Pearl Navigator.
1.
Choose Forms at the top of the Pearl Navigator.
2.
Select Contacts Tracking and click Open.
The Contacts Tracking form is displayed. Its fields are blank and colored bright turquoise, ready for you to search for records. By
default, the cursor appears in the Name field in the CList (orange) area, ready for you to search for a contacts record by its CList
name.
3.
In the Name field, type the first few letter in the contact’s name and press F2.
Pearl searches the contacts tracking records, and displays the Pearl Find List, showing all contacts records linked to the CList
name you typed. (Click here for information about selecting which fields are displayed in the Find List.)
„
If the Find List shows the contacts record you want, select it and click OK, and the contacts record is displayed in the
Contacts Tracking form. You are ready to enter contacts tracking information, as described below.
„
4.
If the Find List displays "No records found," you’ll need to create a new contacts record.
Click the New Num button.
Pearl now searches the CList records for the individual you specified and displays the Pearl Find dialog box.
5.
„
If the Find List shows the CList record you want, select it and click OK, and the contacts record is displayed in the
Contacts Tracking form. You are ready to enter contacts information, as described below.
„
If the Find List displays "No records found," you’ll need to create a new CList record.
Click the New Ser button.
Pearl displays the Constituent List form. Fill in the fields and close the form. The contacts record reappears, displaying the CList
information you just filled in.
The Num field contains the unique number automatically assigned to each contacts record.
Click the Chronicle button to view or add comments, events or attach files related to the contact. You are now ready to enter
contacts information.
6.
Complete fields on the tabs as needed.
The Contacts Tracking form typically contains the following areas and tabs:
z
Main Contacts Tracking fields
z
Details tab
z
Applications tab
z
Gifts tab
z
Contacts tab
Main Contacts Tracking fields
As in other forms, fields enclosed in the orange box are part of the CList, and fields with a yellow background are Contacts
Tracking fields. Pearl automatically assigns an ID number for contacts tracking records in the Num field.
z
Num: The contact's unique ID number.
z
Finished: The date on which this record is no longer to be used or appear in most reports. Specifying a date locks the record
to changes (remove the date to unlock it). Double-click the field to select from a calendar.
z
Contact: The contact person's name, written in the format lastname^firstname. For details, see Entering_names and
addresses.
z
Sal: The salutation to be used in letters to the contact.
z
ConTitle: The contact person's title.
z
ConEmail: The contact person's email address. Double-click the field to write an email to this email address in Outlook.
z
ConTel, mConTel, oConTel: The contact person's telephone, mobile phone or other phone. If your telephone is equipped
with an autodialer, double-click the ConTel field to automatically dial this telephone number. In the oConTel field, add a suffix
that identifies the number (for example, 612-767-3434 night or 763-444-6969 home).
z
Auth: Check this box to indicate that this person is the organization's authorizing official, empowered to sign contracts, such
as the Executive Director, CEO, or Chief Financial Officer.
Details tab
Use this tab to record details about the contact.
z
Chronicle: Click this button to enter notes, events or attach files to this constituent. See Chronicle. The button's name
appears in bold if there are items pending for the contact and red if there are overdue items.
z
Categories: Double-click this field or click the ! button at the end of the field to select mailing group categories for the contact.
You may select multiple options from the list that appears. For example, you might select Annual Report and Newsletter to
include this contact on those mailing lists. When it’s time to print the materials, you can segment the appropriate recipients by
entering a filter like the following: Categories like "*A*" to print materials for those contacts receiving the annual report. To
make changes to the categories list, see Edit Code Lists.
z
DoNotMail: Double-click this field or click the ! button at the end of the field to select reasons for not mailing to this contact.
For example, you might select Moved (moved, no mailing address) if the annual report you mailed to this contact is returned
by the post office marked no forwarding address. To make changes to the DoNotMail list, see Edit Code Lists.
z
Contact Note: Use this field to include any contact-related notes about the contact. If a note is time-specific, use the Chronicle
feature instead.
Applications tab
The Applications tab displays history about all grant applications received from this contact's organization. (The contact's CList ID
is indicated in the Ser=). Double-click an application ID in the App column to display the application's details in the Grants
Management form.
The table displays the Grant application ID number (App), its grant program category (Program), the amount requested (Request),
the decision date (Dec), amount awarded (Grant), the application's special status (if any) (Status see Edit Code Lists to change
options), and the project's title (Title).
At the bottom is a total of amounts requested (Request) and amounts granted (Grant) for all applications.
Gifts tab
The Gifts tab displays history about all gifts or pledges given by this contact's organization. (The contact's CList ID is indicated in
the Ser=). Double-click a gift ID in the Gift column to display the gift's details in the Donor Gifts form.
The table displays the Gift ID number (Gift), the date of the pledge or gift (Date), the amount of the gift or pledge (fair market
deductible value) (Commitment), the total amount paid toward the commitment (Paid), the balance of the commitment due
(Balance), the gift type (Type, see Edit Code List to change options), method of solicitation (Method, see Edit Code List to change
options), person who solicited the gift (Solicitor), the appeal to which the donor responded (Appeal), the campaign to which the
donor responded (Campaign),and who the gift is in memory or honor of (Mem).
At the bottom is a total of amounts pledged (Commitment), amounts paid (Paid) and total balance owed (Balance) for all gifts.
Contacts tab
The Contacts tab displays all contacts linked to this organization. (The organization's CList ID is indicated in the Ser=). Double-click
a contact ID in the Num column to switch between contact records for the organization.
The table displays the contact's ID number (Num), the contact's name (Contact), his or her title (ConTitle), his or her telephone
number (ConTel), his or her email address (ConEmail), mobile telephone number (mConTel), other telephone number (oConTel)
and whether the person is an authorizing individual for the organization (Auth).
About tracking
Using the Chronicle and Connections features, you can track information about individuals and organizations you are working with.
z
Chronicle—Enter, view and attach notes, pictures, or files relating to the current record.
Note: To work with information relating to the current constituent, use the Constituent Chronicle.
z
Connections—Enter or view connections for the current constituent.
Using Chronicle
Pearl's Chronicle feature provides a handy method of recording virtually any type of information related to the current record. This
saves you from storing various types of information in folders spread out over your computer. Instead, store them in Pearl linked to
their related records, where you can easily search for and access them. (Note that you can copy or move files to the Chronicle.)
In Pearl, Chronicle items are called events, but an event can be virtually any type of information. Here are some examples of items
you might store in Chronicle:
z
Notes or comments: Keep track of conversations and other kinds of events you have had, such as notes about a grant
application or a late grant report.
z
Tasks: Track whether actions associated with the record (such as requesting information from an applicant) have been
completed. Or, enter a reminder to follow up with a prospect by a certain date, attached to a donor/prospect record.
z
Scanned documents or images: For example, scan a check and attach it to a General Journal record, or attach an image
from a fundraising event so other Pearl users can view it.
z
Documents: For example, attach a contract ( Word document) to a loan record or a grant report to a grant record.
z
Emails: Store email conversations regarding a grant request or gift.
z
Log: Store a log of the dates and reasons you have been in touch with individuals (attached to a CList record).
Where you can use the Chronicle function
You can access a Chronicle button on these forms:
z
Donors and Prospects
z
Donor Gifts
z
Employees
z
General Journal
z
Grants Management
z
CList (Use to track general information for a constituent that doesn't pertain to a particular record.)
z
Contacts Tracking (goes to CList Chronicle)
z
Pearl Navigator (view pending or overdue events)
Pending and overdue events
When you add a Chronicle event to a record, you can set its status as pend or done. This allows you to set up reminders of actions
that you or other users need to perform. To remind you of pending items, the Chronicle button's text turns bold (black) when the
record has one or more events associated with it, even if the events are in the past. The text turns red and bold when there’s an
overdue pending event. As an added reminder, when you start up Pearl, the Pearl Navigator's Chronicle button reflects any pending
events (whose date is within one week of today) assigned to you in any component.
Viewing, entering and editing Chronicle events
1.
With a record displayed in a form, click the Chronicle button.
You must have a record displayed open. See Searching for records for more information.
If the word "Chronicle" on the Chronicle button is in bold or red, there are events entered for the record. The Pearl Chronicle
form is displayed.
(You may need to click the scroll bar or expand the dialog box to display all fields on the Chronicle form.)
The Events tab contains a subform that displays chronicle events. (For details about the Attachments tab, see Attaching images
or files.) You can also print a Pearl Chronicle Report. For details about displaying certain events in the subform, see Searching
for Chronicle events.
2.
Enter new events.
You enter a new event by typing in the bottom line in the subform. Begin by typing the date in the Date field, and Pearl
automatically fills in some fields. The Events subform includes the following fields:
„
Date: Enter the date on which the event occurred or is due. If you leave it blank, Pearl automatically fills in the current
computer date.
„
How: Enter or select how the event occurred (for example, telephone, meeting or email).
„
Cat: Enter the event's category (for example, request, comment or complaint). You can choose from the list provided or
enter your own category.
„
By: If needed, change the name of the user to which the event is assigned. The default is the current user's name.
„
Note: Enter a description for the event. This is a memo field. Press Shift+F2 to zoom into the field and view more of its
contents.
„
Status: If needed, change the event’s status (Pend or Done). If you enter today or before as the date, a Done status is
assigned by default. If you enter a future date, a Pend status is assigned by default.
„
Unique ID number: Displays the ID number of the record with which the event is associated. For example, in the Grants
Management component, this field is called App and displays the record’s grant ID.
„
Name: Displays the CList name of the organization or individual associated with the chronicle record.
Attaching images or files
Using the Chronicle feature, Pearl allows you to attach virtually any type of file to Pearl records and display them at any time.
„
When you attach a file, you specify whether you want it copied or moved to the Attachments folder accessible to Pearl. (The
Attachments folder is a subfolder under the Pearl folder.) Pearl automatically names the file, identifying its filename and the
record from which users will display the file. For example, if the grant record’s App number is 100, the image file might be
named REQUESTS-0100 School map.GIF.
„
A user in a Pearl component displays the record, clicks the Chronicle button, then clicks the Attachments folder on the
Chronicle form. Any attached files are listed on the left, as shown below. If the selected file is an image, it is displayed on the
right.
Important points about attaching images or files
„
In order to preview an image file on the Attachments tab, it must have a standard extension, such as .JPG, .GIF or .TIF.
„
Although files must be stored in a folder called Attachments, you can attach other types of documents, such as scanned
images, word processing documents, recorded sounds or spreadsheets. (Common files to attach include scanned Grant and
Loan Contracts, copies of letters in MS Word format, in-kind gift information such as scanned stock certificates, or pictures of
finished projects for which funds were granted.) To view the files, users must be able to run the application or its viewer; for
example, if you attach a Microsoft Word document, users who can run Word on their systems will be able to view the file.
„
When a non-image file is displayed on the Images tab, its filename appears on the left, and directions for viewing it appear on
the right, as shown below. Click the right box to view the file, and the application opens, displaying the file.
„
By default, Pearl displays any files attached to the selected record. For example, in the illustrations shown above, the One
option is selected (in this case, One App for Grants Management), indicating that attached files for one record are shown. To
display all files attached to any record in the component, select the All option (in this case, All Apps).
To attach or delete an image or file:
1.
Create a folder in the Pearl folder called Attachments.
2.
Display the Pearl Chronicle record to which you want to attach a file.
In the Pearl component, display the record and click the Chronicle button (or choose Chronicle from the Window menu).
3.
Click the Attachments tab.
4.
Click the Attach button and select the file you want to attach.
5.
When prompted, choose Move or Copy. Choose Copy if you want to retain a copy of the file in its original location.
The names of attached files appear on the left. If the selected file is an image file that uses a standard image extension, it
should appear on the right.
6.
To delete a file, select it and click Delete. Note that if you moved the file when attaching it, deleting it will permanently
remove it from your computer.
(To scan pages and store them as images, you must have a supported scanner configured for your computer. Contact
Bromelkamp for more information.)
Searching for Chronicle events
1.
Display the Pearl Chronicle form.
Click the Chronicle button in the Donors and Prospects, Employees, General Journal or Grants Management form, or in the
CList portion of the Contacts Tracking form.
2.
Specify one record versus all records.
By default, Pearl displays all events associated with the selected record, as in the example above, where Pearl is displaying all
events associated with the selected grants (App). To display records associated with all forms of that type, choose All ... in the
top left. In the example above, choosing All App would display events associated with all grant applications.
3.
Use the filter fields to display the events and information you want on the form.
Use the Show Date field to control which events are displayed based on their date. Options include:
z
<all>—shows all, regardless of date
z
week +-—shows those whose date occurs during the previous, current or next week
z
month +—shows those whose date occurs during the previous, current or next month
z
recent—shows those entered within the last 12 months
z
this year—shows those entered this calendar year
z
last year—shows those entered last calendar year
z
pending—shows those with a pend status
z
selected year—shows those entered in the same year as the selected one (line in which the cursor is blinking)
Use the Show By field to control which events are displayed based on the name entered in the By field. Options include:
z
<all>—shows all, regardless of user
z
<mine>—shows those with your name
z
[names]—shows those with the selected user's name
Use the Show Status field to control which events are displayed based on their pend/done status. Options include:
4.
z
<all>—shows all, regardless of status
z
pend—shows those with a pend status
z
done—shows those with a done status
If needed, search for records by note keyword(s).
In the Keywords field, type one or more characters in the note you want to find, and press Enter. For example, to find a note
about painting, type "painting" or "paint". Pearl will display records whose notes contain the word or characters.
Pearl Chronicle Report
The Pearl Chronicle Report displays a list of all events associated with a selected record. With a Pearl Chronicle form open, click the
Chronicle Report button in the upper right corner and a preview of the report is displayed.
You can also print a list of events that spans multiple records, such as all Donors and Prospects events within a specified time
range. Choose Reports on the Pearl Navigator, select the Pearl Chronicle Report and click Preview. You'll be prompted to specify
the chronicle data source (CList, Donor, General Journal, Requests or Gifts) and then a starting and ending date.
Here's a sample Grants Chronicle report.
Tracking connections
Use the Pearl Connections form to enter and view connections between constituents. It’s a good way to keep brief notes about
which constituents are linked to others and how they’re linked.
The Pearl Connections form provides a list of the connections the current constituent has with other individuals or organizations and
the type of connection (for example, board member, donor or spouse/partner). You can access connection information from any
record in any form for a selected constituent, or you can type any name and it will look up connections for the name you type.
Viewing and entering connections
1.
From any form, choose Connections from the Window menu.
You must have a form open. The Pearl Connections form is displayed.
„
The Designated Connections subform lists all connections for the current constituent specified in the Or manually
enter connection to search for field.
„
The Display connections for field determines the field for which connections are displayed.
2.
Search or enter connection information.
You can search in the following ways:
„
Use the Display connections for field to control the field for which connections are displayed. If you have a record
open, the default connection displays for the Name field; you can select another field with a name in it.
„
Use the Or manually enter connection to search for field to search for a connection manually. Type a name in the
field and press Tab or Enter, and Pearl will display connections for that individual or organization instead of the one that
appeared by default. For example, type Johnson* to search for all connections to the name Johnson.
To enter connection information for a constituent, first search for the constituent as described above. Once the constituent’s
name is displayed in the subform’s ConnectionFrom field, you can select or enter a type in the ConnectionType field, and
specify another name in the ConnectionTo field. Once you begin to type, a new blank line appears below, and the triangle on
the left changes to a pencil, indicating edit mode. As in other forms, Pearl saves as you type; you can press the Esc key to undo
the changes and exit the Connections form. To delete a line, click the triangle to select it and press the Delete key.
3.
When you are done, close the Pearl Connections form.
Any changes you made are saved with the constituent.
Employees Tracking
Pearl provides an Employees form for tracking information about your employees beyond that provided in the CList and Contacts
Tracking forms. And since the information is on a separate form, you can apply security to the form to keep the information
confidential.
1.
Choose Forms at the top of the Pearl Navigator.
2.
Select Employees and click Open.
The Employees form is displayed. Its fields are blank and colored bright turquoise, ready for you to search for records. By
default, the cursor appears in the Name field in the CList (orange) area, ready for you to search for an employee record by its
CList name.
3.
In the Name field, type the first few letter in the employee’s name and press F2.
Pearl searches the employee records, and displays the Pearl Find List, showing all employee records linked to the CList name
you typed. (Click here for information about selecting which fields are displayed in the Find List.)
„
If the Find List shows the employee record you want, select it and click OK, and the employee record is displayed in
the Employee form. You are ready to enter employee information, as described in steps 6 and 7.
„
If the Find List displays "No records found," you’ll need to create a new employee record.
4.
Click the New Emp button.
Pearl now searches the CList records for the individual you specified and displays the Pearl Find dialog box.
5.
„
If the Find List shows the CList record you want, select it and click OK, and the employee record is displayed in the
Employees form. You are ready to enter employee information, as described in steps 6 and 7.
„
If the Find List displays "No records found," you’ll need to create a new CList record.
Click the New Ser button.
Pearl displays the Constituent List form. Fill in the fields and close the form. The employee record reappears, displaying the
CList information you just filled in.
The Emp field contains the unique number automatically assigned to each employee record.
Click the Chronicle button to view or add comments, events or attach files related to the employee. Click the Print button to
print the current record.
You are now ready to enter employee information.
6.
Complete fields on the Details tab as needed.
If Pearl will be calculating payroll withholdings, you must complete the Allowances and MaritalStatus fields for each individual
receiving a paycheck. To track employee leave in Pearl, you must complete the Start, End and HrsPerDay fields.
7.
Click the Leave tab and complete fields as needed.
Details tab
Use this tab to specify personal details about the employee, along with tax-related and benefits settings.
„
JobTitle: Enter the employee’s job title.
„
Extension: Enter the employee’s phone extension.
„
Home: Enter the employee’s home telephone number(s).
„
Emergency: Enter the name of the person to contact in case of emergency and this person’s telephone number(s).
„
Allowances: Enter the number of allowances, from line 5 of the employee’s W-4 form. By default, Pearl inserts a 1 in this
field; you can change it if needed. If you use Pearl's Fund Accounting, this information is used for automatic payroll tracking.
„
MaritalStatus: Select the employee’s marital status (single or married). This field is required.
„
Start: Enter the date on which the employee started at your organization. You must complete this field to track employee
leave in Pearl.
„
End: If the employee is leaving or has left your organization, enter the date of his or her last day of employment. You must
complete this field to track employee leave in Pearl.
„
HrsPerDay: Enter the number of hours the employee works in a day. This information is used on the Leave tab to calculate
leave days. You must complete this field to track employee leave in Pearl.
Leave tab
Use this tab to set, view and record vacation, sick, personal or nonaccrued days for the selected employee.
Use the Employee Accrual Schedule subform to specify the hours of vacation, sick and personal days employees earn for a set
period of time (yearly, for example). If a full-time employee takes maternity leave and then changes to a part-time schedule, you
would create a new accrual schedule for each employment phase.
„
LeaveType: Select the type of accrual schedule you're creating. You can choose Personal, Vacation or Sick.
„
BenBeg, BegEnd: Enter the date on which this accrual schedule begins and ends. You can leave a schedule's end date
blank until the schedule changes—either the employee is terminated or assigned another accrual schedule. For example,
suppose an employee accrues three vacation weeks this year, but begins accruing four weeks on January 1st. You would
enter an end date for the three week accrual, then add a new line for the four week accrual with a BegBeg date one day after
the three week accrual schedule's BenEnd date.
„
Rate: Enter the number of hours that will accrue at this rate during a year. For example, you might create a vacation accrual
schedule with a rate of 80 hours (ten days) per year. The days are prorated for partial years. For example, if your organization
provides 10 vacation days a year (80 hours), an employee with a half-year of benefits would accrue 40 vacation hours.
„
Accrued: Pearl automatically calculates this amount (hours that have accrued while this particular schedule is in effect. For
example, a vacation rate of 80 hours that lasts for two years displays as 160 hours.
Use the Employee Leave Used subform to track the employee's leave time.
„
Date: Specify the date on which the employee took leave.
„
Hours: Enter the number of hours leave the employee used.
„
LeaveType: Select the type (vacation, sick, personal or non-accrued) of hours used. Use the nonaccrued type for any hours
that the employee is allowed to have off but are not accrued—for instance, if an employee is given three days off for a family
emergency but this time off will not reduce the accrued hours the employee has built up in vacation, sick or personal accrued
hours. (Non-accrued hours are included in calculations.)
„
Desc: Enter comments about the leave. For example, enter authorization initials and comments, explanation or description.
„
The gray fields display the vacation, sick and personal hours used (for example, VacationUsed) and remaining (for example,
VacationBal) calculated by Pearl. The bottom fields (for example, DaysBal) are the remaining hours divided by the number of
hours the employee works per day (entered in the HrsPerDay field on the Details tab).
Sending broadcast emails
Merge letters allow you to send a customized notice that prints different information to each recipient. A broadcast email, in
contrast, allows you to send an identical email message to all recipients. For example, you might use the broadcast email function to
announce an upcoming event, to remind grant applicants to return updated budget information or to invite certain artists to
participate in a show.
You can send broadcast emails quickly and easily in Pearl forms. Blind carbon-copying recipients ensures that others' email
addresses are not displayed to recipients.
1.
Open the form from which you want to generate the broadcast email.
Note: You may want to filter the form first so that you're starting with a subset of records. (You'll also have the chance later
to deselect recipients.) For example, to announce a new scholarship by email, you might filter for all scholarship applicants.
2.
From the Tools menu, choose E-mail.
Note: If the form contains more than one email field, a Pearl Pick One dialog box appears, prompting you to select the email
field you want used.
The email window appears, listing records (filtered if you previously filtered them) in the selected form. The leftmost column
displays the E-mail field.
3.
Choose email settings.
z
Click the All button to select all records or the None button to clear all selections. You can also individually select or
deselect records by clicking on them.
Note: The email field is blank if no email address is specified for an individual or organization. Pearl can only send to
those with a specified email address.
4.
z
Use the Filter field at the top of the form to quickly select a subset of the records listed. After you type the filter, press
Enter to run the filter.
z
By default, the bcc for Privacy checkbox is checked, hiding the email information of multiple recipients from each other
by sending a blind carbon copy to each recipient. If you uncheck this box, all email addresses will be placed in the To
field of the email message.
Click OK to apply your selected settings.
Note: If the bcc for Privacy box is checked, a message appears, informing you that you may have to make an adjustment
in your email software so that you can see the Bcc field. Click OK.
A new email is generated in your email software with the selected email addresses in the Bcc field.
5.
In your email software, enter a subject line and text. When ready, send the broadcast email.
Keyboard and menu reference
Pearl provides keyboard and function key shortcuts for commonly used functions. Its menus combine standard Microsoft Access
functions with Pearl-specific functions.
z
Keyboard and function key shortcuts
z
File menu
z
Edit menu
z
View menu
z
Records menu
z
Tools menu
z
Window menu
z
Help menu
Keyboard and function key shortcuts
Key
What it does
Enter, Tab
Pressing Enter or Tab moves the cursor to the next field, or to
the next record from the record’s last field
Shift+Tab
Moves the cursor to the previous field; from the record’s first
field, moves to the previous record
Backspace
Moves the cursor to the left within a field, erasing one
character each time you press it
Spacebar
Moves the cursor to the right within a field, erasing one
character each time you press it
Delete
Deletes one character
Alt
Allows you to select menus and menu commands using the
keyboard only, by holding down the Alt key and pressing the
keys corresponding to their underlined letters. For example,
to select the Import File or eGRANT Data command on the
File menu: while holding down the Alt key, press the F key to
activate the File menu, then press the I key to activate the
Import File or eGRANT Data command.
Insert
Starts or stops insert mode; insert mode is on by default
Ctrl+;
Inserts today’s date
Esc
Undoes changes to the current field
Esc (press twice)
Undoes changes to the current record (if not yet saved)
Home
Goes to the beginning of the field where the cursor is located
Page Up
Moves to the previous screen (if there is more than one
screen)
Page Down
Moves to the next screen (if there is more than one screen)
Function Key
What it does
F1
Opens Microsoft Access help files
F2
Begins a Pearl search
Ctrl+F2
Repeats the last Pearl search
F5
Opens Word and inserts the name and address displayed in
the record
Shift+F5
Lets you select and preview a merge letter for the current
record
F8
Displays granting history for the selected applicant
F11, F12
Displays the next record (F11) or previous record (F12)
File menu
z
Open (Ctrl+O) – Opens a Windows Explorer window
z
Close – Closes the form you’re viewing
z
Save Record (Shift+Enter) – Saves the current record
z
Delete Record (Ctrl+ - or Del) – Deletes the current record
z
New Record (Ctrl+ +) – Adds a new record
z
Save As/Export– Saves this form under another name or in another database
z
Import File or eGRANT Data (Shift+F11) – Import data such as a Word doc or eGRANT records into Pearl
z
Send – Using email, sends the data from this query in the format you select
z
Page Setup – Allows you to change margin, page and column settings before you print
z
Print Preview –Displays the print job
z
Print (Ctrl+P) – To print the displayed record, filter the selected record, then print
z
Exit – Closes Pearl and Access
Edit menu
z
Undo (Ctrl+Z) – Undoes any changes made to the record that the cursor is blinking in
z
Undo Current Record (Esc or Ctrl+Z) – Undoes all changes to the record
z
Cut (Ctrl+X) – Deletes the selected item and copies it to the clipboard for pasting
z
Copy (Ctrl+C) – Copies the selected item to the clipboard for pasting
z
Paste (Ctrl+V) – Pastes the clipboard’s contents in the selected field
z
Paste Special – Pastes to an external file
z
Paste Append – Adds a record and appends data to the first field
z
Delete – Deletes the current entry
z
Select Record – Allows you to select the current record for editing (for example, for deleting).
z
Find List (F2) – Searches for records using Pearl find functions
z
Repeat Find List (Ctrl+F2) – Repeats the last find
z
Find (Ctrl+F) – Searches for records, or searches for and replaces text
z
Zoom (Shift+F2) – Displays a field’s entire contents. This is especially useful on memo or long text fields whose contents
aren't all displayed at once on the form.
z
Geography Lookup – Look up geographical information based on information such as ZIP code or city; see Custom
geography lookup
z
Insert Date/Time – Enters the current date and time in a field
z
Ditto Field Above – Duplicates the contents of the subform field record directly above into the current field. (This command
is useful in payments subforms. For example, in the Grants Management payment subform, you might use it to quickly insert
four $1,000 payments without entering $1,000 each time.)
z
Insert Special Character– Displays special characters like foreign language characters, and allows you to copy and paste
them into the field you’re editing.
View menu
z
Datasheet – Displays records in columns and rows, instead of using the form
z
Form – Displays records using the form
z
Subform Datasheet – Displays the subform data in columns and rows
z
Toolbars – Lets you choose Access toolbars to display.
Records menu
z
Sort Ascending/Sort Descending – Sorts records by the selected field in the direction (Ascending or Descending) you
select
z
Advanced Filter/Sort – Lets you enter filter or sort criteria
z
Apply Filter/Sort – Applies filter or sort criteria you specified
z
Remove Filter/Sort – Removes the filter you specified
z
Data Entry – Switches between Browse and Data Entry modes
z
Go To – Goes to the First, Last, Next, Previous or New record
z
Refresh – Refreshes the screen, saves changes, and recalculates expressions
Tools menu
z
Word Processing (F5) – Opens Word and creates the inside address and salutation for a letter using the information in the
name and address shown in the current record
z
Form Letter (Shift+F5) – Lets you print or preview a merge letter for the current record
z
Envelopes and Labels – Available in a future release
z
Audit Trail – Lets you display the audit trail information for any component on which it is active. Pearl's Audit Trail function
allows you to keep a history of who changed a certain field, when and why it was changed, and what the field used to
contain. Contact Bromelkamp Company LLC's technical team to set up the audit trail feature.
z
Calculator – Activates the Windows calculator
z
Email – Activates a window that displays all records viewed by the form; allows you to select all or some of the records and
create an email to the group of records you select
z
Fax – If your email is configured to send faxes, opens an email window for a message which will be delivered by Fax to the
fax number in the field your cursor is in.
z
Internet Browser – Opens your Internet browser
z
Dial – If your computer is configured to work with your phone, can dial the phone number on the screen
z
Spelling – Checks the spelling of the current record
z
AutoCorrect – Displays autocorrect options you can change
z
GuideStar – When an organization's name is selected on a form, opens GuideStar so you can check their tax exempt status.
See Checking tax exempt status.
z
Google – When a constituent or contact name is selected on a form, opens a browser window and searches for the person
or organization using google.com.
z
MapQuest – Opens a browser window and searches for the specified address using mapquest.com. (If there are multiple
addresses on the form, you are first prompted to select the address for which to search.)
z
Pearl Update – Opens the Bromelkamp Web site (www.bromelkamp.com), from which you can download updates and
installation instructions.
Window menu
z
History (F8) – Displays grant history for the applicant on the current record
z
Chronicle – Displays the Chronicle form, where contacts and images regarding this record are stored
z
Constituent Chronicle – Displays the Chronicle form, where contacts and images regarding this constituent record are
stored
z
Connections – Displays connections between organizations and individuals
z
Pearl Navigator – Displays the Pearl Navigator
z
Hide – Hides database objects
z
Unhide – Displays database window
z
Tile – Arranges open windows side-by-side
z
Cascade – Arranges open windows in layers
z
Arrange Icons – Rearranges icons into an orderly fashion.
z
Size to Fit Form – Changes a window that has been manually resized back to its standard size
Help menu
z
Pearl Help – Displays Pearl’s help contents and index
z
Field List – Positions the cursor in the field you select from the list
z
Field Information – Displays information about the current field, such as the type of information it contains (text, date,
number) and a full description of the field.
z
Microsoft Access Help – Displays Access help contents and index
z
About Microsoft Access – Displays Access version information
z
www.bromelkamp.com – Displays the Bromelkamp Web site
z
Bromelkamp Support – Displays contact information for Technical Support
z
About Pearl – Displays Pearl version, user and license information
About importing and exporting data
Pearl offers several ways of importing data into Pearl or exporting data from it, depending on your needs. Importing data instead of
typing it in can save you considerable time and effort.
For example, you can:
„
Export data from Pearl, make changes in Microsoft Word, then import the edited data back into Pearl. When you import using
this method, Pearl overwrites the old records with the revised records. See Importing and exporting between Pearl and Word.
„
Import data into Pearl from a comma delimited file (CSV) or Access (MDB) database file. See Importing data into Pearl.
Depending on which fields are included in Pearl and in the import file, the import can be set to always create new records, or
to match or add to existing records. However, if Pearl finds matching entries in Contacts Tracking and/or the Constituent List,
it uses them.
„
Import XML data; if you use Bromelkamp Company LLC’s eGRANT product, you can import application data in XML format
directly into Pearl.
Note: You can export data from and import data to any Pearl component.
Note: The first time you import a file (of any type) into Pearl, a message appears offering to let you create a field translation
table for the import if necessary. Click OK and a table like the following appears. Enter any translation information, then close the
table and continue.
Importing and exporting between Pearl and Word
At many organizations, grant awards are decided by a panel or committee. Often, panel meetings are not held at the organization’s
offices. For this reason, Pearl provides a function that allows you to export data to a Microsoft Word document, make changes to the
document using Word, and then import the revised data back into Pearl. Another advantage is that other personnel can directly work
on the data without knowing Pearl. For example, an editor who doesn’t know Pearl could make changes to exported project
descriptions which are later exported into Pearl.
Exporting Pearl data to Word for modification
1.
In Pearl, open the component from which you want to export.
(In the examples shown, Grants Management is used).
2.
Choose Import File or eGRANT Data from the File menu.
The following dialog box appears.
3.
Change the word "import" to "export" and click OK.
Note: If you have previously imported data into Pearl, Pearl attempts to perform the last import. Click No to the prompts that
appear until the dialog box shown below is displayed. Importing is described below in this topic.
The dialog box shown below appears, prompting you to enter a filter for the export. See Filtering in the Pearl Navigator for
details about filtering. For example, you might enter Grant Is Null to select grant records for which a decision has not yet been
made.
Leaving this field blank exports all records.
4.
Enter names of fields to update and click OK.
This dialog box appears, prompting you to enter the names of fields you want to export. Note that Pearl automatically exports
the record's key field number (App, Gift, Donor, etc.) as well as the name associated with the record and other pertinent
information, so you only need to type the names of fields you want to edit in the Word document. (If you leave this field blank,
Pearl stops the export process, since there is nothing to export.)
A standard file dialog box appears, prompting you to choose a location and name for the file.
5.
Enter a descriptive name for the file, select the folder in which you want to save it and click Save.
A dialog box appears, indicating the number of records exported and the exported file’s name and path.
6.
Open the exported Word document and make changes.
Here’s a sample Word document containing exported Pearl data:
7.
„
Each file begins with general instructions and a warning.
„
Each record begins with its heading, containing its table name, name and other fields. Below the heading, the fields you
exported are listed with space below them to change the data, as highlighted by the red circle.
„
You can change lines that do NOT begin with "~~~~". For example, to change the grant amount shown in the highlighted
circle, select 3500 and type a new amount. If the field does not have contents listed (see the projectdesc field above the
red circle), type on the first available line under the field name.
Save the Word document and import it into Pearl, as described below.
Importing Pearl data in Word back into Pearl
After you finish editing exported Pearl data in Word, follow these steps to import the revised text back into Pearl.
1.
In Pearl, open the component into which you want to import.
2.
Choose Import File or eGRANT Data from the File menu.
The following dialog box appears.
3.
Click OK.
The following warning is displayed.
4.
Click OK.
Since Pearl will overwrite the selected grant records during the import, this message warns you that the file and field format
must match.
Pearl displays a standard dialog box, prompting you to select the file to import from.
5.
Select the Word file you want to import and click Open.
Pearl imports the contents of the file, then displays this message:
Note: Pearl displays warning messages about any errors it encounters while importing, but does not stop the import
process. For example, Pearl warns you if a field’s contents exceeded the limit and was truncated or if the data being imported
into a field was a different data type.
6.
View the imported data in Pearl.
Importing from text, Access or XML files
You can import data into Pearl from various other applications such as another Access database (.MDB), a comma delimited text file
(.CSV), or from Bromelkamp Company's eGRANT (.XML). To import data from a .TXT or .DOC (Microsoft Word document), see
Importing and exporting between Pearl and Word.
Note: Regardless of the type of file you import, Pearl performs its F2 search, showing you possible records that match the data
being imported. You can either choose to update one of these existing records or create a new record for the data.
You can import files containing one or multiple records. If the file contains multiple records, Pearl imports the records one at a time.
Begin the import
Follow these steps to begin the import from a text, Access or XML file.
1.
Display the form you are importing into (most likely, Grants Management).
2.
From the File menu, choose Import File or eGrant Data.
Note: If you previously started an import from an *.mdb or *.csv without completing it,a message asks you if you’d like to
continue the import. (This message doesn't appear for XML files, which contain one record only.)
The following message is displayed:
3.
Click OK.
4.
If needed, build a translation table.
If this is the first time you’ve imported into Pearl for any file type, Pearl needs to build a translation table. The following message
is displayed:
Click OK and close the table Pearl builds. The table looks similar to this table:
5.
Click OK to the messages that appear.
A dialog box appears, prompting you to select the file to import.
6.
Choose the file to import.
z
If importing an XML or CSV file, see Add or update records.
z
If the import is an MDB Access database file, the query needs to be set up with a specific naming convention (see
Importing MDB files) in order to be read by the import.
Add or update records
1.
During the import process, Pearl displays the following message each time it encounters a record it didn't find.
2.
Click OK. Pearl performs a lookup on the Name field (aliased appropriately if needed).
3.
z
If NO possible matches were found, the following dialog box appears:
z
If possible matching records were found, they're displayed in the Find List.
Choose New App to create a new record. To update the selected record, click OK.
WARNING: If you accept an existing entry, Pearl assumes that the imported data is a correction to the existing record. To view a
field’s previous value, hover the cursor over the field and the field’s previous value appears in a pop-up, as shown below.
Note: If you accidentally choose the wrong record from this list, you'll need to undo the whole record right away, or you'll
end up changing not only the application information, but the Contacts and CList information as well. Also, you’ll need to
manually change the counter in Pearl Settings to reimport the record you were trying to import, since the import won’t know the
record was not saved. Contact Bromelkamp Company LLC for instructions on changing this setting after you undo the record.
4.
If you updated an existing record, verify the changes.
The following message appears.
Fields that have been changed, will turn yellow. This includes fields that were originally blank.
You can change a field back to its original value by clicking in the field and choosing Undo Record from the File menu.
Importing MDB files
1.
Create a conversion query for importing an MDB file.
It needs to be named "qryXXXX import <description>" such as "qryRequests import Organizational Grants" which has all the
necessary JOINS and expressions to show the importing data with the field names and format needed for Pearl. The fields in
the query must match the way the fields are named in the control source box on the form you are importing into (i.e. Grants
Management Form) See Aliasing compound field names below. Please call Bromelkamp Company LLC if you need further
assistance.
2.
Name the Access file.
The Access file must contain a query whose name starts with the main query name, the word "import", and then any descriptive
text you want to add.
Note: If it is correctly named, proceed to step 3.
Any of the following names would work when importing into Grants Management for Community Pearl, First Pearl or custom
Pearls without separate grant years.
z
qryREQUESTS Import 2007
z
qryREQUESTS Import Carver County Apps
z
qryREQUESTS Import Project Support
z
qryREQUESTS Import All
To import into Grants Management with separate grant years, the query might be named as follows:
z
qryFY07 Import Artist Fellowships
z
qryFY05 Import Emergency Applications
z
qryFY06 Import All application
z
qryFY07 Import PreApps
Note: When working with multiple grant years, you cannot import data from a query whose name does not match the
system you are in. For example, you cannot import a query name "qryFY08 Import…." into the FY07 system.
3.
In the Pearl Pick One dialog box, choose the MDB database file.
4.
Add or update records.
Notes on importing from text, Access or XML files
Formatting imported data (CSV or MDB query)
The closer your imported data's format matches that of your Pearl data, the smoother the import will be. Make sure field types are
the same in Pearl as in imported data and that the format itself is the same, such as using codes for a State field instead of spelledout state names.
In some cases, however, you may need to format imported data using a conversion query so that it matches corresponding Pearl
data. For example, if the imported data has separate fields for FirstName MiddleInitial LastName, the conversion query would
include an expression Name:LastName & "^" & FirstName & trim(" " & MiddleInitial) for importing into Pearl. For *.csv files, you’d
have to separate the data fields first, since there’s no “conversion” query.
Formatting date fields
If imported date fields are not formatted as dates (for instance, the field contains “March” instead of “3/14/07”, the import process
prompts you to enter a correctly formatted date.
Aliasing compound field names
If the database you’re importing into has compound field names (such as Applicant.Name) but the field in the query is called
anything else (such as just “Name” or “ApplicantName” or even a compound field name but not the right one such as
“Applicant.AppName) then you need to alias that field. Unfortunately (using the example where the field name in the query is just
“Name”) “Applicant.Name:Name” is not an acceptable alias, so Pearl’s import code understands the tilde (~) as a period. Therefore,
the alias needs to be “Applicant~Name:Name.”
Updating versus adding records
In order to search, update or overwrite existing records, the import data's first field must be the key field (Num or App or Ser or
whichever is the key of the form you're in). When importing into the eGrant system, the first field must be eGRANT_ID, or
ApplicationID if you are importing a database, otherwise these fields are in your XML file automatically. If you are importing from an
eGrant system, your REQUEST/FYXX table, query and form need a field added called either egrant_ID or ApplicationID. This will
manage two-phase processes or the inadvertent re-importing of a record.
If the field eGRANT_ID or ApplicationID is in the Pearl system and is filled in with a value, the import will find that specific record
without searching and update it. The Pearl record will be updated and overwritten by the incoming data, and changed fields will turn
yellow. So changes staff made to previously imported data will be lost unless you immediately choose File > Undo Record. Note
that the import will NOT combine multiple choice field values unless you write a series of entries in to your translation table (see
below), so if the existing record holds one code, and the incoming data holds another code, only the code from the incoming data
will remain. It’s important to manage this type of data in the translation table.
Translation table
The first time importing is done with Pearl, the import process builds a translation table that is used for converting data into formats
that Pearl needs or for translating incorrect field names into field names that Pearl needs. For example:
The ChangeValTo column is used for more complex importing challenges. Some examples are in the next section.
Converting checkboxes (or any field) into different data (such as "Yes" into "Hispanic")
The [ChangeValTo] column was created recently for field name conversions called [import aliases qryRequests]. [ChangeValTo]
includes either a value or a function (ANY Access or Pearl function!) that converts the data into a new format. For example, if the
checkbox field MultiMI is True, you could specify MI and any data that came in True would be saved as MI. The function =iif
(Val=True,"MI",Null) would do the same thing. The cool thing is that this can be used for any field, such as Employee.Name, which
could have a function =FirstLast(Val). If you already have all your codes in a lookup table, you can use =iif(Val=True,Dlookup
(“Domain”,"<fieldname>=Val)) but it might be best to type all the codes into this table so that we know where it comes from. This
table can be used in many creative ways, call Bromelkamp Company LLC for help with this.
Combining data into multiple-choice fields
If there are multiple incoming fields going into the same Pearl field, and the control on the form is a multiple-choice field, the data will
be combined into the field. In the list above, note that many of the fields are going into the Multi field. So whatever comes in will be
combined into the Multi field.
Note: During the import process, if there is a problem with any of the fields, a message will appear that fields were truncated
because the data was too long to fit in the fields.
About forms
Forms allow you to access your database’s records by displaying fields of data from the database’s tables. The specific forms that
appear in your Pearl Navigator when you select Forms at the top depend on the components you have installed and the
configuration of your database.
Below is the Grants Management form after opening the form and searching for a record.
Although screens may appear to be crowded, this is done intentionally so that you can view the most data possible. Field names are
brief to conserve space; for more information about a field, click the field and a description appears in the status bar in the lower left
corner of the screen. To view the field type, length and where the field data is stored, place your cursor in the field, choose Help at
the top of the form and select the Field Information option.
If the form exceeds the height of the screen, a scroll bar appears at its right; a horizontal scroll bar also appears if necessary. You
can click the Maximize button in the upper right corner of the window to enlarge the window so that it fills the screen.
Forms include the following elements:
z
Unique record ID number
z
Chronicle button
z
Print button
z
Record navigation buttons
z
Fields
z
Action button (exclamation point)
z
Record selector bar
z
CList section
z
Contacts Tracking section
z
Subforms
Action button (exclamation point)
The exclamation point button (Action button) appears next to any field for which double-clicking performs an action. You can click
the button or double-click the field. The cursor must be in the field for the action button to show.
For example, the Interests field displays an action button, as shown below. This field appears on the Interests tab in the Funds and
Grants Management forms and on the Prospects tab in the Donors and Prospects form.
Clicking the Interests action button displays the following interests options:
Other action button examples:
z
Date Field: A calendar pops up, displaying the field's selected date (if any) or today’s date if the field is blank. Change the
date on the calendar if necessary, then click OK to change the value of the field.
z
Number Field: A calculator pops up, displaying the current value in the field (if any). (To save the results of calculations to the
field, choose Copy from the calculator's Edit menu, close the calculator and choose Paste from the form's Edit menu.)
z
TaxID: Pearl opens the GuideStar web page so you can check the organization's non-profit (501c3) status. You must have a
free GuideStar login to view information about the organization and a subscription to the CharityCheck product to view a
verified 501c(3) form. Contact Bromelkamp Company LLC for information on obtaining a reduced-price subscription to
CharityCheck.
z
Addr1, Addr2: Using MapQuest, Pearl displays a map of the address. The action button appears only when the field contains
an address.
z
Telephone number: If your computer is equipped with AutoDial configured and connected to your phone, Pearl opens the
AutoDialer window with the telephone number displayed. Click OK and Pearl dials the number on your phone.
z
Web Address: Pearl opens the web site contained in the field.
z
Email Address: An Outlook email is created to the email address. The action button appears for any field with an email
address.
z
Multiple choice code lists: The list of code options pops up. Select any or all of the items listed.
Unique record ID number
Each component’s form contains a field that provides a unique ID number for records in that component. Forms and their ID fields
are listed below. ID numbers are assigned automatically by the system and cannot be changed. If you set up your own new
component in Pearl, do not use these reserved ID field names.
Form
ID field
CList
Ser
Contacts Tracking
Num
Donors and Prospects
Donor
Gifts
Gift
General Journal
ID
Grants Management
App
Loan Servicing
Loan
Employees
Emp
Volunteering
Vol
Campaigns
Campaign
Print button
To print the current record, click the Print button that appears at the top of some forms.
The record is printed using your printer’s current settings.
If your form does not have a Print button, use the Filter field on the Pearl Navigator to display the record you want to print in its form,
then choose Print from the File menu. Contact Bromelkamp Company LLC's consulting team to add printing features to a form.
Record navigation buttons
The lower left corner of the screen contains record navigation buttons.
Use these buttons to scroll back and forth between records, or to display the first or last record, or create a new record. Do NOT use
the Create New button to create a new record as it bypasses the duplicates checking that occurs with F2 searching.
Record selector bar
On the left side of a form is the record selector bar. If you are viewing a record, a right-pointing triangle appears in this bar. If you
have made changes, the triangle turns into a pencil. To save changes at any time, click the pencil and a triangle appears again.
While it is a pencil, you can undo changes you've made on a form:
z
If the cursor is still in the last field you changed, press the Esc key once to undo changes to the current field or press Esc
twice (or CTRL+Z) to undo all changes to the record.
z
If the cursor is no longer in the last field you changed, press Esc once to undo changes to the entire record. To undo the
change to a field, click in the field and then choose the Undo Field command from the Edit menu.
z
While it is a triangle, you can click it to select a record for deleting.
Subforms
Subforms allow you to view and enter other records that are related to the main form record. For example, the Grants Management
form contains a Payments/Reports subform in which you enter one or more payment records (one payment per line). If there are no
payments scheduled or made, the subform shows no records. You can enter a virtually unlimited number of subform records. As you
enter a subform record, a new line appears so you can create another one. A subform often has its own scrollbar and record selector
bar.
Opening a form
Note: You can open multiple forms at the same time and switch between them. For example, you might open both the Grants
Management form and the General Journal form.
1.
Select Forms at the top of the Pearl Navigator.
The list of available forms is displayed in the field below.
2.
Click the name of the form you want to view.
For example, click General Journal to access the General Journal form.
3.
If you want, type a filter in the Filter field.
Filtering lets you select and view only certain records.
4.
Click the Open button (or first check the Browse field next to the Open button to view records but not edit them).
The form you selected is displayed. Its fields are blank and colored bright turquoise, ready for you to search for records. See
About forms for more information.
About fields
A field in Pearl is like a column of data in a spreadsheet. Fields in your database contain one of these types of information: numbers,
characters, dates or checkboxes (yes/no). (See Entering data for details.)
You select fields by clicking them with the cursor or by pressing the Tab key to move to the next field or Shift-Tab to move to the
previous field. (See Keyboard and function key shortcuts for other keyboard functions.)
A field’s color indicates its status:
z
White—You can change the field’s contents, by clicking in the field and typing. After you begin to change a field’s contents, it
turns yellow.
z
Gray—Indicates that the field is automatically calculated by Pearl, or that it has been locked and cannot be changed. For
example, most forms contain a two-part field called Updated; if a record is changed, Pearl automatically inserts the name of
the user who changed it and the date and time at which it was changed. Because these fields are automatically filled in by
Pearl, you can’t change them, so they appear grayed. Also, when you open a form in browse mode (by selecting the form in
the Pearl Navigator and checking the Browse checkbox before clicking the Open button), all fields appear gray, since they
cannot be changed. You can also lock fields using the Finished field.
z
Turquoise—Indicates that Pearl is ready for you to search for records.
z
Pink—Indicates that the field is required.
z
Yellow—Indicates that a field is being changed or has been changed since you entered the screen.
Note: CList fields have an orange background (see the Name field above). Contacts Tracking fields have a yellow background
(see the Contact field above), Grants Management fields have a purple background and Donors fields have a green background.
Important points about fields
z
Some fields are specific about the type of data that you can enter into them. For example, some fields accept only numeric or
date information. Text fields accept any type of data, and can contain up to 255 characters. Memo fields can contain up to
64,000 characters.
z
Some fields display default values that Pearl enters automatically. You can change most default values.
z
Each form contains an AutoNumber field (or Key field) that provides a unique identifier. Pearl automatically assigns the
number when you add the record. Each number is used once and can never be reused, even if the record has been deleted.
Reserved field names for key fields include:
Key Field
Form
Ser
Constituent List
Num
Contacts Tracking
Donor
Donors and Prospects
Gift
Gifts
ID
General Journal
App
Grants Management
Loan
Loan Servicing
Emp
Employees
Vol
Volunteering
Campaign
Campaigns
Code List fields
Some fields have drop-down boxes next to them that display a list of choices when you click the arrow. Clicking an item in the list
enters the selection in the field. For example, the CList field Inst lets you select from four institution types.
Checkbox fields
Some fields are checkboxes that are either checked or unchecked. Click a checkbox to check or uncheck it. (For example, the
aRecur field in the Constituent List form uses a checkbox; use it to indicate whether the constituent’s alternate address recurs
annually (as it would with a winter residence).
Some Pearl forms include a series of related checkboxes that make up a field. For example, the Grants Management form contains
several checkbox fields that represent information that the applicant needs to include with his or her application. As each piece is
received, you check the corresponding box. If the description for the check boxes are not included on the form, hover the cursor over
the box, and a description appears.
Note: To change the list of choices, see Changing the meaning of checkboxes.
Multiple Choice fields
Many clients want to track information on constituents where more that one code will apply. For example, they know the primary
discipline of the project, but it incorporates many different disciplines and they would like to track them all. Multiple choice fields
allow for that tracking.
To use the multiple choice field, click the Action button that appears at the end of the field, double-click the field, or just start typing
in the field. Pearl opens a popup form to allow you to choose multiple options from those listed.
Use the mouse or spacebar to highlight the codes you want. Then close the popup form. If the choices are all one character in
length, the field is filled in with the choices, with no spaces between choices, such as "ABLN." If any of the choices includes more
than one character, the field is filled in with the choices separated by semicolons.
CList fields
Fields that are part of the Constituent List (CList) are contained in an orange box. You can make changes to the CList from any form.
Remember that changes made to constituent information affects all other Pearl records that access the constituent record. See
Constituent List (CList) for details.
Special fields
Special fields
Some fields in Pearl contain special information or perform a function. Below are the areas in which special fields appear.
z
General special fields
z
Grants Management special fields
z
Fundraising special fields
z
Payment subform special fields
z
General Journal special fields
z
Loans special fields
z
Volunteering special fields
General special fields
z
Unique ID fields—Each component contains an ID field—at the top of the form—to which Pearl automatically assigns a
unique number that identifies the record.
Key Field
Form
Ser
Constituent List
Num
Contacts Tracking
Donor
Donors and Prospects
Gift
Gifts
ID
General Journal
App
Grants Management
Loan
Loan Servicing
Emp
Employees
Vol
Volunteering
Campaign
Campaigns
z
AKA—Typically, this field is used to indicate an AKA (Also Known As) name for an organization. However, you can also
indicate a DBA (Doing Business As) name. When the AKA field begins with the letters DBA (or D.B.A., D B A, dba), Pearl
includes the DBA designation in the address block of ad hoc letters.
z
Contact—If Name is an organization, the name of the individual Contact Person at that organization that applies to this
record. Entered Lastname^Firstname. If it is filled in, the automatic Sal field (see below) will use the value in this field instead
of the Name field. If you enter a contact name with no caret (^), Pearl displays a message reminding you that names of
people should be entered last name first with a caret between and asks if you the caret inserted.
z
Name—The name of the organization or individual associated with this constituent record. Entered Lastname^Firstname. If
Contact is left blank, the automatic Sal field (see below) will use the value in this field.
z
Sal (Salutation)—The word(s) to follow "Dear" in a letter. If left blank, Pearl displays the first name of the person in the
Contact field, or if Contact is blank, the Name field. If filled in with a prefix, such as: "Mr." "Mrs." "Ms." "Dr." "Fr." , Pearl
displays the last name of the person in the Contact field, or if Contact is blank, the Name field. You can change this field.
z
aBeg, aEnd—In the Constituent List (CList), these represent the beginning and ending dates that an alternate address are in
effect (see aName below).
z
aRecur—In the Constituent List (CList), this checkbox field designates whether the alternate address recurs annually (see
aName below).
z
aName, aAddr1, Addr2, ... aZIP—In the Constituent List (CList), these field contain the Alternate (seasonal) address
information for the Name. Pearl lets you specify an alternate (seasonal) address for any constituent, and identify beginning
and ending dates on which the alternate address is in effect. During the period when the alternate address is in effect, that
address will automatically replace the main address on all forms, and in all reports and letters. When the effective period
ends, Pearl returns to displaying the main address. Check the aRecur field to indicate that the alternate address recurs
annually, such as with a summer residence. (See also Constituent List (CList).)
z
Formal—Located on the Donor Gifts form. If you leave this field blank, Pearl automatically enters the Contact or Name field
value. This field is on the Donors form and is usually used for printing formal lists of donors. For example, use the Formal
field to print "John R. Ryan, III" in a list, but use the Name field to print "Mr. John Ryan" on the address block of a letter, or on
an envelope.
z
Finished—This field appears on most major data entry forms. Enter a date in this field to lock the record so that changes
cannot be made to it. A date in the Finished field indicates that the activity for the grant, gift or loan is complete. The locked
record will be visible, but locked against future changes. To unlock a record, delete the date in this field.
z
Interests—Use this field to view or select interests, such as Education, Health or the Environment. The Interests field
appears in the Funds, Donors and Prospects and Grants Management forms, linking shared interests between donor
prospects and funds, and between grant requests and funds
z
Fields containing an email or Web address—When you double-click a field that contains an email address, Pearl activates
your Outlook email and enters the selected email address in the message. When you double-click a field that contains a
World Wide Web address (URL), Pearl loads your Web browser and points to that URL.
z
Locked—An expression in the query, which is automatically evaluated for each record. If "Locked" is true, the record will be
locked against changes; if "Locked" is false, the record will not be locked. This expression complements regular Access
security, which protects whole tables, not individual records. Locked is the automatic version of the Finished field.
z
Hidden—An expression in the query, which is automatically evaluated for each record. If Hidden is true, the record will not
be visible to the user; if Hidden is false, the record will be visible. This expression complements regular Access security,
which hides the contents of entire tables, not individual records.
z
Updated/Updated By—This two-part field automatically displays the date on which the record was last changed and the ID
of the user who changed it. It cannot be changed.
Grants Management special fields
z
App—Unique ID number assigned by the computer to each application record in the Grants Management form.
z
Grant—If left blank (null), the grant is pending: the decision has not yet been made on this grant application. If filled in with a
zero, the grant application was rejected. If filled in with a dollar amount, it is the amount of the grant awarded to the applicant.
z
CopyTo—Use this field in conjunction with the CopiedFrom field described below. If you have an applicant that applies for
multiple grants during the year, or even from year to year, you can use the CopyTo and CopyFrom feature to save typing
time and assure accuracy. Open the grant record you’d like to copy and in the CopyTo field enter ‘REQUESTS’. When you
tab out of the field a message comes up indicating that the record has been copied and lists the new application number.
The CopyTo field will be updated to indicate this number as well.
Note: ALL information, including subform information such as payment information, will be copied to the new record, so
you may have to go to the new record and make adjustments. Also, the Finished field will be filled in on this record. If the
record you are copying is not yet finished, blank out the date in this field to unlock the record.
z
CopiedFrom—Use this field in conjunction with the CopyTo field described above. On the new record, this field will
automatically display "REQUESTS" followed by the application number from the record that was copied forward.
Note: You can use CopyTo and CopiedFrom if you have separate grant year tables (FYxx). In CopyTo, enter “FYxx”
where xx is the 2-digit year of the grant year . Pearl will copy the information ahead to the new year.
z
Dec—Decision Date of application. The Dec field should be filled in when the grant application is first entered. Initially it is
the anticipated date that a decision regarding funding will be made concerning the application (an upcoming board meeting).
Ultimately it is the date that the funding decision was made – the value of the Dec field should be modified if necessary. The
value of this field is important to several standard reports and merge letters.
z
Dno—Date Notified. The Dno field value indicates when the applicant was notified that their application would or would not
be funded. This is often automatically filled in when the Award or Denial merge letters are printed.
z
Roles—Tab and Subform. Using this subform, you can identify other individuals or organizations that play a role in the
project. For instance, the name of an architectural firm, the name of a lawyer or law firm, for scholarships you could indicate
the names of school contacts, etc. To add a new role, double click on the Num field
z
Status—of application. The Status field works in conjunction with the StatusWords field that immediately follows it. If the
grant application is in one of its "Normal" stages (Pending, Awarded or Denied), the Status field itself is blank, but the
StatusWords field will show which stage it is in. You can assign a different status to the application by selecting any one of
the values listed. Depending on what you choose, the StatusWords field value will also change. If you set an application’s
status to “H” (Hold), “C” (Cancelled) or “W” (Withdrawn), and use Pearl Accounting, the fiscal transfer will skip any
payments scheduled to be paid to this grantee.
z
pSer—Unique ID number assigned by Pearl in the Grants Management component to the payee for the grant. The pSer and
Payee fields will automatically fill in with the same CList name and address as the applicant. To choose a different payee,
double-click the pSer field to call up the CList, search for a new payee name and address, select or add it, then close the
CList form. If the payee is different from the applicant, the payee name will be transferred to the General Journal during fiscal
transfer.
z
Title—Title given to project for which funds are sought in the Grants Management form. If you use Pearl Fund Accounting,
the fiscal transfer process copies the title to the Note field on the General Journal entry and this title then prints on the check
stub.
z
oApp—Relevant only for records copied to multiple fiscal years. On all new records in all fiscal years, this field will
automatically display "FY" followed by the year and the application number from the original record.
Donor Gifts (Fundraising) special fields
z
Gift—Unique ID number assigned by Pearl to each gift record in the Donor Gifts form. Double-clicking the number in a Gift
field in the Donors and Prospects form opens the detailed gift record associated with that gift number.
z
Donor—Unique ID number assigned by Pearl to each donor/prospect record in the Donors and Prospects form. Doubleclicking the number in the Donor field in the Donor Gifts form opens the detailed donor record associated with that donor
number.
z
Campaign—Unique name assigned by the user to each campaign record in the Donor Campaigns form.
z
Balanced—Pearl automatically checks to see if the sum of the Amount fields in the payments subform is equal to the grant
amount in Grants Management, or equal to the commitment amount in Donor Gifts. “Yes” is displayed if they are equal, “No”
if they are not.
z
Formal—How Donor wishes to be acknowledged for this gift . This field defaults to the FormalDefault field value from the
Donor . The user can override this field. For instance, if the donor wants to be unnamed on this one particular gift, the value
of the field should be changed to “Anonymous”.
z
Mem—In Memory or Honor of. The drop down list that appears for this field is ‘self generating’ meaning it shows all previous
entries to the field. The user can choose from the list or type the text to appear such as "in celebration of 25 years of
marriage".
Payment subform special fields
These fields appear in the Payments subform.
z
PostingDate—The projected or actual date of a transaction, when used in conjunction with the Folio field. If the folio (check
number) is not blank, this is an actual date; if the folio is blank, this is a projected date.
z
Folio—The check number or batch ID of this transaction. (See PostingDate above.) If this field is blank, the payment is
pending. Fill in this field to indicate that the payment has been paid. In addition, for those who use Pearl Fund Accounting,
typing GO in this field triggers the fiscal transfer and transfers the dollar amount in the Amount field as a transaction in the
General Journal. The Folio value automatically changes to "{pend}" until the transaction is posted to the General Ledger, at
which point it is automatically updated by the ledger to show the actual check number or batch ID.
z
pSer—Unique ID number assigned by Pearl in the Grants Management component to the payee for the grant. To choose a
payee, double-click the pSer field to call up the CList, search for a payee name and address, select or add it, then close the
CList form. If the payee is different from the applicant, the payee name will be transferred to the General Journal during fiscal
transfer.
If you have the payee (pSer) on each line of your payments subform, you can have multiple payees on the same grant record.
For example, suppose a scholarship was awarded to a student to be applied to tuition at whichever college the student is
attending. If the student goes to one school the first year, then switches schools, you just change the Payee (pSer) for the
second and subsequent years. As another example, suppose a grant was awarded for an addition to the public library. Rather
than reimbursing the applicant, you pay the actual invoices to the architect, the construction group, the inspectors, etc. You can
have separate payment lines for each of these items and a different payee listed for each.
The following four fields are used in configuring Pearl's automatic Grants Management payment scheduling feature. They do not
normally appear on the screen, but are usually expressions in a query, configured to meet an organization’s needs.
z
Paym—Number of payments; the default is 1 if the field does not exist or is Null.
z
MoPaym—Number of months between payments; the default is 1 if the field does not exist or is Null.
z
PaymBeg—Date on which to start payments; the default is today if the field does not exist or is Null.
z
PaymWH—Amount withheld for the last payment; the default is 0 if the field does not exist or is Null.
General Journal special fields
These fields appear in the General Journal form.
z
PostingDate—If you leave this field blank, Pearl will post the transaction with the current computer date. To pre or post date
transactions, fill this field in with the date the transaction was or will be posted. For payable transactions, whatever is in this
field will be the date that is printed on the check, again, if you leave this field blank for a payable record, the current computer
date will appear on the check.
z
Folio—If you leave this field blank, Pearl automatically fills it in for most transaction types, but you can overwrite the entry.
{
Payable, Pearl fills in "CDXXXXXX", where CD stands for Cash Disbursement and XXXXXX is the up to 6-digit check
number.
{
Receivable, Pearl fills in "CRXXXXXX", where CR stands for Cash Receipt and XXXXXX is the Month and Day on
which the transaction was posted.
{
General Journal, Pearl fills in "GJXXXXXX", where GJ stands for General Journal and XXXXXX is the next GJ
Number value shown on the Posting Screen. This number, like the next check number, is incremented automatically.
{
Manual Check or Void Check, you must enter the folio, using the format "CDXXXXXX", where CD stands for Cash
Disbursement and XXXXXX is the up to 6-digit check number.
TransactionType—Lets you specify a transaction type (payable, receivable, void check, manual check or general journal).
Changing the transaction type changes which fields are displayed in the General Journal form. For example, selecting
payable displays the Debit column only; the entire transaction will be a credit to a cash account you can specify. Selecting
general journal displays both Debit and Credit columns.
z
To filter based on type when opening the General Journal form, you might enter the following in the Filter field:
transactiontype="receivable"
z
Recur—Typing in this field identifies this record so that it can be re-used for recurring transactions which can be modified as
necessary. Examples of recurring entries include utility bills, office rent, quarterly payroll tax and payroll.
z
Form1099Default—Stored in the Constituent List, check this field if this constituent normally receives a 1099 form at year
end.
z
Form1099—Stored with each transaction in the posted general ledger, this identifies which transactions count toward 1099reportable income.
Loans special fields
z
Loan—Unique ID number assigned by Pearl to each loan record in the Loan Servicing form.
z
Disburse—Date of First Disbursement. This fills in automatically with the date of the initial disbursement on the loan.
z
Prin—Current Total Disbursed Principal. This field fills in automatically with the total of any disbursements to the loan.
z
Rate—Current Interest Rate. This field fills in automatically with the interest rate as of today.
z
Term—in Months. Enter the length of the repayment period in months. For a 5 year loan, enter 60 in the Term field.
z
Amort—Amortization Term in Months. Enter the length of the pay back period used to calculate payments. If the Amort
term is longer than the Term, the payments will be lower, but there will be a Balloon payment at the end of the loan. A
balloon payment is a larger,lump sum payment collected at the maturity date of the loan to pay it off.
z
MoPaym—Number of months between payments. Enter the number of months between regular loan payments. For
monthly payments, enter 12, for quarterly payments, enter 3, for annual payments, enter 12, etc.
*** The values entered in the Term, Amort and MoPaym fields are used to determine the regular payment amount that the
borrower pays each time a payment is due.
z
Maturity—Maturity Date. This is automatically calculated based on the initial disbursement date and the Term of the loan.
This date can be overridden and extended if the lender extends the term of the loan. Once the maturity date of the loan has
been reached, Pearl no longer increments the value of the Next field.
z
Next—Next Payment Due. This is the next time the borrower is due to make a payment. If the borrower is behind in
payments, this date will be in the past. If the borrower is caught up with payments, the Next will be in the future. This field is
calculated automatically and can only be changed if the user uses a Set Current action. The Next date will never be more
current than the Maturity date of the loan. To extend the term of the loan, change the maturity date.
z
Each—Payment amount expected in next payment. This value is calculated automatically. To change the Each value, use
a Set Payment Amount action.
z
D30, D60, D90, D120—overdue payment amounts. These fields are automatically calculated and indicate payment amounts
that are 30, 60 ,90 and 120 days+ overdue.
z
Balance—Remaining Principal balance. This is automatically calculated. This indicates the remaining amount of principal
the borrower has to pay back. This is the amount that interest is calculated on for the next payment.
z
Accrued—Accrued Interest. This value is automatically calculated. This is the amount of interest that has accrued since the
last payment was made.
z
Daily—Daily Interest on current balance. This value is automatically calculated. This is the amount of interest that accrues
each day on the current principal balance.
z
Balloon—Balloon due and end of term. This value is automatically calculated. This is the lump sum amount that is due on
the maturity date of the loan. A value is only reported in this field if the balloon is more than 1 ½ times the amount of the
normal payment amount.
z
Payoff—Payoff Amount. This value is automatically calculated. This is the amount that the borrower has to pay today to
pay off the entire loan. If the borrower will be making the final payment 2 days from now add the Daily x 2 to the Payoff
amount.
Volunteering special fields
z
Vol—Unique ID number assigned by Pearl to each volunteer record in the Volunteering Events and Hours form.
Finished field
Use this field to lock the record so that changes cannot be made to it.
Lock the record by entering a date in this field. A date in the Finished field indicates that the activity for the grant, gift or loan is
complete. Unlock the record by blanking out the date in the Finished field.
Using Google to look up names
Use this feature to quickly look up information on any person or organization in Pearl using Google.com.
1.
On any form, click the Tools menu and select the Google command.
Pearl displays a dialog box, asking you to pick a name from those displayed on the form.
2.
Select a person or organization and click OK.
A browser window opens, listing links for the name you googled.
Entering data
To enter data in a form, click in a field and type.
z
As you type in a field, it turns yellow, and the triangle in the record selector bar on the left side of the form turns into a pencil.
Pearl saves your changes as you type, but you can still undo changes while the record selector bar shows a pencil.
z
To replace a field’s content, drag to select the contents and type.
z
If you make a mistake, press the Backspace key.
z
To cancel changes to the current field, press Esc or choose Undo Field from the Edit menu.
z
To cancel changes to the entire record, press Esc twice or choose Undo current field/record from the Edit menu.
Also see Entering names and addresses and Entering dates.
Using abbreviations
1.
If possible, don’t abbreviate. If you do, standardize abbreviations, and fix incorrect ones immediately, to prevent
duplicates.
See Entering names and addresses.
Entering names and addresses
Refer to these guidelines to standardize entering names and addresses:
z
Entering names
z
Entering addresses
z
Common street address line abbreviations
z
Secondary address unit designator
z
Ad hoc abbreviations
Entering names
1.
Use the following format whenever you type names in Pearl (including organization, individual and contact names):
Lastname^Firstname
(Press Shift+6 to insert the ^ character.) Pearl alphabetizes based on what’s to the left of the ^ (caret) in the field. Pearl
automatically flips the name to First, Last on reports and letters using the FLName field, so you do not have to type the name
twice. When entering a name, start with the portion you want Pearl to alphabetize on, and keep in mind that the name will flip at
the caret.
Examples:
2.
z
Ames^Ms. Mary (FLName=Ms. Mary Ames)
z
White, Jr.^Paul (FLName=Paul White, Jr.)
z
Bromelkamp^Henry A. (FLName=Henry A. Bromelkamp)
z
Coca Cola Company^The (FLName=The Coca Cola Company)
z
MacArthur Foundation^The John D. and Catherine T. (FLName=The John D. and Catherine T. MacArthur
Foundation)
z
Fairview Hospital (does not need a ^ because it will alphabetize correctly as is)
z
Jenson^Liz Olson and Eric (FLName=Liz Olson and Eric Jenson, partners with different last names)
If an organization has an alternate name, enter the full name of the organization in the Name field and the acronym in
the AKA field.
3.
z
Example: Name = Council on Foundations, AKA = COF
z
If the organization is better known by its acronym than its full name, you can put the acronym in the Name field and the
full name in the AKA field
z
Example: Name = YMCA AKA = Young Men’s Christian Association
If possible, don’t abbreviate. If you do, abbreviate words at the end of the name rather than at the beginning. Fix
incorrect ones immediately, to prevent duplicates.
(See Ad Hoc list below for suggestions). This is recommended because people typically search using F2 by the first several
characters of the field.
Entering addresses
1.
If possible, don’t abbreviate. If you do, standardize abbreviations, and fix incorrect ones immediately, to prevent
duplicates.
If you must abbreviate, or choose to abbreviate certain words (example Univ for University or Bd of Educ for Board of
Education), be consistent. That means you will ALWAYS use Univ for University, even if there is sometimes enough room to
spell out the entire word.
2.
3.
In the Street Address, except for the ordinal numbers* (2nd, 4th, etc.), do not abbreviate the formal names of streets:
z
123 Southwest Ave (not 123 SW Ave)
z
321 Crescent Dr (not 321 Cres Dr)
z
1400 Three Berry Ln (NOT 1400 3 Berry Ln)
z
* but: 106 E 24Th St (not 106 E Twenty-forth St)
When entering abbreviations for US States or Canadian Provinces, use the standard 2-letter postal abbreviations.
Sources: http://www.reading.org/styleguide/abbreviations.html#usa
http://www.reading.org/styleguide/abbreviations.html
4.
Do not abbreviate any part of the city or town name.
z
North Augusta SC (not N Augusta)
z
Saint Louis MO (not St Louis)
z
Fort Myers FL (not Ft Myers)
z
Somers Point NJ (not Somers Pt)
Common street address line abbreviations
Full
ALLEY
AVENUE
BOULEVARD
BOX
BRANCH
BYPASS
CAUSEWAY
CENTER
CIRCLE
CORNER
CORNERS
COURT
Abbreviation
ALY
AVE
BLVD
PO BOX
BR
BYP
CSWY
CTR
CIR
COR
CORS
CT
CROSSING
CROSSROAD
DRIVE
EXPRESSWAY
FREEWAY
HEIGHTS
HIGHWAY
ISLAND
JUNCTION
JUNCTIONS
LANE
MOTORWAY
OVERPASS
PARKWAY
PLACE
PLAZA
POINT
POST OFFICE
BOX
RIDGE
ROAD
ROUTE
SQUARE
STATION
STREET
TERRACE
THROUGHWAY
TRAIL
TURNPIKE
UNDERPASS
VALLEY
XING
XRD
DR
EXPY
FWY
HTS
HWY
IS
JCT
JCTS
LN
MTWY
OPAS
PKWY
PL
PLZ
PT
PO BOX
RDG
RD
RTE
SQ
STA
ST
TER
TRWY
TRL
TPKE
UPAS
VLY
Secondary address unit designator
Full
APARTMENT
BASEMENT
BUILDING
DEPARTMENT
FLOOR
FRONT
HANGAR
LOBBY
LOT
LOWER
OFFICE
PENTHOUSE
PIER
REAR
ROOM
SIDE
SLIP
Abbreviation
APT
BSMT
BLDG
DEPT
FL
FRNT
HNGR
LBBY
LOT
LOWR
OFC
PH
PIER
REAR
RM
SIDE
SLIP
SPACE
STOP
SUITE
TRAILER
UNIT
UPPER
SPC
STOP
STE
TRLR
UNIT
UPPR
Ad hoc abbreviations
Full
Administration
Administrator
Advisor
Association
Assistant
Bureau
Center
Chairman,
chairperson
College
Committee
Community
Company
Corporation
Council
Coordinator
Department
Development
Director
District
Division
Education
Elementary
Executive
Financial
Foundation
Government
Graduate
Honorable
Headquarters
HighSchool
Incorporated
Independent
School District
Institution
Library
Limited
Metropolitan
Middle School
National
Office
Organization
Abbreviation
Admin
Administrator
Advsr
Assn
Asst
Bur
Ctr
Chair
Spell it out
Cmte
Cmnty
Co
Corp
Coun
Coord
Dept
Dev
Dir
Dist
Div
Educ
Elem
Exec
Fin
Fndn
Gov
Grad
Hon
Hqtrs
HS
Inc
ISD
Inst
Libr
Ltd
Metro
MS
Natl
Ofc
Org
President
Professor
Program
Project
Saint
School
Services
Supervisor
Superintendent
Township
University
Vice President
Pres
Prof
Prog
Proj
St
Sch
Srvcs
Spvr
Supt
Twp
Univ
Vice Pres
** Information and examples gathered from:
http://www.reading.org/styleguide/postal_standards.html
http://www.usps.com/ncsc/lookups/usps_abbreviations.html#suffix
Entering dates
You can enter dates using an abbreviated format, and Pearl interprets the date for you. For example, type 8/15/07 for August 15,
2007.
Pearl uses Microsoft Access’ method for interpreting years entered with two digits:
z
Dates entered as 1/1/00 through 12/31/29 are interpreted as 1/1/2000 through 12/31/2029.
z
Dates entered as 1/1/30 through 12/31/99 are interpreted as 1/1/1930 through 12/31/1999.
Selecting dates
Pearl provides an easy and visual way to choose dates. Double-click any date field on a form or subform and the Pearl Calendar is
displayed:
Select a year, month and date from the calendar, then close it by clicking OK on the form. The date you selected is automatically
inserted into the selected date field. To close the calendar without selecting/changing the date in the field, click on the X in the upper
right corner of the calendar window.
Note: To enter today’s date into a date field, hold down the Ctrl key and press the semi-colon (;) key.
Changing the Tab key order in forms
Tab order is the order in which your cursor moves from field to field when you press the Tab key on the keyboard during data entry.
In standard tab order, the cursor progresses through the fields left to right, from the top of the form to the bottom.
Note: You can move your cursor backwards through the tab order by holding down the Shift key while pressing the Tab key.
By default, any new field you add to the form always becomes the last field in your tab order, no matter where you place the new
field on the form. So after adding or moving fields around on your Pearl forms, make sure to update the tab order, by following these
steps.
1.
Display the form in Design view.
2.
Click the section of the form for which you’d like to specify the tab order.
For example, click the Form Header, Detail, or Form Tab.
3.
Select the Tab Order command from the View menu.
The Tab Order window shown below appears. The fields are displayed in the Custom Order field in the order the cursor will
move through them.
4.
Specify tab order.
„
To use standard tab order, click the Auto Order button and click OK. Close and save the form.
Note: If the cursor does not follow standard order even after you have specified "Auto Order," it could be because the fields
are slightly out of alignment with each other. Return to Design view, select all the field controls in a group, select to Grid from
the Format menu, then select from the "Align" submenu. Then specify "Auto Order" again, and save your changes.
„
To specify a custom tab order, select a row by clicking the gray box in front of the field name. Click and drag it to a new
location and release. Hold down the Shift key to select multiple rows. Click OK, then close and save the form.
Remove a Field from the Tab Order
You may want to exclude some fields from the tab order, such as calculated or locked fields, checkboxes, or infrequently used fields.
By removing the field from the tab order, you prevent the cursor from stopping in those fields during data entry, but still can click
directly in the field. Follow these steps to remove a field from the tab order.
1.
Right-click the field on the form in design view and choose Properties.
The Property window is displayed, as shown below.
2.
Click the Other tab.
3.
Click the Tab Stop property and choose No.
4.
Close the property window, then close and save the form.
Control other cursor behavior
You can also specify what happens when:
„
you press the Enter key (nothing, the cursor moves to the next field, or moves to the next record)
„
you press the arrow keys (the cursor moves to the next field or to the next character)
„
your cursor enters a field (selects the entire field, or blinks at the beginning or end of the field)
You can also set the cursor to stop at the last field in the tab order, instead of moving to the next record.
To set these options,
1.
Unhide the database window.
2.
Choose Options from the Tools menu
The Options dialog box is displayed.
3.
Click the Keyboard tab and select options.
Adding a record
Adding a record in Pearl consists of these main steps:
1.
Open the form in which you want to add a record.
For example, open the Grants Management form to create a new application record.
The form opens with its fields bright turquoise, ready for you to enter a name in the Name field by which to search.
2.
Search for the record.
Why search for a new record instead of just adding one? Duplicate records are the biggest challenge in database maintenance.
Searching first is more efficient, requires fewer keystrokes, and helps prevent duplicate records.
After you press F2, Pearl searches for records of that type (grant records, for example) with the specified name and displays the
results in the Pearl Find List screen. Make sure the record is not on the search results list; if it is, select the record instead of
adding a new one.
3.
Create new records as needed.
Unless the individual or organization’s name is already used by another record, you’ll need to create new Contacts Tracking and
CList records when adding a new record. Pearl links the Contacts and CList records to the new record automatically.
For details, see Create a grant record, Create a donor gift record, Create a donor/prospect record, Create a loan record, Create
a volunteer record, or Create a campaign record.
You can now enter data in the record’s fields.
Changing a record
1.
Open the form in which you want to change a record.
Note: Be sure that the Browse checkbox is not checked when you click the Open button in the Pearl Navigator. You cannot
make changes to records in Browse mode.
2.
Search for the record.
3.
Click the field you want to change and type new information.
Once you begin to enter changes to a field, the field turns yellow, and the triangle in the record selector bar at the left of the form
turns into a pencil. Pearl saves your changes as you type, but you can still undo changes while the record selector bar shows a
pencil, by pressing the Esc key once to undo changes to the current field, or pressing Esc twice to undo all changes to the
record. To accept the changes, click the pencil and the triangle appears again.
Note: Changes you make in Constituent List fields (enclosed in orange) and Contacts Tracking fields (enclosed in yellow)
will be reflected everywhere those fields appear. For example, changing a constituent’s address in a Grants Management record
changes the constituent’s address everywhere (including other Grant records, Fund Accounting, and so on).
Deleting a record
Follow the steps below to permanently delete records.
1.
Open the form in which you want to delete a record.
Note: Be sure that the Browse checkbox is not checked when you click the Open button in the Pearl Navigator. You cannot
make changes to records in Browse mode.
2.
Search for the record.
3.
Click the record selector.
This is the bar on the left side of the screen with a triangle at the top. Its color becomes inverted to show that it is selected. This
selects the record so you can delete it rather than a field.
4.
Press the Delete key.
(You can also choose Delete Record from the Edit menu.) Pearl prompts you to confirm the action.
5.
Click Yes to delete the record, No to cancel the deletion.
Searching for records
You can search for records in any form. You can also search for records by filtering.
1.
Enter search mode (where fields are blank and bright turquoise).
When you open a form, fields appear in bright turquoise, ready for you to enter search criteria. If you’re already viewing a form,
press F2 to display blank turquoise fields.
2.
Type the first four or five characters you want to search by in one or more fields.
For example, to find records with names starting with "Bri", type Bri in the Name field.
Follow these guidelines:
3.
„
Don’t type quotation marks or other special characters.
„
Case doesn’t matter. You can type characters in upper or lower case, regardless of how they appear in the record.
„
Type a ? (question mark) to match any single character; type an * (asterisk) to match one or more characters. (These
are called wildcards.) For example, type Ols?n to find constituents with the name Olsen or Olson. To find contacts with
the first name John, type *John in the Contact field; type 100* to find all organizations and individuals whose zip code
start with 100.
„
You can search using any field, not just the Name field. For example, search for a specific application number in the
Grants Management form by typing the number in the App field.
„
You can type information in more than one field. This further narrows the search.
„
To search for data anywhere in the field, not just at the beginning of the field, start the search with an asterisk (*), then
enter your search text.
Press the F2 key.
Pearl searches the database and displays its results in a Find List screen like the one shown below.
„
In the Where field, Pearl displays the Where clause it automatically created. This describes to the database what you
are searching for; Where clauses are used in filtering records. You can edit the Where clause to search by a range of
dates or amounts, or other criteria you choose. After editing the clause, click elsewhere in the window or press Enter and
Pearl will search the database using the edited criteria.
Note: When you search by name, Pearl also searches the Contact, AKA and Dept fields for the same value.
4.
„
If Pearl does not find any records that match your search criteria, headings but no records appear in the list, and the
words "No records found" are displayed. You can click Cancel to exit the Find List and type different characters for the
search, or check the Look Harder box to search by how the words sound rather than how they’re spelled. For example,
if you are searching for the name "Brown" and check the Look Harder option, Pearl will also find entries like "Braun" and
"Broon." You can also click the New Rec button to add a new record, if you were not able to find the one you were
searching for.
„
Click the Columns button to select different fields to display in the Find List.
Select an action in the action field.
In the field below the Where field, specify the action you want to take with the filter. You can choose:
5.
z
show highlighted record (default)—Displays the record highlighted in the F2 list in the selected form.
z
filter the form—Displays the form with all records found in the F2 search. The word "Filtered" displays at the bottom to
include that you're viewing a subset of records. To remove the filter, click the Filter button on the toolbar or choose
Show All Records from the Records menu.
z
filter a letter—Displays a letter for all records found in the F2 search. First prompts you to select a letter from the Pearl
Navigator.
z
send email—Displays options for sending a broadcast email to all recipients found in the F2 search. Before sending the
email, deselect recipients from the list if needed.
z
filter a report—Displays a report for all records found in the F2 search. First prompts you to select a report from the
Pearl Navigator.
z
create a query—Allows you to save the F2 search's criteria for use in printing or a new report or letter. You'll be
prompted to name the query.
Click OK.
Note: To repeat the last search using the same criteria, press Ctrl+F2.
Filtering the form
To display the selected form after searching for records, choose the Filter the form option at the top of the F2 Find List and click
OK. Pearl applies all criteria you selected in the search to the form and opens it so you can scroll through all matching records. The
word "Filtered" appears in the record selector bar. You can remove the filter by clicking the filter button on the tool bar or by selecting
Show All Records from the Records menu.
Filtering a letter or report
Want to print a report or mail merge letter but are unsure of which filter will get just the records you want? After searching for records
using F2 options, choose the Filter a letter or Filter a report option at the top of the F2 Find List and click OK. Pearl displays the
Letters or Reports menu and automatically fills in the filter. Select the letter or report and click Preview or Print.
Note: Reports print as designed. (This may include information not seen in the columns of the F2 Find List.) Also, the query that the
letter or report is based on must include the field that you are using in your filter. If it does not, a parameter prompt appears. Click
OK to the prompt and Pearl will indicate that there are “no records to print.” You can click OK and proceed by adding the needed
field to the relevant query and trying again.
Sending email after filtering
To send a broadcast email after searching for records, choose the Send Email option at the top of the F2 Find List and click OK. An
Email window appears listing the records you filtered. You can further refine the distribution list by deselecting certain records. Note
that Pearl removes duplicates in the distribution list so that only one email is sent to each recipient.
Note: For details about group emails, see Sending broadcast emails.
Creating a query after filtering
After searching using the F2 Find List, it's sometimes helpful to use the information to create a query for printing or to use it as the
basis for a new report or merge letter.
After searching for records, choose the Create a query option at the top of the F2 Find List and click OK. You will be prompted to
assign the query a name.
Next, Pearl displays the query's design view. The columns in the query are the same columns you saw on the F2 Find List. Pearl
added the criteria under the appropriate columns so that when run, you query contains the same records as the F2 Find List.
When you view the query in datasheet view, the results are the same as displayed on the F2 Find List.
Customizing the Find List
Follow these steps to change the fields displayed in search results after searching for records.
Note: The search display options are specific to each user and each form.
1.
Click the Columns button on the Find List form.
The Find List form appears, as shown below. (Its title depends on the name of the form.) The left box lists all fields available for
display and the right box lists all fields selected for display.
2.
Move fields from the left box to the right.
„
Double-click fields in the left box to quickly move them to the right box. Fields will be inserted beneath the highlighted
field on the right.
„
Click the single arrow buttons to move the selected field in the direction of the arrow.
„
Click the double arrow buttons to move all fields in the direction of the arrows.
Note: Uncheck the Use for future find lists box at the bottom of the screen to change the fields for this search only. If you
leave the box checked (default), Pearl saves your changes.
Note: Columns are displayed in the Find List in the order in which they’re listed in the right box on this form. To insert a
column into a specific position, highlight the field in the right box below which you want the new column added, then insert the
column from the left box; the column is inserted in the right box below the column you highlighted.
3.
Click OK.
You return to the Find List with the fields you selected displayed.
Note: Pearl sorts in order by the first field in the list.
Where clauses
Creating a filter involves typing a Where clause to identify the field you want to search and how you want it searched. For example,
you would use the following Where clause to search for an organization whose contact name is Wendy Lovett (Lovett^Wendy):
A Where clause consists of three parts:
z
a field
See Guidelines for using field names. You can use the name of any field in any form, but the field name needs to be typed exactly
as it appears on the form (with a few exceptions).
z
an operator
See Guidelines for using operators. The operator tells Pearl how to compare field values with the value you enter (described
below).
z
a value
See Guidelines for using values. This is the value to match, also known as the operand. In the above example, Pearl searches the
Contact field values for a value like Lovett. The * (asterisk) allows Pearl to accept any characters after Lovett, such as
Lovett^Wendy or Lovett^Lyle. (An asterisk (*) character used in this way is called a wildcard.) Depending on the type of value you
enter (text, number or date), you need to include quotation marks or pound signs.
Note: You can combine Where clauses when specifying filters to create AND and OR conditions. You can also include
parentheses to control the order in which arithmetic conditions are evaluated.
Using Access' find feature
You may want to use Microsoft Access’ Find function in some cases to search for records. Unlike Pearl, it does not display search
results in a Find List. It provides different search options from Pearl’s, such as matching upper or lower case.
Note: Microsoft Access Find will not work if the screen is in search mode (fields are turquoise). Make sure the fields are white or
you are actually in a record.
1.
Click the Find button on the Access toolbar.
The Find dialog box appears.
2.
Enter search criteria.
For example, enter the characters you want to find, the direction to search, and which parts of the field to match. For information
about a particular field in the Find dialog box, click the question mark in the upper right corner and click fields; for general
information about searching, search for Find in the general Microsoft Access Help using the Help menu.
3.
Click Find First or Find Next.
Filtering in forms using Access
Use Access’ Filter commands to quickly answer questions like these:
„
How many grant applications were received from Adams County where the requested amount was greater than $10,000?
„
Which donors gave us the largest gifts this year?
„
How many organizations are on the annual report mailing list?
„
How many education grants have been made so far this year? Which of them have overdue reports?
1.
Open a form in the Pearl Navigator and display a record.
(The Grants Management form is displayed in the examples shown.) See Searching for records for details about searching.
2.
Using the right button on your mouse, click the cursor in the field you want to query.
In the example above, the cursor is in the Program field, whose current value is ‘Project Support’.
3.
From the menu that appears, select a filter option.
Here’s what happens when each of the options is selected.
„
Filter by Selection: Pearl filters down to only those entries that have the same value in this field as the current record.
In our example, only those entries with ‘Project Support’ in the Program field will remain. Notice the record navigator bar
at the bottom of your screen shows Record 1 of X (Filtered) – where X is the total number of filtered records.
„
Filter Excluding Selection: Pearl filters down to only those entries that have a value other than the value of this field on
this record. (This command performs the opposite of the Filter by Selection option.) In the example above, if you want
all records except the ‘Project Support’ records, you’d choose ‘Filter Excluding Selection,’ and only the ‘Project Support’
records would be ruled out.
„
Filter For_______________: This option allows you to enter a value for the filter. This allows you to filter for any value,
not just the one displayed. To find all applications where the Program field value is ‘Capital’, ‘Filter For,’ type Capital, and
press <Enter>. You can use the >,<,<>, <=, >= and = symbols if you are filtering a number or date field. For example,
you can right click the Grant field, choose ‘Filter For’ and type >=5000. Pearl shows you the entries where the value of
the grant field is greater than or equal to $5,000.
„
Remove Filter/Sort: When you want to see all records again, right-click in any field and select ‘Remove Filter/Sort’. The
record navigator bar shows Record 1 of X. Notice that the word ‘(Filtered)’ is no longer displayed there. That indicates all
records are visible and X represents the total number of all available records.
Note: You can use filters in conjunction with one another. For example, to find out how many grant applications were received
from Adams County where the requested amount was greater than $10,000, apply a filter on the County field, and then one on the
Grant field. Pearl displays only those records that match both filters.
For details about sorting commands on this menu, see Sorting records.
Sorting records
The Sorting functions make it easy and convenient to view Pearl records in alphabetical or chronological order by any field. You can
sort records even if a filter has been applied. (For details on advanced sorting, see Microsoft Access’ help.)
Keep the following points in mind:
1.
z
You can sort by any field on your data entry form, including date fields, number fields and checkbox fields. However, you can
not sort main form records using fields in the subform.
z
In a form, you can sort on only one field at a time. You can sort all records in ascending or descending order (not both). (You
can perform complex sorts that combine ascending and descending order using Access advanced functions, as described in
Access’ help.)
z
The sort order is saved when you exit the form.
z
Use ascending order to sort dates and times from earlier to later. Use descending order to sort from later to earlier.
z
When you sort a field in ascending order, any records in which that field is blank (contains a Null value) are listed first.
Right-click the field you want to use for sorting records.
For example, to sort records by last name, right-click the Name field on the form.
2.
On the menu that appears, choose the Sort Ascending or Sort Descending command.
For example, to see your data in alphabetical order by Name, beginning with names starting with A and ending with names
beginning with Z, right-click the Name field and select Sort Ascending. To see it in reverse order (Z to A) click Sort Descending.
To see grants in the order they were awarded, right-click the Decision Date field (Dec) and choose ‘Sort Ascending’.
About Pearl reports
Pearl provides a variety of commonly used reports for each Pearl component.
You can make changes to any reports in Pearl, including the standard reports provided. Keep in mind that reports are shared among
all users, so changes made to one will affect everyone. If you want your own version of an existing report, save a copy of it under a
different name before changing the report.
You filter reports the same way you filter records.
Note: On reports, letters and envelopes, you’ll typically want to display names with the first name followed by the last name.
Bromelkamp Company LLC uses the FLName expression to do this in standard reports and queries. The FLName expression uses
the FirstLast function to automatically turn the name around, by flipping the name at the carat. You will typically use the Name field
to sort by, and the FLName to print on reports, letters and envelopes.
Using Pearl Designer mode
The Pearl Designer allows you multiple Pearl users to work on reports simultaneously, bypassing the Microsoft Access limitation. It
works as follows:
z
If you attempt to create or modify a report from the Pearl Navigator (that is, clicking the Design or New buttons from the Pearl
Navigator’s Reports options), a message appears, notifying you that Pearl will open a separate copy (Pearl Designer under
your name)in which you can work on reports.
z
If you click OK, Pearl provides the new Pearl copy, notifying you that it created a new database for designing reports, called
Pearl Designer [your name].mdb.
z
The new version has an orange background to highlight that it's a separate version. Since all Pearl Designers are connected
to the ‘live’ Pearl’s data, the reports created in any of the Designers contain real-time data for previewing and printing the
report.
z
If you make changes to reports, you MUST import them into the main Pearl database in order for you and other users to have
access to them in Pearl itself.
Note: You MUST import into the ‘live’ Pearl (pearl.mdb) any objects such as queries or reports that were created or changed in the
Designer, and, when doing so, you MUST be the only one in Pearl. It’s important to move the new or changed objects soon after
you work on them, because applying a Pearl software version update will automatically move ALL Pearl Designers to the Archive
folder, making it more difficult to identify the correct version of the object.
Previewing and printing reports
1.
Select Reports at the top of the Pearl Navigator.
The list of available reports is displayed in the field below. This list includes all standard reports provided with Pearl and any
custom reports your organization creates.
2.
Click the name of the report you want to view or edit.
For example, click Contacts Avery 5160 Labels.
3.
Type a filter in the Filter field to select certain records only (optional).
4.
Select a button at the bottom of the Pearl Navigator screen.
z
Click the Print button to print the entire report.
z
Click the Preview button to view the report. You can use the controls provided to through view pages of the report, print
certain pages and change viewing options (zoom and pages on screen).
z
Click the Design button to make changes to the report’s layout.
z
Click the New button to lay out a new report.
Saving a copy of a report
1.
Unhide the Pearl database window and click the Report tab.
The list of available reports is displayed in the field below. This list includes all standard reports provided with Pearl and any
custom reports your organization creates.
2.
Click the name of the report you want to copy.
3.
Choose Copy from the Edit menu.
4.
Choose Paste from the Edit menu.
The Paste As dialog box is displayed.
5.
Type a name for the new report in the Report Name field.
The name can be long and descriptive.
6.
Click OK.
The new report is displayed. When you return to Pearl Navigator, the new report will appear in the Reports list.
Changing a report
Before changing a report, you may want to save a copy of it under a different name.
1.
Select Reports at the top of the Pearl Navigator.
The list of available reports is displayed in the field below.
2.
Click the name of the report you want to change.
3.
Click the Design button.
Your copy of the Pearl Designer appears. Click the Design button again and the report you selected is displayed in design
mode.
4.
Use Microsoft Access’ design functions to make changes to the report.
Choose commands from the Help menu (Access Help) or click the ? in the toolbar for more information about changing reports.
For example, look under Designing Reports, or click fields to select them, then move or resize them or change their attributes.
Adding a report
1.
Select Reports at the top of the Pearl Navigator.
The list of available reports is displayed in the field below.
2.
Click the New button.
Your copy of the Pearl Designer is displayed. Click the New button again and the New Report dialog box appears.
3.
Select how you want to create the report.
„
Select Design View to create the report in layout view.
„
Select Report Wizard to use Access’ wizard to create the report.
„
Select the Columnar, Tabular, Chart or Label options to create that type of report using the corresponding wizard.
4.
Select the table you want used for the report.
5.
Click OK.
Follow the instructions for creating the report. Use Help menu commands or follow the wizard’s instructions.
About Pearl letters
One of Pearl’s most powerful features is its ability to print merge letters using Microsoft Word. The main document (the letter’s
template) is created in Word, which uses a query in Pearl as its data source. When merged, each letter is adjusted according to your
instructions.
We provide some standard letters and you can modify them or add new ones. You can create grant award letters, grant denials,
solicitations, pledge reminders, thank you letters and fund status letters. Some of these letters are already provided. Each letter can
automatically change to fit the addressee; for example, a thank you letter to a larger donor can list more benefits of membership than
the letter to an entry-level donor or an event attendee.
Note: Letters must be stored in a folder called Letters in the folder within which Pearl is stored.
To display the merge letters available, choose Letters on the Pearl Navigator.
Displaying names
On reports, letters and envelopes, you’ll typically want to display names with the first name followed by the last name. Bromelkamp
Company LLC uses the FLName expression to do this in standard reports and queries. The FLName expression uses the FirstLast
function to automatically turn the name around, by flipping the name at the carat. You will typically use the Name field to sort by, and
the FLName to print on reports, letters and envelopes.
Displaying salutations
Most forms contain a Sal (salutation) field, which is used for storing the words to follow "Dear" in a letter. This field is designed so
that if you have specified a default prefix of Mr., Mrs., Ms., or any other abbreviation that ends with a period (.), the last name of the
contact person will fill in after the prefix. If the contact person is Johnson^Kevin, and Sal has a default prefix of Mr., the Sal field will
fill in automatically with Mr. Johnson. If there is no default prefix on the Sal field, the contact person’s first name is used, and Sal
fills in with Kevin. If the Contact field is blank, Pearl uses the Name field to fill in the Sal field. You can override the Sal field as
needed. Note that you can also use the Formal field (if provided) to store or display the name in yet a different way.
Standard letters
Below is a list of standard letters provided in Pearl components. Depending on your Pearl configuration, some of these letters may
not apply.
Standard Grants letters
z
Letter of Intent Invitation to Apply: Written to a potential grantee who has provided a preliminary proposal, inviting him or
her to submit a full proposal. Identifies when the full request is due, where to locate its details and whom to contact with
questions.
z
Letter of Intent Denial Letter: Written to a potential grantee who has provided a preliminary proposal, informs him or her of
their decision NOT to invite a full request proposal; expresses thanks for submitting the preliminary request.
z
Application Acknowledgement Letter: Written to a potential grantee, acknowledges receipt of the grant request and
identifies when the request will be reviewed.
z
Grant Denial Letter: Written to the potential grantee, informs him or her that the request was denied and expresses thanks for
submitting the request.
z
Grant Award Letter: Written to the grantee, informs him or her that a grant of a specified amount has been awarded.
z
Grant Agreement Letter: Written to the grantee, informs him or her that an award was granted in a specified amount,
identifies the award's conditions and provides details for further information. Requests the grantee's signature as acceptance
of the grant award and terms.
z
Grant Payment Cover Letter: Written to the grantee, accompanies and identifies an award payment and its project.
z
Report Due Reminder Letter: Written to the grantee, reminds him or her that a report is overdue, and, according to the award
agreement, the next specified payment cannot be sent until the report is received.
Standard Donor Gifts letters
z
Gift Thank You Letter: Written to a donor, expresses thanks for the pledge or payment for a specified amount received on a
specified date.
z
Pledge Payment Reminder Letter: Written to a donor, reminds him or her of an overdue pledge payment for a specified
amount due on a specified date.
z
Pledge Payment Thank You Letter: Written to a donor, expresses thanks for pledge payment for a specified amount
(towards a specified total gift amount) received on a specified date.
About mail merge letters
This section covers the following topics:
z
Merge letter requirements
z
Creating a new merge letter
z
Reattaching a letter to its data source
z
Running merge letters
z
Merge letters tips and tricks
z
Updating Pearl fields using Pearl Set
z
Advanced merge letter features
z
Merge letters troubleshooting
About merge letters
Why use merge letters?
z
They're more accurate, since Word merge letters always retrieve the latest information from the data source records
z
They save time
z
“Never type the same thing twice!”
Microsoft Word merge letters are comprised of these components:
z
Merge Document, the part of the merge operation that includes the text that does not change per document.
z
Data Source, which supplies the merge letter with the text that changes in each letter – for example, the inside address
information. In Pearl, the data source for a merge letter is a query. The Pearl query includes any fields that will be used in the
letter, the sort order (the order in which the letters will print), and any criteria that defines the records for which the merge
letters will print.
Merge letter requirements
Here are baseline conditions for successful Pearl merge letters. (You will likely encounter problems if any of these conditions are not
met.)
z
All Pearl users should have the same version of Microsoft Office with all available service packs installed.
z
All Microsoft Office applications (Access, Excel, Word) should be the same version (i.e., don’t mix Access 2003 with Word
2002).
z
Pearl should be updated to at least version 4.17.
z
The user on the machine that opens Pearl must have read/write/edit permissions on Pearl’s root directory and all subfolders.
z
All workstations must have Pearl mapped to the same drive in the same way. Terminal server sessions must also use that same
mapping.
z
Merge letters created for Pearl must use the same drive mapping used to open Pearl (stored in the target property of the
shortcut to Pearl).
Creating a new letter
Create a new query
1.
Name the query in a way that clearly associates it with the letter for which it will be used.
Examples include: qryNotificationLetterDoc or qryNotificationLetter and Notification Letter.doc, qryNotifyDoc or qryNotifyLetter
and Notify.doc.
2.
Base the query on one of Pearl’s full queries and only select the fields that will be used in the merge letter and fields
on which to set criteria.
(If the query’s SQL statement exceeds 510 characters, you may get a message that the letter is not a merge document.)
3.
During the initial design phase or while editing an existing letter, use criteria in the query (like Num<10) to limit
temporarily the size of the record set to 10 or fewer records.
This will save time in viewing the merge to preview changes while composing the document. Remove the criteria after you are
satisfied with the design and are ready to run the full merge.
4.
Don't use a query with a parameter prompt.
Using a query with a parameter prompt might only work if opening the letter from the letters folder. You may get an automation
error if you attempt to open the letter from the Pearl Navigator. Keep in mind that Pearl Set commands will not work unless the
letter is opened from Pearl Navigator.
Note: The merge-to-Chronicle feature will only work for the Chronicle of the main table in the query, and only if the key field of
that table is in the query once. Keep in mind that Constituent List and Contacts Tracking share the same Chronicle system: CLIST
Chronicle, so be sure to include the Ser field in queries based on CONTACTS or CLIST. If the key field of the main table is not
included in the query, Pearl will automatically insert [Pearl Chronicle No] as the first line in your merge letter and handle it accordingly.
Create the letter
1.
In Pearl Navigator, select Letters and click New. Select the query you just created as the data source, then click OK.
2.
Compose the letter using the fields available in the query. Save when finished.
3.
Specify whether you want the letters to be automatically saved to Pearl Chronicle.
z
If yes, add this line of hidden text at the beginning of the letter in design view: [Pearl Chronicle Yes]
z
If no, add this line of hidden text at the beginning of the letter in design view: [Pearl Chronicle No]
Note: If you don't add either yes or no hidden text, Pearl will offer to save the letters to Chronicle at the time the merge
is executed.
4.
Test the letter by previewing it from Pearl Navigator. If the size of the query’s record set is not limited by criteria, use a
filter when previewing the letter.
Reattaching a letter to its data source
1.
Identify the query in Pearl to which you want to connect the letter.
Unhide the database window in Pearl and find the query in the list of query objects. Open the query to find out how many
records are in the record set. If there are more than 20 to 30 records, go to Design View and change the criteria (this can be
temporary) so that there are less than 30 records that display when the query is run. (For example, change the criteria for Dco
from >#6/1/2007# to >#6/1/2010.) Save changes.
2.
Close Pearl. Open the letter in the Pearl\Letters\ folder (using the common mapped drive) with Word.
If you get a message that Word could not find the data source, click the Options button, then click on the Remove Data/Header
Source.
3.
In the Tools menu, select Letters and Mailings>>Mail Merge.
On step 3 of 6, click on “Select different data source” or “Browse” depending on whether you had to click through the message
boxes in step 2. Navigate to Pearl.mdb using the common mapped drive for Pearl. Select Pearl.mdb and click Open.
4.
In the Confirm Data Source box, select the DDE connection and click OK.
Find and select the query from Step 1, make sure the Link to Query checkbox is checked and click OK. Click OK when the
merge records display. Close the letter and save changes.
5.
Open Pearl and verify that the merge is working as expected when you open the letter in Preview mode from Pearl
Navigator.
Initially, two Word documents should open, then one of them (the template) will close after the merge is executed.
Running merge letters
z
With [Pearl Chronicle Yes]
z
With [Pearl Chronicle No]
z
Without [Pearl Chronicle Yes] or [Pearl Chronicle No]
With [Pearl Chronicle Yes]
The merge will execute and you will receive this message. If you have a Set Command in the letter, Pearl will indicate how your data
will be updated.
Note: The message may be hiding behind the Word document. Do not close the merge document before clicking OK or Cancel;
Pearl will close it for you.
Each letter will have a line of hidden text indicating the source record in Pearl. Pearl will attach the letter to the corresponding record
in Pearl Chronicle.
Note: If you choose to send your letters to Chronicle, you still have the option of saving the Letters1 document as one large
document from Word. Keep in mind, however, that any changes you make to that document after saving the letters to Chronicle will
not be reflected in the individual letters in Chronicle.
With [Pearl Chronicle No]
Note: If the query behind your merge letter does not include the key field of the main table in your query, Pearl will automatically
make your merge letter a [Pearl Chronicle No] letter.
If you have a Set Command in the letter, Pearl will indicate how your data will be updated. If you do not have a Set Command in the
letter, you will not get a message.
Note: The message may be hiding behind the Word document. Do not close the merge document before clicking OK or Cancel.
Pearl will not automatically close the letter if it is set to [Pearl Chronicle No].
Each letter will have a line of hidden text indicating the source record in Pearl, but will not save the letters to Chronicle.
Without [Pearl Chronicle Yes] or [Pearl Chronicle No]
Pearl will first display a message about how to make processing to Chronicle automatic.
Note: The message may be hiding behind the merge letter. Pearl will offer to save a copy of each letter in Chronicle.
If the key field of the main table is not included in the query, Pearl will automatically insert [Pearl Chronicle No] as the first line in your
merge letter and handle it accordingly. When you click the Yes or No button and if there is a Set Command in the Letter, Pearl will
indicate how the data will be updated. If you select No and there is no Set Command, you will not get a second message.
Note: The message may be hiding behind the Word document. Do not close the merge document before clicking OK or Cancel,
or you will get an error message. Pearl will not automatically close the letter unless you have chosen to save copies of the letter in
Chronicle.
Merge letters tips and tricks
Tips and Tricks
z
Fixing letters: Avoid the frustration of attempting to fix a broken merge letter by copying the body of the broken letter into
Notepad. Use this de-formatted text as the basis for a fresh merge letter using the steps in Creating a new merge letter.
z
Parameter prompts in queries: Parameter prompts will work with Pearl’s Word Automation, but you may experience
special problems. We recommend using filters in Pearl Navigator to achieve the same results.
z
For Office XP and higher: In Microsoft Word, click on the Tools dropdown menu and select Options. Under the General
tab, make sure the 'Confirm Conversion at Open' (about 4th one down) option is marked. As you are going thru the mail
merge steps, after you select your data source (step 3), you'll get a Confirm Data Source box - make sure you select the
MSAccess Databases via DDE (*mdb, *mde) option.
z
Recipients List: If you are not seeing all records from the query in your merged document, check two things:
z
1.
In Design view, click the Mail Merge Recipients icon. In the Mail Merge Recipients dialog box, click the arrow in front of
one of the column headings and click (Advanced…). In the Query Options dialog box, click the Clear All button if there
is any criteria applied.
2.
Be sure the record Navigator is set to #1.
General Word merge tips: Refer to http://homepage.swissonline.ch/cindymeister/MergFram.htm.
Updating Pearl fields using Pearl Set
At the end of any merge letter you can embed commands to update one or more Pearl fields during the Merge Letter procedure. The
Pearl Set commands must be enclosed in square brackets in hidden text and adhere to the following format. Note that if case is
altered from example, function does not work.
[Pearl Set FieldToUpdate=Value]
When you preview the merge letter from the Pearl Navigator, Microsoft Word is loaded, the template document is loaded and the
merge automatically takes place to a new document. Note that you must preview from the Pearl Navigator.
Preview and print the merge letters, then close the new document, saving it if you want. Notice that the Pearl icon on the Start Bar is
blinking; click it and you’ll see a prompt asking if you want to update the field you specified with the data you specified. If you
respond Yes, a second message tells you how many records will be updated with that information. If you’ve set more than one field
to be update, the additional update questions will be displayed. If you DON’T want the Pearl fields updated, click No when
prompted.
Note: Since the Pearl Set command gets formatted as hidden text, you MUST turn on the formatting marks to show Hidden
Text. (In MS Word, click the Tool dropdown menu, select Options, and in the Formatting Marks section, check the Hidden Text
option.) Important: This must be done after opening the letter from Pearl Navigator using the Design button; doing this
after opening the letter from the Letters folder will not affect Word settings for Pearl’s use of Word Automation. The Pearl
Set command should be the last line in the merge letter. However, do not make the final hard carriage return hidden. You can verify
that it is not hidden by marking the ALL option under Formatting Marks.
Field update examples
[Pearl Set DateField=DateAdd("m",-3,[date])]
[Pearl Set DateField=Date()]
[Pearl Set DateField=[Update DateField to what date?]]
[Pearl Set DateField=Now()+1]
[Pearl Set TextField=Null]
[Pearl Set TextField="Minnesota"]
[Pearl Set TextField="State: "&[State]]
[Pearl Set TextField=[Update TextField to what State?]]
[Pearl Set NumField=1000]
[Pearl Set NumField=iif([each]>500,[each]+100,[each])]
[Pearl Set NumField=[each]+500]
[Pearl Set NumField=Null]
Advanced merge letter features
“If Then Else” Statements
1.
Drop down the menu on the Insert Word Field button on the toolbar.
2.
Fill in the Fields to compare and the operator.
3.
Type the text in the “insert this text” area which you would like to see in the merged document, if the comparison is true.
4.
In the area of the Window that says “Otherwise Insert this Text,” type in a place holder like, “XXXX”. Click OK.
5.
From your merge document, place the cursor at the placeholder and start the If Then Else process over.
What’s the Difference between Ask and Fill In?
1.
Drop down the menu on the Insert Word Field button on the toolbar.
2.
A Fill-In Prompts you to enter text. Your response is printed in place of the field. The prompt is displayed each time a new
data record is merged unless you choose the Ask Once checkbox.
Displaying Dates
To track when a document was created, last printed, or last saved:
1.
Click Field on the Insert menu.
2.
Click Date and time in the Categories box.
3.
lnsert a CREATEDATE, PRINTDATE, or SAVEDATE field. You can use options with these fields to print the date, the time,
or both.
Switch formatting (dates and numbers)
When you merge number and date fields from an Access query, the format of those fields will appear as they are stored in the
database. For example, a date may appear as 12/25/2005 instead of December 25, 2005, a number may appear as 10000 rather
than $10,000 or a text field may display ‘capital campaign’ for the program name rather than ‘Capital Campaign’ or ‘CAPITAL
CAMPAIGN’. To format information coming into the merge letter, you must include formatting with the {MERGE FIELD} instructions
using formatting instructions referred to as Switches.
Text Switches
If the Program field in Access is stored as ‘capital campaign’ and you’d like it displayed as ‘Capital Campaign’, set the following
switch:
{ PROGRAM \* Caps }
where: \* is the text formatting switch, and Caps indicates to capitalize the first letter of each word.
Other Text Switches:
z
\* FirstCap capitalize the first letter of the first word (Capital campaign)
z
\* Upper capitalize the entire value (CAPITAL CAMPAIGN)
z
\* Lower all letters lower case (capital campaign”
Numeric Switches
If the Grant field in Access is stored as 10000 and you’d like it displayed as $10,000 set the following switch:
{ GRANT \# $#,##0 }
where \# is the numeric formatting switch ($10,000.00)
To include the two decimal places use \# $#,##0.00 as the switch
Date Switches
If the DRE field in Access is stored as 12/25/2005 and you’d like it displayed as December 25, 2005 set the following switch:
{ DATE \ @ "MMMM d, yyyy"}
where \@ is the date formatting switch
z
To include the day of the week (Sunday), use the following switch: \@ “dddd MMMM d, yyyy” Sunday December 25, 2005
z
To abbreviate the month (Dec): \@ “MMM d, yyyy” Dec 25, 2005
z
To use only the month name of the date (December): \@ “MMM” December
z
To include the time (Monday October 21, 2002 at 10:09): \ @ "dddd MMMM d, yyyy', at' h:mm"
Sending Merge Documents Electronically
Include the contact’s email field in the query in Pearl. From the Merge Window in your Word Document, drop down the list for
“Merge To” and change option to Electronic mail.
Merge letters troubleshooting
Follow these troubleshooting tips.
z
Unable to locate merge letters
Merge letters are stored in the Pearl\letters folder on the server if on a network.
z
Alternate ways of opening a merge letter
1.
Open Microsoft Word, then open the document
2.
Continue using the Mail Merge Helper, and if necessary open the query in design view
z
3.
Click Office Links from the Tools menu
4.
Merge with MS Word, and choose to Create or link to an existing merge document
5.
Save in the Pearl\Letters subfolder
Multiple copies of Pearl open when previewing
This is typically caused by a different path being set for the shortcut key to Pearl from the path Microsoft Word is using when
linking the merge document to the data source. Check the properties of the Shortcut to Pearl to see how it is mapped.
z
z
Merged document lost records
z
Check if criteria is correct in (Access) query.
z
Check if Query Options (MS Word) are set in Merge Document.
Blank lines appear in the merged letter address
From the Merge window, under “When merging records,” choose the option, “Don’t print blank lines when data fields are
empty.”
z
z
z
Toggling field codes
z
Use F9 to toggle one field code or right-click Field code and choose Toggle Field Codes
z
Use Alt +F9 to toggle field codes for the whole document
Changing Word field options
z
To always see the field codes in the main document, choose Options from the Tools menu, click the View tab, and
select the Field Codes check box.
z
To show field shading in the main document, choose Options from the Tools menu, click the View tab, and select
Always, When selected or Never from the Field Shading box.
z
If field codes are printed instead of the value, choose Options from the Tools menu, click the Print tab, and deselect the
Field codes check box.
Field codes appear but no results when merged
It is critical that you use the Insert Word Field option instead of typing the squiggly brackets ({ }) and typing a field. If you
manually type it, it may appear the same as the correct method but Word does not interpret them as being equal.
z
Field is not updating
The field may be locked. To lock a field and prevent changes to the current field results, click the field, and then press
CTRL+F11. To unlock a field and allow updates, click the field, and then press CTRL+SHIFT+F11.
Creating an ad-hoc letter
Follow these steps to quickly create a letter in Microsoft Word to the person whose record is displayed in a form.
1.
Open a form.
2.
Find the record for the person to whom you want to send the letter.
3.
Press the F5 key.
(You can also choose Word Processing from the Tools menu).
Pearl opens Microsoft Word (if it’s not already running), and starts the letter for you, automatically inserts the date, name,
address and salutation of the person on the screen, and leaves the cursor blinking at the bottom of the screen, ready for you to
type the letter.
Pearl includes the following fields, if available:
4.
z
Contact
z
Contact Title
z
Dept
z
Name
z
AKA (if prefaced with "DBA" for Doing Business As)
z
Address
z
Salutation
Type the body of the letter.
You can make changes to the information Pearl automatically inserted. You can also switch between Pearl and Word while
composing the letter, and use copy, cut and paste functions on the Edit menu.
5.
Print and save the letter.
When you exit Word, Pearl returns you to the database.
Automatically updating Pearl when a letter prints
Using the Pearl Set command, you can set your merge letters to automatically update one or more fields when the mail merge is
complete.
Follow these steps to add the automatic update command to a letter:
1.
On the Pearl Navigator, click the Letters option.
The list of available letters is displayed in the field below.
2.
Select the letter you want to change by clicking it once.
3.
Click the Design button.
The main document opens.
4.
At the bottom of the letter, type the name of the Pearl field you want to update when the letter is printed or previewed,
using a command line in the format shown below.
[Pearl Set fieldname=value]
Fieldname is the name of the field you want to update, and value is what you want to put in that field. For example, the Dno field
in Grants Management tracks the date on which applicants were notified of their award or denial. To automatically fill in the Dno
field with today’s date in each applicant’s record for whom you have just merged a batch of notification letters, type:
[Pearl Set Dno=Date()]
Note: Make sure Microsoft Word is set to display hidden text on your computer. To display hidden text, open Microsoft
Word, choose Options from the Tools menu, click the View tab and check the Hidden Text field in the Formatting marks
section.
5.
Select the command line you typed. From the Format menu, choose Font and choose the Hidden text option.
Note: Be sure not to hide the final paragraph mark in the letter, as this causes problems with the page break. You may want
to temporarily show the paragraph marks in your document to be sure you have not hidden the last paragraph. (In Word, choose
Options from the Tools menu, and check the Paragraph Marks box on the View tab under Formatting Marks.)
6.
Save your changes and exit the letter.
From now on, when you print or preview the merge letter, Pearl will prompt you with a message asking if you want to update the
field indicated with the value you set. Click Yes to continue or No to cancel.
Field update examples
z
[Pearl Set DateField=Date()]
z
[Pearl Set DateField=Update DateField to what date?]]
z
[Pearl Set DateField=Now()+1] *
*Now()+1 sets the field to tomorrow's date
z
[Pearl Set TextField=Null]
z
[Pearl Set TextField="Minnesota"]
z
[Pearl Set TextField="State: "&[State]]
z
[Pearl Set TextField=[Update TextField to what State?]] **
**Prompts the user to enter the state to which to update the field
z
[Pearl Set NumField=1000]
z
[Pearl Set NumField=[each]+500] ***
z
[Pearl Set NumField=Null]
*Updates the field to the value of the Each field +500
About accounting utilities
Accounting utilities refer to special accounting processes you can run. The specific accounting utilities that appear in your Pearl
Navigator when you select Accounting at the top depend on whether you use the Pearl Fund Accounting component.
Organizations that don’t have Pearl Fund Accounting installed see the following two utilities.
z
Bridge to Accounting: This utility finds all payments that are ready to pay (such as approved grant payments) and turns
them into an electronic file that can be read by Intuit's Quickbooks application. That way, if you use Quickbooks instead of
Pearl Fund Accounting, you don't have to re-type payee and grant information in order to print checks. You indicate that a
payment is ready to pay either by typing the word "GO" in the Folio field of the Payments subform for a certain grant or by
running the Batch Payment Transfer utility (described below).
z
Batch Payment Transfer: This utility finds a group of payments that are scheduled but not yet paid, and approves them for
the Bridge to Accounting utility, by entering the word "GO" in the Folio field of the Payments subform. Specify the group of
payments by using a filter, such as:
Program="Social Services" and PostingDate<=#5/1/2007#
Before you run the Batch Payment Transfer utility, preview the Pearl Batch Payment Plan report; this allows you to review all
pending payments before identifying the group for the batch transfer process, and allows you to verify that your filter is correct.
The last filter used on this report will automatically become the default filter on the Batch Payment Transfer screen.
Pearl Fund Accounting users have the following additional utilities.
For information about Pearl Fund Accounting processes, see About accounting processes.
About utilities
Utilities are mostly special functions used by database administrators.
The specific utilities that appear in your Pearl Navigator when you select Utilities at the top depend on the components you have
installed and the configuration of your database.
Utilities include:
z
Duplicate Finder
z
Copy Pearl Contacts to Outlook
z
Geocode Records with Legislative, Census and Latitude/Longitude
z
Update Addresses from Post Office NCOA Database
z
Edit Code Lists
z
Prepare Objects for Pearl
z
Bridger Insight Terrorist/ID List Checking
z
Update Licensing
z
Upload to Web Site
Duplicate Finder
Detecting and resolving duplicates is an integral task in maintaining your organization’s database. Pearl’s Duplicate Finder
automates the process for you, allowing you to identify, merge and then delete duplicate CList and Contacts Tracking records.
An organization in your Pearl database might have several contacts that share a single address. In this case, each Contacts
Tracking record would be linked to a single CList record. (See Constituent List (CList) for details.) For this reason, Duplicate Finder
requires that you remove duplicates from the CList first and then from Contacts Tracking. In addition, Duplicate Finder uses different
criteria to detect duplicates when searching the CList table versus the Contacts Tracking table.
Note: If your organization does not use Contacts Tracking, the Duplicate Finder searches the CList only.
How Duplicate Finder detects CList duplicates
When you run the utility and select the CList table, it looks for records with matches in ALL of the following fields:
„
ZIP: Same first 5-digits of the number
„
Addr1: Same first word
„
Name: Same last name and first initial
„
Contact: Same name (only for rare cases where Contact is a field in the CList system)
„
TaxID: If your CList field includes the TaxID field, you have the option of finding duplicates based solely on this value instead.
How Duplicate Finder detects Contacts Tracking duplicates
When you run the utility and select the Contacts Tracking table (after resolving any duplicates in the CList), it looks for records with
matches in ALL of the following fields:
„
Ser: Same number (linked to the same CList record)
„
Contact: Same last name and first initial
Note: If you close the Duplicate Finder at any point without completing the five-step process, it remembers the duplicates found
and will continue the process the next time you run the utility.
Running the Duplicate Finder utility
Here are the Duplicate Finder's five main steps:
z
Find Duplicates
z
Verify which to keep/preserve (Pearl will always keep the record with the lowest Ser number.)
z
Combine and replace duplicates
z
Enter additional duplicates
z
Combine and replace duplicates
1.
Select Utilities at the top of the Pearl Navigator.
The list of available utilities is displayed in the field below.
2.
Click Duplicate Finder and click OK.
A dialog box is displayed, asking you to specify the table for which you want to find duplicates.
You can choose either CList or Contacts. Select CList if you haven’t resolved duplicates in it yet.
3.
Select the CLIST or CONTACTS table and click OK.
Note: If you previously ran the utility without completing the 5-step process, a message appears, informing you that Pearl is
continuing the process with the duplicates it found previously.
The Duplicate Finder dialog box appears, listing the five steps in the process.
4.
Make sure step 1 is highlighted and click Go.
A message appears, asking if you want to search ONLY for records with matching Tax IDs. If you choose Yes, two records with
the same address but one with a Tax ID and the other without won't be identified as duplicates. If you choose Yes, you should
complete the Duplicate Finder, then run it again later finding duplicates by address. Choose No to find duplicates by address.
The utility runs the first step, searching the table for matches (according to the criteria listed above) and displays the following
dialog box.
Note: You can re-run step 1 at any time, by selecting it and clicking Go.
In the example above, the utility found two sets of potential duplicates, and displayed the first set in the subform. Click the
Record buttons at the bottom of the window to display other sets of duplicates. Use the scroll bar to view all fields displayed for
the records.
Note: Do not make changes to records while running the Duplicate Finder, as this can interfere with the duplicate
finding/merging process. Jot down any changes you want and make them later.
5.
For each set of duplicates, specify the records you want to keep, replace or preserve.
In the subform’s Action field, choose keep, replace or preserve for each entry in the duplicate set. If fields are blank, Pearl will
move information in the preserve record to the keep record; when done, you will end up with one keep record for each set.
6.
„
Choose keep to keep the record, and combine field data from other records into its blank fields. (For example, if the
Phone number field in the keep record is blank but the Phone number field in the replace record contains an entry, this
entry will be written to the keep record’s field.) Since only one record can be marked keep, if you choose keep for a
different record, the record previously marked keep is changed to replace.
„
Choose replace to allow this record to be replaced with the keep record.
„
Choose preserve to remove the record from the set of potential duplicates. This tells Pearl that the record is NOT a
duplicate. Neither record will be replaced (deleted).
Click step 3.
This dialog box appears.
This step combines the information from the keep and replace records, and removes the preserve records from the duplicates
list.
Note: You should be the only one using Pearl when you run this option.
7.
Click Go.
The next step of the duplicate process is displayed.
8.
Run the Pearl Duplicate Spotter Report to find additional duplicates.
On the Reports menu from the Pearl Navigator, click the Pearl Duplicate Spotter. You'll be asked if you want to sort the list by
name or ZIP code. This report lets you glance down your list, looking for additional duplicates. We recommend that you run the
report first by name and then by ZIP code.
Step 4 allows you to manually identify any additional duplicates. Using the Pearl Duplicate Spotter Report, look up the keeper
record for an identified duplicate group on the CList form that is displayed. Click back to the duplicate spotter window and you'll
notice that the record you looked up is the keeper record listed. To indicate the replace records, simply type the SER number in
on the next line of the subform. You may enter as many additional SER numbers as needed. It's important to do this, since the
Duplicate Finder cannot identify all potential duplicates.
For example, suppose you discover two potential duplicates with the name Anderson on the report. To compare the two of them
as duplicates, you display the first Anderson record, then enter the Ser field number of the other Anderson record in the Ser field
of the first blank row in the subform.
9.
Locate and resolve any additional duplicates, then click step 5.
This dialog box is displayed.
This process combines and replaces the additional duplicates you found in the last step.
10.
Click Go.
Pearl completes the step and displays a message saying that the Pearl Duplicate Finder is complete for the CList.
11.
Click OK. Run the Duplicate Finder again to detect Contacts Tracking duplicates.
Repeat the steps above, except this time choose the Contacts table in step 3.
Edit Code Lists
Use this utility to view or change code definitions in Pearl. Fund Accounting users, for example, edit the account definition here in the
Accounts table and Grants Management users edit fund types in the Fund Type table.
Note that after you change a code list, the new choices become available to users. Previously selected codes in forms are not
affected.
1.
On the Pearl Navigator, choose Utilities.
2.
Select Edit Code Lists and click OK.
3.
Select the code list you want to change and click OK.
The code table is displayed. For example, suppose you are making changes to the Populations code list.
4.
Make changes to the table and close it.
The next time you open a form that uses the table, the change will be reflected.
Prepare Objects for Pearl
This utility is used by system administrators to check changes made to Pearl against Pearl programming standards. Call
Bromelkamp Company LLC for more information.
Note: Use this utility only when instructed to do so by Bromelkamp Company LLC.
This utility automates some administrative functions, and ensures that all objects conform to Pearl standards. You can use it any
time, but you only need to use it after you have received an update to newer Pearl programs or made changes to forms. It can be a
helpful troubleshooting tool if you have made a change to the structure of your database and subsequently experienced problems,
because it can evaluate your change against Pearl standards.
Types of functions this utility provides:
„
Updates the database to current standards
„
deletes some old version Pearl objects if they exist
„
warns about some fields whose attributes or names need to be changed
„
changes commands or data configuration to conform to new standards
„
Compiles and saves all modules
„
Processes queries
„
„
„
checks that JOINs are LEFT JOIN
„
creates relationships, if it can
Processes forms
„
standardizes control names, appearance, default values, statusbartext, controltiptext
„
adds form and control event procedure calls to Pearl
Processes reports
„
checks control names
Follow these steps to run the Prepare All Objects utility.
1.
Choose Utilities on the Pearl Navigator.
2.
Click the Prepare Objects for Pearl utility, and click OK.
The Pearl Pick One dialog box is displayed, prompting you to choose an object to prepare.
3.
Select one or all objects to prepare, and click OK.
To prepare all of the objects, choose the <prepare all objects> option.
4.
As the utility runs, follow these guidelines.
You can follow the progress by watching the status bar at the bottom of the screen.
„
If a message appears that says "The Operation Failed. There are too many indexes on the 'CLIST'...", click OK, and
Prepare All Objects will continue. This is not a problem. This message may appear several times per query. Click OK
each time.
„
If a message appears that indicates a "relationship problem" between two tables, write down the message, and click OK.
Contact Bromelkamp Company at your convenience to address the relationship error.
„
If a message appears, alerting you to an "invalid recordsource" on a form or report, note the form or report name in the
status bar at the bottom of the screen, write down the message’s text, and click OK to proceed. Contact Bromelkamp
Company at your convenience to troubleshoot the problem with the form or report.
„
Before Pearl prepares reports, a message instructs you to click Cancel if a message appears that a particular report is
being formatted for a printer that isn't available.
„
Near the end of Prepare all Objects, the Pearl Main module will flash on the screen, with programming code visible. Wait
for this window to close by itself. Do NOT click on the screen.
„
After Pearl Main closes, a message may appear, notifying you that certain forms include Visual Basic procedures. Read
this message, write down the names of the forms, and contact Bromelkamp Company at your convenience to
troubleshoot the problem. Click OK to continue.
„
Pearl will initiate the process that sends us an emailed notification of the installation results. If Pearl is unable to send
email, you can still proceed by canceling your email program when it tries to load. If a message notifies you that
Exchange is unavailable, click Work offline to proceed.
„
At the end of the Prepare All Objects utility, a window will appear, indicating the number of errors found during the
Prepare All Objects procedure. Click OK. You will be reminded once again to compact your database.
„
A message may appear, prompting you to enter the last day of your fiscal year. This information can be used later to run
reports by fiscal year. If necessary, change the default date that appears to the actual last day of your fiscal year, and
click OK.
„
If you see any other messages than those described above, do NOT click OK. Instead, call (800) 879-2565 x3
immediately for help.
Update Licensing
Each year, you are automatically sent a new password to extend your license another year. You are also sent a new password if you
purchased additional user licenses, additional modules, or officially changed the name of your organization. Use the Update
Licensing utility to update your organization’s licensing each year.
To initiate Pearl’s license the first time you use it after installation, you’ll need the Installation email you received from Bromelkamp
Company LLC, which provides the number of licenses your organization has, the correct format and spelling of the licensee name
and the expiration date. To update an existing license, you’ll need your new license password, which you should receive from
Bromelkamp Company LLC.
1.
From the Utilities options on the Pearl Navigator, choose Update Licensing and click OK.
The Pearl License dialog box is then displayed.
2.
Enter the number of licenses your organization has purchased and click OK.
The following dialog box is displayed.
3.
Enter the date on which your new license password expires and click OK.
The following dialog box is displayed.
4.
Enter your new license password and click OK.
The dialog box closes and licensing is complete.
Upload to Web Site
Use this feature to copy selected data to a Web site where others can view or search for it. For example, donors can review the
status of their funds and grants made using FundWeb.
Call Bromelkamp Company LLC for information on configuring your system to include this feature.
About database maintenance
Below is a list of tasks to be performed by the database administrator.
Day-to-day tasks
z
Answer questions about the appropriate use of the software
z
Educate staff about the possible uses of the software
z
Troubleshoot problems with the software
z
Evaluate the software configuration’s usefulness and identify changes needed
z
Act as a liaison between Bromelkamp Company LLC and your staff for technical support and work requests
z
Back up the Pearl.mdb file
z
Run virus detection software manually on the database. Note that virus scanning should NOT be running continuously on the
database, as it can slow processing down and cause database corruption. Contact Bromelkamp Company LLC's technical
team for more information.
z
Run the Compact and Repair Database process in Microsoft Access (Pearl will prompt you once every two weeks)
Quarterly tasks
z
Test the backup system to ensure that data is being properly backed up
z
Check the virus detection software and make sure it is up-to-date
z
Clean out the Pearl folder, and remove old backups
z
Install Pearl updates
z
Test remote control software (such as Remote Access, Citrix, ReadyTalk, etc.) so it is ready when you need it
z
Evaluate whether additional Bromelkamp Company training is needed
z
Evaluate whether changing passwords is advisable
Annual tasks
z
Clean out old queries and reports from Pearl
z
Run the CList Duplicate Finder process
z
Implement configuration changes to fields, codes, reports and forms
z
Create new year versions for components separated by fiscal year
Compacting the database
Nearly all of the work you do in your Pearl database increases its size. For example, your Pearl database grows as you create
queries and reports, and each time you add data into tables. Pearl also uses hard disk space each time you change a database
object, such as a table, query, form or report. Changing a query’s criteria or a report’s formatting uses up disk space, and even
deleting a database object can actually make the database larger. As your database increases in size, it can run slower and become
more susceptible to corruption.
Another byproduct of adding, changing and deleting database objects is database fragmentation. A fragmented database can
exhibit unpredictable behavior or denigration of performance over time. This happens because the database is using disk space
inefficiently. In a fragmented database, the information is not stored in logical, contiguous pieces within the database.
Compacting the database rearranges how the data is saved in the database file and free up space that is no longer needed. Queries
run faster because they evaluate sequential data instead of fragmented data. Pearl also runs more reliably with fewer error
messages, and is easier to manage. If you have experienced "fatal system" errors or "MSAccess caused an invalid page fault in
xxxxxx" errors, one of the steps Microsoft recommends in troubleshooting these errors is to compact the database regularly.
Pearl displays the following message on a regular basis when you start up Pearl, reminding you to compact your database if you
haven’t done so recently.
How often should I compact my Pearl database?
Microsoft recommends you use the Compact Database utility on a regular basis.
„
If you are using Pearl Fund Accounting (alone or with Community Pearl or other Pearl components), you should compact the
database every week. Remember, each time you post, new copies of your accounting tables are generated and old copies are
deleted, causing your database to increase in size.
„
If you are not using Pearl Fund Accounting, you should compact your database every two weeks.
Manually compacting the Pearl database
Typically, the person on your staff designated as the Database Administrator compacts the database. It takes anywhere from a few
seconds to 15 minutes, depending on how many database objects Access needs to process, and how often you compact. It is
important that no one else be in the database during the compact process, so you should open the database exclusively
before compacting. That prevents other users from opening Pearl while you are compacting. You may want to set aside a specific
time that you know most users will not need the database (for example, first thing in the morning, over lunch hour, or during a staff
meeting.)
Note: Since Access will automatically create a temporary copy of the entire Pearl database while compacting, you must have
enough hard disk space for both the original and the compacted database.
1.
Open Pearl exclusively by launching MS Access instead of using your Pearl shortcut.
If you use Access Security, be sure to logon as the SecurityManager. In the window that lists recently opened databases, make
sure the more files option is selected and click OK.
Navigate to your pearl.mdb file and select it. In the bottom right corner of the Open window, click the dropdown list for the Open
button and choose Open Exclusive.
2.
When the Pearl Navigator appears, you may be prompted to compact your database. If not, choose Unhide from the
Window dropdown menu to unhide the Pearl Database window. Select the Compact and Repair Database option from
the Tools->Database Utilities submenu.
The compacting begins. You can monitor the compacting progress by watching the status bar in the lower left corner of the
screen. When the utility finishes, Pearl opens.
3.
Exit Pearl to release your exclusive lock on the database and allow other users to open it.
Maintaining a healthy database
Database corruption is a fact of life. You can never guarantee that a database will not become unstable, either beginning to exhibit
inconsistent behavior such as random errors or ceasing to work altogether. Corruption can occur for a variety of reasons:
z
Hardware failures: faulty network cards, faulty cabling, failure in hard drives, insufficient memory
z
Software conflicts and failures: Third party software plug-ins for Access, corrupt programs, inconsistent Jet service packs
and updates installed, problems with database object designs
z
User failures, including inappropriate shutdown of the database
Below is a list of things you can do to lessen the likelihood of an Access database corruption. This list is compiled from several
Internet sources, including the Microsoft Knowledgebase, and contains standard strategies for preventing database corruption.
1.
Don’t run the database over a wireless connection or a Peer-to-Peer network.
These are, by nature, less stable than a traditional network.
2.
Disable the ‘Name Auto-Correct’ feature (under the Tools>>Options menu).
3.
Disable Opportunistic Locking on any Windows server (even a peer-to-peer server in Windows NT or later) that is host
of a shared Access database.
(See instructions below.)
4.
Regularly compact and repair the database.
Pearl prompts you to compact the database every two weeks.
5.
Do not run ‘real time’ virus scanning software on the Pearl.mdb.
6.
Make sure the server and all workstations have the most recent updates and service pack releases for Windows,
Access, Word and Jet.
7.
Make sure all computers using Pearl have the same version of Access and Word installed.
8.
Always close Access and Pearl correctly, avoid using CTRL+Break or CTRL+ALT+DEL to stop the processing.
Be patient if it seems like it is taking time to close the database!
9.
10.
Close the database when you won’t be using it for longer periods of time – for example don’t leave the database open
overnight.
Install an uninterruptible power source (UPS) on the server and workstations if your building experiences frequent
power surges or dips.
11.
Install as much memory and as fast a processor as you can afford (and is reasonable) on the server to run Access and
Pearl.
Monitor available space on the hard drive that houses the Pearl folder. A good rule of thumb is to have at least 20% of the disk
free and never less than 1 GB.
12.
Don’t use cheap equipment – make sure everything from your network cables, network cards, hubs, workstations, etc.
are all good quality and a brand name that is well-known in the industry. Replace any suspect equipment.
13.
Defragment and run ScanDisk on the server regularly.
14.
Don’t install unnecessary third party plug-ins.
IMPORTANT: Make sure you have a reliable backup procedure in place. You should use rotating sets of backup tapes so that
there is always at least one set stored off-site in case of a disaster, such as fire or flood, that destroys your office space. Test the
Restore function regularly to be sure it is working correctly.
Steps to Disable Opportunistic Locking on the Server
On the server, change the registry to deny the granting of opportunistic locks by adding or setting the following registry entry to 0,
then rebooting.
To Disable Opportunistic Locking
1.
Click the Start button and choose the Run option.
2.
Type regedit in the RUN window and press OK.
3.
In the Registry Editor, follow the path:
HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Services\LanmanServer\Parameters
4.
Double-click Enable Oplocks in the right window. When the Edit DWORD Value box is displayed, change the default
from 1 to 0.
To add the Opportunistic Locking Setting to the Registry
1.
In the Registry Editor, follow the path:
HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Services\LanmanServer\Parameters
2.
In the right window, right-click and highlight the New option that appears.
3.
Select DWORD Value from the second menu.
4.
Rename the new value from New Word Value #1 to EnableOplocks.
5.
If the value isn’t set to (0) at the end, right-click EnableOplocks, choose Modify and set the value from 1 to 0.
About security
You can apply security features to your Pearl database in these ways:
„
Using Microsoft Access Security (Hard Security)
For example, you can use Access features to protect certain forms from being changed and to create security accounts,
permissions and passwords. Choose Contents and Index from the Access Help menu and search for information about
securing a database using Access.
Although the security features provided by Microsoft Access are flexible and customizable, we do not advise using Access
security unless absolutely necessary due to the increased troubleshooting and maintenance time involved. In addition, if you
need to reconstruct your database by importing all its objects into a new database, the new database does not inherit the
security from the original file.
„
Using Pearl (Soft Security)
This type of security provides record- and field-locking protection at the form level, as discussed below. Note that, like Hard
Security, Soft Security also uses up more of your system resources and complicates the normal maintenance of Pearl.
Soft Security: Locked Expression
Often you would like to have specific records or even specific fields locked to certain users or under certain conditions. In Pearl, we
refer to this as "soft security"; it only prevents Pearl users from changing fields or records while in a Pearl form. Users are still able
to make changes to records or fields by opening the query or table where the data is stored. For full security, you must use
Access’ built-in security feature (Hard Security) to lock entire tables.
Suppose you may want certain staff to be able to modify some fields in a record and other staff to be locked out of the entire record
10 days after a board meeting.
To set up a locked expression, in the query in which records or fields are to be protected, create a Locked expression, which results
in one of three groups of values:
1.
True or -1 or "ALL" (to lock an entire record).
2.
A list of field names separated by spaces (to lock only those fields).
3.
"ALL EXCEPT " followed by a list of field names separated by spaces (to lock all fields except those specified).
When users display a locked record on a Pearl form, all of the fields appear gray on the form, and changes are not permitted. An
individual locked field also appears gray and does not permit changes.
Soft Security for the Finished Field
The Finished field is a special Pearl date field that freezes or locks the whole record when filled in with a date. It is used when a
record becomes inactive so that changes cannot be accidentally made to it. Unlock the record by blanking out the date in the
Finished field.
Hiding fields
Follow these steps to hide specific Pearl fields from view. For example, you might choose to hide specific grant award fields until the
grant award had been made.
Setup
1.
In the query in which records or fields are to be protected, create a Hidden expression, which results in one of these
groups of values.
z
A list of field names separated by spaces (to lock only those fields).
Example: Hidden: Switch(UserName()=”Craig”,”Request Grant”, UserName()=”Diana”, “Program Den”)
z
"ALL EXCEPT " followed by a list of field names separated by spaces (to lock all fields except those specified).
You will always need to include the primary key from the main table, such as App, whenever using “All Except”, even if the
only fields to be unlocked are on a subform)
Example: Hidden: Switch(UserName()=”Craig”,”ALL EXCEPT App Request Grant”, UserName()=”Diana”, “ALL EXCEPT
App Program Den”)
Note that the expression can change depending on anything you can put in an expression. It can be a list of field or control names,
or the word "ALL" or "ALL EXCEPT " followed by a list of field or control names. If you hide a key field (like Ser) it will lock all the
fields looked up from it.
For example, Hidden: If([Grant] Is Null And UserName()<>"SecurityManager" And UserName()<>"Mary" And UserName()
<>"Catherine" And UserName()<>"Margaret","grant netgrant score formGrant formpercent manualscore","")
Operation
When users display a record on a Pearl form, the hidden fields will not show at all.
Important: This feature is "soft," meaning that it only prevents Pearl users from seeing field values while in a Pearl form. Users are
still able to see values in a hidden field by opening the query or table where the data is stored. Access does not allow for taking read
rights away from users on a field-by-field basis.
Backing up Pearl
This section covers the following topics:
z
Backups: Life insurance for your database
z
Rotating backup copies
z
Storing Pearl backups
z
Verifying Pearl backups
z
Backing up Pearl.mdb
Backups: Life insurance for your database
We cannot stress enough the importance of regular backups. Although we do everything we can to help, we are not responsible for
your backups, data integrity, staff’s actions, Access security (including passwords), virus protection, or acts of God. Without reliable
backups, you are vulnerable to a host of problems such as the following, resulting in valuable history lost forever, and a tedious and
expensive process of reconstruction of recent data. With reliable backups, like problems can be resolved quickly and easily.
z
Accidental Deletion: This is the most common data integrity problem facing Pearl users. A record, a group of records, a
table (or other object), or occasionally the entire database is accidentally deleted by a user. With quick detection and good
backups, it’s easy to restore records, objects or even the whole database.
z
Locked out by Access Security: If you are nervous about accidental deletion, you may install Access Security to prevent it
from happening in the first place. However, Access Security is only as safe and reliable as the person on your staff who
maintains it. It is possible for the locking files to be accidentally deleted, for your Security Manager to lose the passwords, or
even for him or her to take control of your database with malicious intent. In either case, there is no “back door” through which
we can unlock your database. You may instead wish to periodically export at least your tables to a database unprotected by
security, which can be held as an archive in a secure location.
z
Attacked by a Virus: Most viruses can be prevented from harming your data in the first place through installation and
maintenance of good virus protection software (such as that provided by Norton AntiVirus). But once your database is
attacked, the virus cannot always be cleaned out of it. In that situation, a backup provides your only safety net.
z
Database Corruption: Microsoft Access is the industry standard of PC databases. It is more widely used for organizations
your size than any other database software. As such, it is widely recognized to be reliable. Unfortunately, even Microsoft
software is not impervious to corruption. Microsoft has provided built-in functions to reverse the damage of corruptions, but
occasionally they are irreversible. In such a case, an uncorrupted backup is the only solution.
z
Natural Disaster: No one thinks it will happen to his or her own workplace. But valid, off-site backups are the only solution.
A backup is a copy made and kept in case something fatal happens to the original. It is standard operating procedure to make
regular backup copies of anything on your server and/or workstation computers that can’t be recreated by simply reinstalling
software. This includes Access databases (Pearl), email, Word documents, letters, your Attachments (Chronicle) folder, Excel
spreadsheets, images, etc.
Some Pearl users have internal technical departments that are responsible for making nightly backups – which include Pearl. For
those responsible for making their own backup copies, we still recommend nightly backups. Otherwise, a general rule of thumb is to
consider how many days worth of work would you want to have to re-enter in the event that your database got corrupted or
accidentally deleted. If you wouldn’t want to re-enter information for more than 2 days, you should be backing up every 2 days.
To make your backup copies, you can use backup software such as Veritas Backup Exec, or you can make copies manually by
cutting and pasting folders and files with Windows Explorer.
Rotating backup copies
You should always have more than one set of backup media (tapes, cds, diskettes, etc.). We recommend you have at least two sets
of media – Set A and Set B. You never want to back up onto the only copy of the database you have. A typical backup rotation
schedule would look like:
While the two-set backup allows for recovery of data up to two days (or weeks) in the past, the four-set lets you revert to what the
database looked like up to four days (or weeks) ago. If a problem doesn’t present itself right away, it’s nice to have backups from a
longer period in the past so that data lost three days ago, but not noticed until today, can be restored.
We also recommend that you periodically make a special, non-rotation backup copy of data at the end of each quarter as a
permanent historical archive copy of the data.
Storing Pearl backups
It is important that you do not store your backup sets in the same building in which your computers reside. If the event of a natural
disaster, such as flood or fire, you want the backups to be in an unaffected location. A safe, off-site location may be an employee’s
home, a bank safe deposit box, etc. Be sure the location is readily accessible in the event that you need to restore data.
Verifying Pearl backups
We recommend that you test your backup copies a few times a year. Attempt to restore a file from each backup set to be sure the
media and your backup software is still functioning correctly. Age and use can affect the reliability of backup media. It is also a
good test of whether you know how to use the backup software correctly.
Sometimes you just need a quick antidote to a non-life threatening problem in your database. So, in addition to regular backups of
your Pearl database, you should always make a copy of the database (Pearl.mdb) before making any major changes to the structure
of the database (e.g. adding or deleting fields). Pearl automatically makes a backup copy of the database in the archive folder when
you apply a Pearl Update. If a problem occurs during the update or modification process, it is much easier and faster to retrieve data
from a copy rather than a backup. Also the copy is made immediately before the change or update, so it can restore you to the
precise point at which your database was before the change or update began. And, it is possible to recover a single table, query, or
report from a copy of the database – when recovering data from a traditional backup, you must restore the entire Pearl.mdb file.
Backing up Pearl.mdb
You should have a folder called ‘Pearl’ in which all of the Pearl files reside, located on a network drive (F:, G:, P:, R:, etc.) or local
drive (C:). (Your Pearl database may have a name other than Pearl.mdb, such as CPearl or FPearl.) The Pearl folder has various
subfolders (System, Attachments, Letters, and Archive). You should back up the entire Pearl folder and all its files and
subfolders daily (in most cases) or at least weekly. The more often you overwrite your backup sets, the shorter the recovery
interval.If you don't already have an Archive folder, you'll need to create one in which to store backup copies of your Pearl database.
1.
Open the Windows Explorer.
(Click the Start button on the status bar, and choose Programs, then Accessories, then Windows Explorer.)
2.
In Windows Explorer, open the Pearl folder by double-clicking it.
3.
Copy the Pearl.mdb file.
To copy, right-click the file, and choose Copy from the menu that appears..
4.
Open your archive folder and paste the Pearl.mdb file.
Double-click the Archive folder to open it. Right-click and choose Paste form the menu that appears.
5.
Rename the backup file so it reflects the current date.
Right-click the file, and choose Rename from the menu that appears, and enter a new name. For example, if you copied the file
on January 6, 2007, you could name the file Pearl 0701106.mdb.
With this backup in place, you can apply a program update or make changes to the Pearl structure. If needed, you could quickly
and easily restore this copy.
6.
Periodically delete your oldest Pearl backups.
If you are keeping reliable backups (including quarterly archive copies), you can delete Pearl copies in the Archive folder that
are more than a few months old.
About custom features
Pearl offers the following custom features to enhance your Pearl software. Some of these are standard Pearl options and others are
companion add-ons for an additional fee.
z
eGRANT Online Applications
z
Pearl Geocoder
z
Pearl Outlook Synchronizer
z
FundWeb
z
Pearl NCOA National Change of Address
z
Patriot Act Compliance (Bridger Insight Terrorist/ID List Checking)
z
Bridge to QuickBooks
z
Pearl Web Collector/Reporter
z
Custom payment schedules
z
Custom geography lookup
z
Custom F8 history
z
GuideStar tax exempt status check
eGRANT Online Applications
Provide your applicants the option of completing your application form on the Web, which simplifies the application process and
ensures that required information is provided. Automatically add the application data to your First Pearl, Community Pearl or Pearl
database without retyping, which reduces errors and administrative costs. The online application is customized to your specific
needs.
Contact Bromelkamp Company LLC for details about this Pearl companion add-on.
Pearl Geocoder
Enter a street address and ZIP code, and Pearl Geocoder looks up ZIP+4, Congressional, House and Senate districts, latitude and
longitude for mapping, Census Tract, and neighborhood information for you.
Contact Bromelkamp Company LLC for details about this Pearl companion add-on.
Pearl Outlook Synchronizer
Copy contact information from Pearl to Microsoft Outlook/Exchange, saving you from maintaining contact information in two
programs. Up-to-date contact information is also accessible for PDAs and non-Pearl users office-wide.
Contact Bromelkamp Company LLC for details about this Pearl companion add-on.
FundWeb
Provide your donors with 24 hour password protected online access to their fund(s) where they can review overall revenue and
expenses, including a detailed list of grants and/or contributions, assets and liabilities. FundWeb is customizable, allowing you to
seamlessly integrate it into the look of your website, or provide additional functions such as online grant recommendations.
Contact Bromelkamp Company LLC for details about this Pearl companion add-on.
Pearl NCOA National Change of Address
Reduce the time you spend updating your mailing list by using Pearl NCOA. Through Pearl, you’ll use a list processing service to
connect to the U.S. Post Office’s National Change of Address (NCOA) database to update your addresses before your next big
mailing goes out. This verification (yes/no) includes the Delivery Point Validation (DPV) of the address, which is used to determine
proper CASS certification of the address. This will help to reduce your bulk mail postage rate.
Contact Bromelkamp Company LLC for details about this Pearl companion add-on.
Patriot Act Compliance (Bridger Insight Terrorist/ID Listing Checking)
Use this Pearl utility to efficiently communicate with ChoicePoint’s Bridger Insight terrorist list checking software which helps grant
makers and lenders comply with The Patriot Act and an Executive Order which prohibit financial support to individuals who aid or
support terrorism. Pearl users receive a 10% discount on Bridger Insight.
Contact Bromelkamp Company LLC for details about this Pearl companion add-on.
Bridge to QuickBooks
Print and reconcile grant checks without double data entry. Our bridge to Intuit’s QuickBooks transfers grant payments from Pearl.
You’ll save time and effort. And, we can do the same for other accounting software packages.
Contact Bromelkamp Company LLC for details about this Pearl companion add-on.
Pearl Web Collector/Reporter
z
Use the Web Collector to define Web pages that collect information from constituents, such as applications, mailing lists, and
donations. The submitted information is imported electronically into Pearl, eliminating hours of manual data entry.
z
Use the Web Reporter to send information such as grant information, event listings, and donor information from Pearl to your
Web site in a format your constituents or others can use to search.
Contact Bromelkamp Company LLC for details about this Pearl companion add-on.
Custom payment schedules
Pearl payment schedules can be customized. For example, Pearl can …
z
automatically schedule multiple payments (with a user-specified number of months between payments)
z
automatically schedule payments beginning in a certain month
z
automatically withhold a certain amount from the last payment
Any customization will override the default payment scheduling feature in Pearl. Contact Bromelkamp Company LLC for help in
customizing payment scheduling.
Custom geography lookup
This custom feature allows Pearl to fill in one or more pieces of geographic information based on a trigger field. For example, if the
ZIP field is your trigger field, filling in or changing a ZIP code can automatically fill in City or Zone (Postal Zone for bulk mail) fields
based on that ZIP code. Contact Bromelkamp Company LLC for help in setting up this custom feature.
Custom F8 history
To view the grant history of any name, press the F8 key with the record displayed. The Pearl History screen appears, displaying as
many years of history as will fit (usually six to ten years). To view one of the applications found, select it and click OK.
Note: This feature is available in the Grants Management component only.
By default, Pearl displays information from the Program, Request, Grant and Title fields. You can customize F8 history to display
different fields or additional fields; contact Bromelkamp Company LLC for more information.
GuideStar tax exempt status check
Pearl can automatically check for tax exempt status on GuideStar.org. GuideStar.org is a Web-based reporting service funded by
large foundations to collect and collate information on non-profit groups. The information includes name, address and tax exempt
status, plus financial reports on each organization. With a subscription, GuideStar’s Charity Check function can verify an
organization's tax exempt status.
In order to take advantage of free GuideStar access, you must create a login and password, and enter them in Pearl Settings. Call
Bromelkamp for help. You can link directly and free of charge to Guidestar.org in these ways:
z
after entering a number in a TaxID or FEI (Federal Employer Identification) field or double-clicking a TaxID or FEI field. If you
enter TaxID on a form and let Pearl jump to GuideStar, Pearl will complete the Name, Addr1, City, State and ZIP from
GuideStar.
z
by choosing GuideStar from the Tools menu
Note: If the TaxID or FEI field is blank or contains an invalid number, the GuideStar.org home page appears.
About volunteering
The Volunteering Events and Hours form provides a means of tracking and measuring your organization's volunteer efforts. (This
form is typically used in Corporate Pearl software.) For example, an organization might use it to track employees' efforts towards
building a Habitat for Humanity house, the hours spent raising funds for United Way, or the hours spent organizing a blood drive.
Use it to track the event itself and the volunteers (employees and their families and friends) who contribute time to it.
Tracking volunteer efforts is useful in many ways. You can measure the impact of your organization's volunteering efforts. Using the
volunteer reports, you can show the number of volunteers who participated and their total number of volunteer hours. You can use a
previous event's information to plan and solicit volunteers for a new initiative.
Pearl Volunteering allows you to track:
z
Information about the volunteer event itself, such as when it was held and who it benefited. Each event needs a new
volunteer record, which lets you compare volunteer efforts across multiple years.
z
Employees who volunteered and the number of hours they put in, both individually and collectively.
z
The number of non-employee volunteers and their total hours.
Volunteering Events and Hours form
For background information, see About volunteering.
To display the Volunteering form, select Forms at the top of the Pearl Navigator, select Volunteering Events and Hours from the
list of forms that appears, and click Open. The form opens, ready for you to search for a record. After you display a volunteer record,
the Volunteering form looks similar to the one shown below. (Your Volunteering form may look slightly different from the one shown
here, depending on customization.)
Fields enclosed in:
„
„
„
Yellow are Contacts Tracking fields
Orange are CList fields
White are Volunteering fields, on Event and Volunteer tabs
Note: The Name information on this form represents the organization benefiting from the volunteer work (United Way, March of
Dimes, School District 223, etc.) The contact is the person at that organization to contact about the volunteer event.
At the top, the FY field displays the fiscal year. The Vol field is the unique identifier for the Volunteering form. These fields are
automatically completed when you add a volunteer event record.
Event tab
Use this tab to record information about the volunteer event and view its total hours and volunteers.
z
VolTitle: Enter a title for the volunteer event. This title appears in reports.
z
VolDate: Enter the event's date. (Double-click to display a calendar.)
z
VolDesc: Enter a description of the volunteer event. For example, describe what volunteers will accomplish.
z
Cost: Enter the cost of having the volunteers participate in the volunteer event. For example, include costs such as water
bottles, free t-shirts provided, food you served, fees paid, etc.
z
Value: Enter the value of the company contribution. For example, enter $25,000 if the event raised that amount in funds. In
the painting example above, the value is the approximate cost of paying someone to do the work done by volunteers instead.
z
Number of Vol: This field displays the total number of employee volunteers who attended this event, calculated from the
Volunteers tab.
z
TotalVolHrs: This field displays the total hours employees volunteered for this event, calculated from the Volunteers tab.
z
OVol: Enter the number of non-employee (other) volunteers who participated in the event.
z
OVolHrs: Enter the total number of non-employee (other) volunteers hours they worked.
Volunteers tab
Use this tab to assign volunteers to the event, by looking them up in Contacts Tracking. Double-click the empty Num field in the
bottom line. The Contacts Tracking form appears, ready for you to search for a contact. After locating the contact or adding a new
one, close the Contacts Tracking form and the volunteer's information is displayed in the record row.
The volunteers table displays the volunteer's Contacts Tracking unique identifier (Num), name (Contact), constituent name or
organization (Name), contact person phone number (ConTel), contact person email address (ConEmail), contact person mobile
phone number (mConTel) and other contact phone number (oConTel).
In the Hours column, enter the number of hours the employee volunteer contributed towards the event.
Adding a volunteer event record
1.
On the Pearl Navigator, choose Forms, then choose Volunteering Events and Hours and click Open.
The Volunteering form appears. Its fields are blank and bright turquoise, ready for you to search. By default, the cursor appears
in the Name field in the CList (orange area), ready for you to search for a volunteer record by its CList name.
2.
Specify the organization for which employees are volunteering by selecting or adding CList and Contacts Tracking
records.
Enter the first few characters in the CList Name field and press F2. (You can also look up a contact in the Contacts Tracking
fields instead of a constituent.) Choose from the possible matches that appear in the Pearl Find List or click the New Vol button
to create a new volunteer record.
3.
z
If you selected a volunteer record, the Volunteering form is populated with the contact and CList you specified. The FY
field displays the current fiscal year; you can change it if needed. The Vol field shows the volunteer ID assigned to the
event record.
z
If you created a new volunteer record, Pearl wants you to identify the contact. Select or enter a new contact, and if
needed, create a new CList record.
Complete fields on the Event tab.
The VolTitle field is required.
4.
On the Volunteers tab, add volunteers for the event and enter their hours.
Double-click the empty Num field, find the employee, adding records to the CList and Contacts Tracking if needed. The person
is displayed in the table. In the Hours field, enter the number of hours they contributed to the event; these hours are included in
the totals on the Event tab.
Generating volunteer reports
Two standard reports are provided, although you can create or use custom reports. (For details about Pearl reports and letters, see
About Pearl reports, About Pearl letters or choose Microsoft Access Help from the Help menu for details about designing reports.)
z
The Volunteer Events Summary report provides summary information for all volunteer events that took place during the
start and end dates you specify. It describes the event and date, provides total volunteers (employee and other) and their
total hours, then lists individual volunteers.
z
The Volunteer History report lists, alphabetically by last name, employees who contributed volunteer hours during the start
and end dates you specify, broken down by specific event.
About Fund Accounting
Pearl’s Fund Accounting combines standard accounting principles with the special needs of community foundations. It is also
seamlessly integrated with other Pearl components.
The diagram below shows the main accounting tasks you’ll perform in Pearl’s Fund Accounting component. (Click an area for more
information.)
Copyright © 1997-2007 Henry A. Bromelkamp (Version 4.XX)
Review of accounting principles
Accounting is the method used to keep track of the financial dealings and status of an organization. Accounting for Community
Foundations, sometimes called Fund Accounting, differs from for-profit accounting because it focuses on documenting the flow of
funds into and out of the organization, rather than on how much profit an organization makes. Instead of Revenue and Expense
being a statement of profit and loss, in Fund Accounting, we refer to the excess of revenues over expenditures. The term net
assets on the balance sheet for Fund Accounting indicates this excess of revenues over expenditures over the life of the
organization, versus the term retained earnings, which indicates the cumulative profit and loss over the life of a for-profit
organization.
Note: Contrary to popular belief, a non-profit organization is not required to break even or to lose money, but only to retain any
excess funds, not to distribute them to members or shareholders as a for-profit business may. Large net assets insure that the nonprofit organization will be able to continue to serve its constituents consistently in good times and in bad.
Transactions are recorded to accounts like "Cash" or "Office Supplies." A transaction is always a combination of one or more
debits and one or more credits. The sum of debits always equals the sum of credits for any transaction. An accounting system
provides you with summaries and detailed lists of your transactions by sorting or subtotaling the debits and credits in various ways.
Debits and credits add or subtract from an account depending on the type of account.
z
Asset accounts (1000s) are increased with a debit and decreased with a credit.
z
Liability accounts (2000s) are increased with a credit and decreased with a debit.
z
Revenue accounts (4000s) are increased with a credit and decreased with a debit.
z
Expense accounts (5000s) are increased with a debit and decreased with a credit. Net Asset accounts (3000s) are increased
with a credit and decreased with a debit.
Cost centers and funds can also be used internally for planning but not necessarily used on the audited financial statement. Fund
Accounting, like managerial accounting, is used to assist internal management as a supplement to standard financial accounting
methods that follow generally accepted accounting principles.
Accounting terms
A
account
accounting
accrual basis accounting
adjusting entries
assets
AVNS
AVOth
AvBal
B
Bal
Balance Sheet
Bank Reconciliation
beginning balances
C
cash basis accounting
cash disbursements
cash receipts
Constituent List (CList)
conversion
cost center
credit
D
debit
DTAccount
E
expense
ending balance
F
Fee Percent
Financial Accounting Standards Board (FASB)
financial statements
fiscal transfer
fiscal year
Folio
fund
Fund Accounting
Fund Fees Assessment
Fund Group
Fund Instrument
Fund Type
G
General Journal
General Ledger
H
I
income statement
investment Pool
J
Joint Investment Income Allocation
journal entries
K
L
ledger
liability
line item
loss
M
manual check
modified cash basis accounting
N
net assets
non-spendable
O
operations and operands
P
payroll
Pearl Balance Sheet reports
Pearl Budget report
Pearl Fund Accounting
Pearl General Journal Edit report
Pearl General Ledger Report
Pearl Revenues and Expenditures report
petty cash
posting
profit
Q
R
recurring transaction
restricted funds
retained earnings
revenue
run parallel
S
serial number
source
spendable
spendable percent
Standard Chart of Accounts
T
1099
transaction
trial balance
UVWXYZ
Using filters in Fund Accounting
The filter uses an equation called a “where clause” to identify either a single record or a group of records. You can use a filter on a
form, or on a report. Using filters makes searching for records in the form much more efficient, and extends the capabilities of the
reports. A filter on a form allows you to view a select group of records and scroll through them without having to see ALL the records
in the form. For example, you can filter only the non-recurring transactions in the General Journal form, which will hide the Recurs
so you can scroll through the rest. A filter on a report allows you to see a subset of transactions on the report, such as a Posted
Ledger that only prints transactions for a certain Fund. Significantly, a filter allows you to select which transactions from the General
Journal to post at each posting session.
A filter has three parts:
z
a field name
z
an operator (what you do to the field or how to compare it)
z
a value
Examples of operators
*And and Or: You can string multiple filters together using And and Or. And is restrictive, which means the more times you add an
And, the less records match your filter. Or is expansive, that is, the more times you add an Or, the more records will match your
filter.
Fund=”001” and Account=”5100” and Debit>10000 and PostingDate>#2/1/02#
Account=”5400” or Account=”5300” or Account=”5320” or Account=”5330”
Pearl’s order of operations is left to right, so be sure to use parentheses if you are mixing Ands and Ors.
Fund=”001” and (Account=”5100” or Account=”5300”)
Examples of values
Important notes on field delimiters
*Center, Fund, and Account are actually text fields, even though they currently store only numbers. This is because they are codes
(numbers which don’t need to be totaled on a report) and because in a future version of Pearl, they will be able to store a
combination of numbers and letters.
Pearl will remember the last 14 filters used for each report and form. Also, each person’s filters are unique to his or her own
computer.
Filters on forms
Filters on forms will open the form and display a subset of the total records available. This is good for when you are scrolling
through a set of transactions to verify or change them, such as reviewing Payroll records on the screen so you can make individual
changes to paychecks before editing and posting. After you open the filtered form, if more than one record matches your filter, the
form will open in search mode (blue field backgrounds) so that you may use Pearl’s F2 search.
General Journal
The General Journal form is for entering, modifying, and viewing general journal transactions before editing and posting. Use the
following filters to group and view subsets of all records for more efficient work. Unfortunately, you can only filter by fields that are
on the main General Journal form. You can not use fields from the Subform General Journal Distributions in a filter. These fields
include Center, Fund, Account, Debit, Credit, and Form1099 and Memo.
Posted General Ledger
The Posted General Ledger stores every distribution of every transaction in the Ledger as a separate record. Each record is either a
Debit or a Credit. All kinds of transactions are stored in the Posted General Ledger, including Beginning Balances, DueTo/From,
Joint Investment Income Allocations, etc. You may use a filter to identify groups of records in the Posted General Ledger so you can
scroll through them more easily. When you open the Posted General Ledger, it will ask you to specify the relevant fiscal year.
Filters on reports
Filters on reports are especially helpful. They let you review or summarize your posted transactions or see very specific information
in great detail.
Pearl General Journal Edit
This is the report you will most often want to filter. It allows you to view and print a selection of accounting transactions before
they’re posted. It will indicate in red any transaction that is not ready to post. It will also flag all transactions that are ready to post.
Only flagged transactions will post, so the General Journal Edit report must be previewed or printed before posting. Normally there
are many more transactions stored in your General Journal than what you want to post in a single session, so you use a filter to
specify the set of transactions you wish to post in each session. The filter you use on the Edit report will automatically be displayed
in the “Where” field on the posting form, ensuring that the transactions you just edited are the same as those you are about to post.
The filters are the same as those used on the General Journal Form. Unfortunately, you can only filter by fields that are on the main
General Journal form. You can not use fields from the Subform General Journal Distributions in a filter. These fields include Center,
Fund, Account, Debit, Credit, and Form1099 and Memo.
Pearl Ledger
The Pearl Ledger displays detailed information on any debits and credits in the Posted General Ledger. The Pearl Ledger can be
run for any period of time you specify. It can also print a summary, detail or trial balance version. It can be sorted by Center, Fund,
Folio or consolidated by Account. It can use data from any Ledger year (or a combination of recent years). You will be prompted for
all of the above information. In addition, you can specify further criteria for the Ledger using a filter.
Pearl Revenues & Expenditures
This report (also called the Income Statement) can be run for any period of time you specify. It can be sorted by Center, Fund or
consolidated by Account. It can use data from any Ledger year (or a combination of recent years). It can also print a summary or
detail version. You will be prompted for all of the above information. In addition, you can specify further criteria for the Ledger using
a filter.
Pearl Balance Sheet (Activity and Restrictions)
The Balance Sheet can be run for any period of time you specify. It can be sorted by Center, Fund, or consolidated by Account. It
can use data from any Ledger year (or a combination of recent years). You will be prompted for all of the above information. In
addition, you can specify further criteria for the Balance Sheet using a filter.
Pearl Batch Payment Plan
This report shows payments from Grants Management that will be transferred to the General Journal, in a batch, for editing and
posting by using Pearl’s Batch Payment Transfer function. The filter used on this report will appear in the filter for the Batch
Payment Transfer. The fields used on this report are Grants Management System fields, not Fund Accounting fields. Used with no
filter at all, the report will display all payments that have been entered in the system that have not been paid yet (where Folio is
blank) and where a report has been received if one was required for this payment (Received is not null if Due is not null). You’ll
virtually always want to narrow this down at least to specify only payments that are scheduled to be paid within a certain time period.
You may wish to add additional criteria as well.
About setup
At a minimum, you need to enter your account, center and fund codes, and create and post beginning balance transactions before
you can fully use Pearl’s Fund Accounting. For a list of suggested conversion steps, see Converting your system.
Pearl’s three level codes
In Pearl, you must assign a center, fund and account code to every transaction.
z
For example, you are awarding a scholarship using dollars from the G.W. Ford Scholarship fund. In this case, a transaction for
the scholarship expense would include a debit to cost center 01 (General Administration), Fund 015 (G.W. Ford Scholarship
fund) and account 5010 (Grant Expense). It would include a credit to cost center 01 (General Administration), Fund 001
(General Fund) and Account 1001 (Cash Checking account).
z
A transaction for a receipt of a gift of money to the G.W. Ford Scholarship fund would include a debit to cost center 01
(General Administration), to fund 001 (General Fund) and account 1001 (Cash Checking account) and a credit to cost center
01 (General Administration), fund 015 (G.W. Ford Scholarship Fund) and account 4020 (Contributions non-spendable).
The Donor Gifts and Grants Management payment subforms contain Fund and Account fields that you select for every gift or grant
payment. On the Donor Gifts side, this means that a gift can be applied in multiple ways; for example, a $1000 gift could be spread
across four different funds, or half to spendable and half to non-spendable accounts. On the Grants side, this means that the money
to pay a single grant can come from multiple funds.
With this detailed coding, Pearl can produce Pearl Ledger, Balance Sheet, Revenue and Expenditures and Budget reports listed by
account for a single center, for a single fund or for any combination of centers, funds and accounts.
As part of setting up Fund Accounting, you may want to …
z
Enter beginning balances, if you have those available. If not, enter estimated beginning balances and then later post
adjusting entries in the General Journal to correct them.
Note: If reports are not immediately needed, we recommend that you wait until after your audit to enter correct beginning
balances, so that adjusting entries are not needed.
z
Enter vendors in your Constituent List (CList)
z
Enter budget information
Note: Be sure to establish a procedure for backing up your Pearl database on a daily basis.
Converting your system
Follow these steps to convert your accounting system to Pearl’s Fund Accounting:
1.
Determine a time for the conversion.
Plan the conversion for a slack time for the organization and/or your accounting cycle.
First determine the date on which to start using Pearl Accounting. The best date is the beginning of a new fiscal year; next best
is the beginning of a new quarter, followed by the beginning of a month.
It is recommended that you run both your previous accounting system and the new Pearl Accounting parallel for at least a
month before discontinuing use of your previous accounting system. Many clients, staff time permitting, run parallel systems for
several months. Being able to generate financial reports form both systems during this time may help accustom your board to
the look of the Pearl financial reports.
2.
Familiarize yourself with Pearl’s Fund Accounting features. (See About Fund Accounting.)
Decide what revisions, if any, to make in your current accounting procedures based on Pearl’s features.
3.
Decide how you will print checks using the computer.
If you want to change banks or the type of checking account you have, make those changes before ordering computer checks.
Contact Bromelkamp Company LLC for information concerning the style of laser checks to order.
4.
Define and enter your centers, funds and accounts.
Do this in conjunction with the Bromelkamp Company LLC technical staff.
5.
Run parallel—that is, use both your current system and Pearl simultaneously—for a month or two, until the staff and
accountant/auditor are comfortable with the new system.
Make sure you can produce the reports they need and that the totals the computer produces match the old system.
6.
Begin using Pearl Fund Accounting for real transactions.
7.
Discontinue your old accounting system.
Entering cost center codes
Cost centers (centers) are specific departments, projects or activities for which your organization wants to be able to separate
financial transactions. For example, a community foundation may want separate centers for Administration, grants, fundraising and
capacity building. You enter center information in the Centers form.
Note: Most clients should only define and use one cost center – 01 – for General Administration. This applies most
specifically to any clients that only need this type of breakout for the Form 990. These clients should allocate all activity to Center
01. At the end of the year, their auditors figure out (usually based on a percentage) the values for Administration, Fund Raising,
Program/Grant Making that are used on the annual audited financial statements (non-Pearl). Think carefully about using multiple
cost centers – it greatly increases the complexity of using and maintaining Pearl Fund Accounting. Only use multiple cost
centers if you need to separate the financial transactions of separate divisions or departments and print separate reports for each
division.
Important points when specifying center codes and descriptions:
z
Assign a two character code (made up of two-digit numbers) to centers.
z
Center 01 is always used for General Administration – you must keep this cost center.
This is because most users want the checking account, which is normally part of Center 01, listed first on the ledger.
z
You may want to group centers in 10s, so that codes can be inserted later in a logical order.
For example, if you enter the codes on the left today, you can insert new codes between them in the future:
Present
Future
01 Administration
01 Administration
20 Grants
20 Grants
30 Capacity Building
30 Community Volunteering
90 Fund Raising
z
90 Fund Raising
Changing or finishing centers: It is bad practice to change a center once it has been used in transactions, since doing so
affects those transactions. You should only change a record if it has never been used, and only to correct or clarify its name.
Never change a code number to give it a different meaning—instead, use a new number for the new purpose. Finishing a cost
center by entering a date in the table's Finished field means it is no longer available for users to select, but it will still appear in
historical reports. You must also confirm that the cost center has no values remaining in the current time period in the ledger.
z
You can print a list of the centers you have entered.
Note: See Sample codes for a list of sample center codes and descriptions.
Follow these steps to enter your centers:
1.
Select Utilities at the top of the Pearl Navigator.
The list of utilities is displayed below.
2.
Select Edit List Codes and click OK.
3.
From the list of tables, choose CENTER and click OK.
The Center table is displayed.
4.
In the Center field of the bottom row, enter a number for the cost center.
For example, type 20 for Grants or 30 for capacity building.
5.
In the CenterName field, enter a name for the center.
For example, type Grants or Capacity Building.
6.
Add other centers.
7.
Close the form.
Sample cost center codes
Note: Enter center codes in the Centers form.
01 General Administration (required)
20 Grants
30 Capacity Building
90 Development/Fundraising
About the Funds form
In Fund Accounting, dollars going into or out of a specific pot of money (Fund) need to be tracked. The Pearl Funds form lets you
see the "big picture" information about each fund--for example, a high level view of the fund's total value and of that, its spendable
amount. Pearl does this by looking at all net asset accounts (such as spendable, accumulated earnings and non-spendable). The
Funds form also provides a Fund Statement you can click at any time to generate an individual fund statement for the selected fund.
Tabs on the Funds form show the gift and grant distribution detail that affects the balance of the fund.
In the Pearl Navigator, choose Forms, and select Funds and click Open. The Funds form is displayed. To display a fund's record,
either type the name of the fund in the FundName field or the fund's number in the Fund field and press F2. To add a fund record,
see Adding funds.
The Funds form typically contains these sections:
z
Funds record information (blue area)
z
Gifts tab
z
Grants tab
z
Interests tab
z
Roles tab
z
Reports Recipient tab
z
Handling/Notes tab
Funds record information
z
Fund: Displays the fund's number. For more information, see Specifying fund codes and names.
z
DTAccounts: Directs the fund’s assets to a specific cash or asset account. See DTAccounts field. This field is required when
creating new funds.
z
Finished: Used to close the fund record. The Updated field displays the date on which the record was last modified and by
whom.
z
FundName: Displays the fund's name. For more information, see Specifying fund codes and names.
z
Initial Amount: Enter the dollar amount with which the fund was started.
z
Established: Enter or select from the calendar the date on which the fund was established.
z
FundInst: Select the instrument which established the fund. For example, you might choose A for annuity or B for bequest,
etc. Note that you can change this list to fit your own needs by using the Edit Code List utility.
A—annuity
B—bequest
F—fund agreement
G—general fund memo
L—charitable lead trust
S—supporting organization
T—trustee resolution
U—charitable remainder unit trust
z
FundType: FundType is a classification of the use or purpose of the Fund. Some common FundTypes include: Designated,
Donor Advised, General Unrestricted, Agency Endowment, Scholarship and Field of Interest. One of the benefits of using
FundType to identify Funds with the same purpose is that the FundType field can be used in all of the accounting reports as a
filter. For details, see FundType field. Note that you can change this list using the Edit Code List utility.
A—donor advised fund
D—designated purpose
E—agency endowment
G—general unrestricted
I—field of interest
P—special project
S—scholarship
z
Bene: Enter the benefactor name.
z
FeePercent: The FeePercent is the annual percentage of Net Assets that you charge the fund for management of the fund
dollars. Type the annual fee as a whole number (for example, 5 = 5% annual). The Fund Fees Assessment process uses the
percent in this field when assessing administrative fees to funds.
z
FundGroup: If this fund is part of a group, specify the group's master fund. The default FundGroup is the fund number. See
FundGroup field.
z
Restr: Enter the date through which the fund is restricted.
„
If the Fund is unrestricted, leave the field blank.
„
If the Fund is permanently restricted, type 1/1/9999.
„
SpendPercent: The SpendPercent is the percent of the fund's balance or average balance that the community foundation is
allowed to spend annually. Specify the fund's spendable percentage. For details, see Spendable Allotment.
„
Anon: Select a code that indicates if and how the fund wishes to remain anonymous in grantmaking. Note that you can
change this list using the Edit Code List utility.
„
Endowed: Check this box if the fund has an endowment.
„
Fund Statement: Click this button to generate a fund statement for the selected fund.
„
Net Assets: Displays the fund's total net assets, as a total of all net asset accounts.
„
Spendable: Displays the amount of total net assets that are currently spendable.
„
Purpose: Enter the fund’s purpose and/or restriction.
„
Advis: Enter the awards committee members. If there is a standing committee that reviews grant applications from the fund,
insert those names.
„
Succession: Enter the advisor's appointed successor advisor(s), and what to do after active advising is passed (for example,
discretionary, field of interest or designated)
FundType field
The FundType field provides a way of identifying a fund's use or purpose. Common fund types include: Designated, Donor Advised,
General Unrestricted, Agency Endowment, Scholarship and Field of Interest. As an added benefit, you can use FundType in
accounting reports as a filter. For example, to see consolidated balance sheets for just scholarship funds, select Pearl Balance
Sheet on the Pearl Navigator, and enter FundType="scholarship" in the filter. Click Preview or Print, and respond to the prompts so
that the report is consolidated with scholarship funds together or separated by fund.
FundGroup field
The FundGroup field allows you to group funds together, such as all funds established by donors of the same family. The
FundGroup field defaults to the fund's own fund number when you set up a new fund. Follow these steps to create a fund group.
1.
Decide which fund will be the "main" (parent) fund and note its number shown in the FundGroup field.
You can select any fund as the main fund. Other funds will reference this fund and so be included in the group. By default, a
fund's number appears in the FundGroup field.
2.
Add other funds to the group by specifying the main fund's number in their FundGroup field.
Then you can filter reports by FundGroup="XXX", where XXX is the FundGroup number of the main fund.
Here's an example:
G.W. Ford Family Fund is the Parent fund (Fund=123 and FundGroup=123)
G.W. Ford Scholarship Fund is the first Child fund (Fund=456 and FundGroup=123)
G.W. Ford Environment Fund is the second Child fund (Fund=789 and FundGroup=123)
You can also use the FundGroup field to track agency funds. Community foundations need to separate agency fund contributions
between those made by the agency itself (from donations and earnings received from outside sources) and from public
contributions.
z
Set up two separate funds, one for the Agency Endowment and one for Public Contributions.
z
Set their fund type fields: For the Agency fund, select "Agency Endowment" in its FundType field; for the Public Contribution
Fund, select "Designated Purpose" in its FundType field.
z
In the Public Contribution fund's FundGroup field, enter the Agency fund's fund number, so that the public contribution fund
will be grouped with the agency fund.
z
Run reports as needed. You can run reports by fund type, where the funds are separated. You can also run reports by fund
group (for example, using a filter of FundGroup=”XXX”, where XXX is the agency fund's fund number).
DTAccounts field
Note: This field applies only to organizations using joint investment income accounts.
In Pearl's Fund Accounting, you can specify that activity be cleared to one or more joint investment accounts. For example, you may
want to say that activity in a fund always comes from a specific investment account, like the short-term money market, rather than
touching the endowment. To do this, you use the DTAccounts field on the Funds form to specify the account(s) to which the fund
will clear its Due To/From transaction.
When adding a new fund, the DTAccounts field is required, and Pearl directs the first cash transaction to the specified joint
investment account. Note that you can leave the DTAccounts field blank on existing funds with cash balances in one joint investment
account. When DTAccounts is left blank, any fund with balances in multiple joint investment accounts distributes all activity prorated
to those accounts. If this field contains multiple joint investment accounts, activity will be distributed to the one account or prorated
between the two or more accounts listed.
Gifts tab
This tab displays gift (receivable) transaction information attributed to the fund. For each gift (whose number is shown in the Gifts
column), it lists such items as the date on which it was pledged or given (Date), the deductible amount or fair market value pledged
or given (Commitment), the gift's posting date (PostingDate), the amount of the pledge received to date (Amount), the donor's
name (Name) and the fund number (Fund).
Click a gift's number in the Gift column to display the gift record in the Donor Gifts form.
The SumAmount field displays the total of all gifts given to the fund.
Grants tab
This tab displays grant (payable) transaction information attributed to the fund. For each grant request (whose number is shown in
the App column), it lists such items as the date on which the grant decision was made (Dec), the amount awarded (Grant), the grant
payment's posting date (PostingDate), the amount of the grant payment (Amount), the payment's check number (Folio), the fund
number (Fund), the grantee individual's name or organization (Name) and the project's description (Title).
Click a grant's number in the App column to display the grant record in the Grants Management form.
The SumAmount field displays the total of all grants awarded from the fund.
Interests tab
This tab shows a list of pending grant applications whose project interests align with those interests of the funding source. Use this
tab to enter the fund's interests and view pending grant requests with interests that match. On the Interests tab of the Grants
Management's form, you can view funds that match the grant request's interests.
1.
Click the exclamation point at the right of the Interests field.
The Interests dialog box appears. You can add or change interest codes using the Edit Code Lists utility.
2.
Choose one or more interests.
Click the All button to select all interests or None to clear previous selections.
3.
Click OK.
The Interests field now lists the interests you selected and the subform lists all pending grant applications who share the fund's
selected interests. Note that the grant records are listed in order of best match, where the top grant's interests most closely
match the interest(s) selected above.
For each grant application sharing one or more of the fund's interests, the subform lists the grant record number (App),
constituent or contact (Name), requested amount (Request), date the application was received (Dre), grant category
(Program), grant project description (Title), grant application's selected interests (Interests) and the number of interests the
application and fund share (InCommon).
To display a grant application's details, click the application's number in the App field.
Roles tab
This tab allows you to indicate individuals who have special interest in this fund, such as financial advisors, family members (for
family funds), legal advisors, and so on. Use this tab to view and track all contacts and organizations with an association with this
fund. Throughout Pearl components, roles provide a means of linking other records in the database to a specific record.
To add a role, double-click the Num field. In the Contacts Tracking form that appears, type the first four or five characters of name
and press F2 to search for an existing record or add a new record. The contact's details are populated in the fields.
In the Role column, select or enter the contact's role regarding this fund record. The role field is self populating. If you add a new
role, it will appear as a choice when you later drop the list for that field.
In the Notes column, enter any notes on the role this contact plays regarding this fund.
Reports Recipient tab
Use the Reports Recipients tab to indicate the primary contact for this fund and the contact who will receive any financial report
information about this fund. If more than one person should receive this information, assign the primary person on this tab and
indicate the other on the Roles tab In the Contacts Tracking (yellow) or CList (orange) areas, search for a contact or constituent.
Place the cursor in the Contact or Name field, type the first four or five characters of name and press F2 to search for an existing
record or add a new record.
In the Sal field, type a salutation to appear when sending reports about the fund. Although this field displays the salutation defined
for the client, you can overwrite the default value.
Handling/Notes tab
Use the Handling/Notes tab to indicate if there are special handling instructions regarding funds received into this fund or expensed
out of the fund. For example, if the main contact wants to present grant checks from this fund in person, you'd note it in the Handling
field.
In the Handling field, enter special handling instructions to display when this fund is chosen for a grant, gift, or expense.
In the FundNote field, enter notes specific to this fund.
Adding funds
Fund codes are unique numbers assigned to different "pots" of money or funds which will have all financial activity tracked
separately. For example, a fund’s code and description might be 210, John and Mary Applebee Fund. You enter fund information in
the Funds form.
Creating a new fund involves:
z
Searching the fund records by either fund name or number to make sure a record hasn’t already been created.
z
Completing the form's fields.
1.
Choose Forms at the top of Pearl Navigator.
2.
Select Funds and click Open.
The Funds form appears. Its fields are blank and bright turquoise, ready for you to search. By default, the cursor appears in the
FundName field, ready for you to search for a fund record by its name.
3.
Create a fund record.
A simple and quick way of adding a fund is to type an asterisk (*) in the FundName field and press the F2 key. All funds are
listed in the Pearl Find List. (If Fund isn’t the first column in the F2 Find List, use the Columns button to customize the columns
and order the Fund column first so the list is ordered by fund.)
4.
After verifying that the fund does not already exist, click the New Fund button.
The Fund form is displayed, with the cursor in the Fund field.
5.
Enter a new fund number. See Specifying fund codes.
6.
Press Tab and enter a description in the FundName field. See Specifying fund codes.
Similar to other Pearl forms, the Fund field provides the record's unique identifier. However, unlike other Pearl forms, you assign
a fund's three-digit Fund number. Fund numbers do need to be unique, but can be sequential or random. Typically, you would
not group funds by their number, instead using the FundGroup and FundType fields to group funds.
7.
Complete the Funds form fields.
See About the Funds form.
To direct where the new fund’s assets will be invested, use the DTAccounts field.
Specifying fund codes
Note: See Sample codes for a list of sample fund codes and descriptions.
z
If you do not need to identify the sources of funds for transactions, use the General Fund code (001) for all
transactions. This fund is also used for general administration and undesignated funds.
z
Fund codes and descriptions are best used to identify restricted funds or funding sources that require reporting of
individual transactions.
It is not practical to specify a fund for each contributor, membership, and so on. Whenever possible, use catch-all funds for
similar transactions that do not require detailed reporting.
You will be able to easily see what the next available Fund number is, or identify any gaps in the sequence of numbers. It is not
necessary to fill gaps in the sequence of Fund numbers, but it is important to select a number that is not already used by
another Fund.
z
Don’t confuse funds with revenue accounts.
Fund means "who or what provided the money," whereas revenue means "what kind of money." A fund is usually very specific,
such as the H.H. Wilson Fund. Revenue is general, such as grants revenue, contracts or contributions. Because Pearl can
assign both a fund and an account to each transaction, you will be able to code revenues and expenses with the appropriate
line item account codes and fund codes to identify whose money you spent.
For example, when a check is received by the foundation for the H.H. Wilson Fund, you first determine whether the contribution
is for the endowment (non-spendable contribution) or pass through, to be spent imminently (spendable contribution). In the gift
system, you assign both a fund and an account to every transaction. That way you could print a ledger or report that lists all
transactions for that particular fund—the H.H. Wilson Fund—to see if you've overspent or underspent that funding source.
z
Use three-digit numbers for fund codes. Fund code 001 must be "General Fund".
For example, you can use abbreviations (as in SMC, ROG or BER), or a combination of letters and numbers (as in 01A or
01B).
z
Changing or finishing fund codes: It is bad practice to change or delete a fund once it has been used in transactions,
because doing so affects those transactions. You should only change a record if it has never been used, and only to correct or
clarify its name. Never change a code number to give it a different meaning—instead, use a new number for the new purpose.
Finishing a fund record means it is no longer available for users to select, but it still appear in historical reports. You must also
verify that the fund has no value remaining in the ledger before you close the fund.
You can print a list of the fund codes you have entered.
Sample fund codes
Note: Enter fund codes in the Funds form.
001 General Administration (required)
002 Strangle Family Fund^The Harold and Lois
003 Windsor Scholarship Fund^The
004 Fair Oaks Park Fund
Closing a fund record
Once a fund is no longer being used, you may want to close (finish) it. When closed, the fund may appear on historical reports, but is
no longer available for selecting.
Follow these steps to finish a fund record.
1.
Verify that the fund has a zero value in the ledger.
Run a Pearl Balance Sheet report for the fund you want to close. All accounts should have a zero balance. Any accounts with a
balance should be adjusted to zero within the fund or the cash value transferred (interfund gift) to another fund. Contact
Bromelkamp Company LLC for further assistance.
2.
Display the fund record in the Funds form.
3.
Type today’s date in the Finished field and click elsewhere on the screen.
All fields turn gray and are locked except for the Finished field. To unfinish a fund record, delete the date in the Finished field.
Entering accounts
Account codes are the line item account numbers you assign to each transaction to indicate assets, liabilities, revenue and
expenses. Pearl Fund Accounting comes preloaded with a comprehensive list of account codes. It is advisable to follow the structure
of the standard chart of accounts. For example, an account code and description might be 5999, Miscellaneous Expense. Common
account names include Cash-Checking Account, Accounts Receivable, Salaries, Travel, Grants Expense and Equipment
Depreciation. You enter accounts information in the Accounts form.
Note: See Sample account codes for a list of sample account codes.
Important points when specifying account codes and descriptions:
„
Assign code numbers for accounts in the order in which you want them to print on the Pearl Ledger report.
„
Account codes must be four numbers long and follow the guidelines listed below.
„
„
Do not use accounts 0000 through 0999
„
Use accounts 1000 through 1999 for assets only
„
Make account 1001 your main checking account. (Center 01, Account 1001 is the default coding for crediting
disbursements or debiting receipts). If you have multiple checking accounts, assign sequential numbers, as in 1001,
1002, and so on.
„
Make account 1100 your joint investment account (pooled funds for investing). If you have multiple investment pools ,
assign sequential account numbers, as in 1100, 1101, 1102, and so on.
„
Make account 1300 your Accounts Receivable account
„
Use accounts 2000 through 2998 for liabilities only
„
Make account 2010 your Accounts Payable account
„
Make account 2100 your Agency Liability or Due to Others account
„
Make account 2999 your Due To/From account. This is required by the system.
„
Make account 3000 your Net Assets Spendable account.
„
Make account 3010 your Net Assets Accumulated Earnings account
„
Make account 3020 your Net Assets Non-Spendable Endowment account
„
If you want to specify other Net Asset accounts, they must fall in the range of 3001 through 3999 and not use any of the
three net asset accounts previously identified.
„
Use accounts 4000 through 4999 for revenues only
„
Use accounts 5000 through 5999 for expenses only
„
Do not use accounts 6000 through 9999
Group accounts appropriately.
In the Standard Chart of Accounts you’ll see that related accounts are grouped together:
z
Example 1: All Payroll expense accounts begin with 51, as in 5110 = Salaries, 5120 = Payroll taxes, 5130 = Retirement
Plan, etc. In this account group, the first three digits of the accounts hold meaning, and the third digit is the final
designator:
z
1st Digit 5 = Expense
z
2nd Digit 1 = Payroll
z
3rd Digit 1 = Salaries, 2 = Taxes, 3 = Retirement, etc.
z
4th Digit 0 = no designation
z
Example 2: All Contribution accounts begin with 40, as in 4010 = Contributions - Spendable, 4015 = Interfund
Contributions - Spendable, 4020 = Contributions – Non-spendable, etc. In this grouping, all four digits are used to define
the type of account.
z
1st Digit 4 = Revenue
z
2nd Digit 0 = Contributions
z
3rd Digit 1 = Spendable, 2 = Non-Spendable
z
4th Digit 0 = no designation 5 = Interfund
Other types of accounts, that are not broken out in the Standard Chart of Accounts, can be. For example, the Standard Chart of
Accounts has one account for all Travel expenses – 5460. If your organization breaks travel expenses out by meals, lodging,
airfare, etc, you would change the definition of account 5460 and assign the next consecutive account numbers to other travel
expenses. It might look similar to the following: 5460 = Travel - Meals, 5461 = Travel – Lodging and 5462 = Travel –
Air/Mileage.
z
Changing or deleting account codes: It is bad practice to change or delete an account code once it has been used in
transactions, since doing so affects those transactions. You should only change a record if it has never been used, and only to
correct or clarify its name. Never change a code number to give it a different meaning—instead, use a new number for the
new purpose. If you need to close an account, fill in the Finished fields with the date on which the account was closed.
You can print a list of the accounts you have entered.
Note: See Sample codes for a list of sample account codes and descriptions.
Follow these steps to enter your accounts or change an account's description:
1.
Select Utilities at the top of the Pearl Navigator.
The list of utilities is displayed below.
2.
Select Edit Code Lists and click OK.
3.
Select Accounts.
The Accounts table is displayed.
4.
In the bottom blank row of the table, type the number you want to use for the account in the Account field.
For example, type 5999.
5.
In the AccountName field, type the name you want to use for the account.
For example, type Miscellaneous Expense.
6.
In the NetAccount field, enter the number of the net assets account that this account will clear to at the end of the
fiscal year.
This is typically 3000. For details, see Net Assets.
7.
Repeat steps 4 through 6 to add other accounts.
8.
Close the form.
Standard Chart of Account codes
Note: Enter account codes using the Edit Code Lists function under Utilities options. Note the bold entries are reserved account
numbers in Pearl. You may not delete them or change their purpose. You may revise the standard description. For example, you
might change the description of account 1001 from ‘Checking’ to ‘Checking – Wells Fargo’
Any non-bold entry can be left out of your chart of accounts, and additional accounts can be added where needed, as long as they
follow the account numbering convention.
1000s (Assets)
1001 Checking
1002 Petty Cash
1010 Money Market
1020 Certificates of Deposit
1100 Joint Investments
1110 Non-joint Investments
1300 Accounts Receivable
1310 Loans Receivable
1320 Interest Receivable
1330 Grants Receivable
1400 Prepaid Expenses
1410 Prepaid Insurance
1420 Prepaid Rent
1500 Contributions Receivable
1505 Allowance for Un-collectable Contribution
1710 Land
1720 Building
1730 Furniture & Fixtures
1735 Office Equipment
1740 Equipment Over $500
1750 Software Over $500
1820 Accum Deprec-Building
1830 Accum Deprec-Furn & Fixt
1840 Accum Deprec-Equipment Over $500
1850 Accum Deprec-Software Over $500
2000s (Liabilities)
2010 Accounts Payable
2020 Annuity Payable
2030 Grants Payable
2100 Agency Liabilities
2210 Accrued Payroll
2220 Federal W/H Tax Payable
2230 State W/H Tax Payable
2240 Social Security Tax Payable
2250 Medicare Tax Payable
2260 403(b) W/H Payable
2270 Insurance Premiums W/H Payable
2500 Deferred Revenue
2999 Due To/From
3000s (Fund Balance)
3000 Net Assets - Spendable
3010 Net Assets - Accumulated Earnings
3020 Net Assets - Non-spendable Endowment
4000s (Income)
4010 Contributions - Spendable
4015 Contributions - Interfund - Spendable
4020 Contributions - Nonspendable
4025 Contributions - Interfund - Nonspendable
4110 Dividend & Interest Income
4120 Capital Gain - Realized
4130 Capital Gain - Unrealized
4910 Rental Income
4920 Fee Income
4999 Miscellaneous Income
5000s (Expenses)
5010 Grants Expense
5015 Grant Expense - Interfund
5020 Scholarships
5030 Investment Expense
5040 Fund Administrative Fee
5110 Salaries
5120 Payroll Taxes
5130 Retirement Plan
5140 Employee Benefits
5150 Employee Training
5210 Advertising
5220 Bank Service Charges
5230 Memberships/Publications/Subscriptions
5240 Equipment/Software Up To $500
5250 Insurance
5260 Interest Expense
5270 Office Supplies
5280 Postage
5290 Printing
5300 Telephone
5410 Board Expense
5420 Contracted Services
5430 Meals/Entertainment/Gifts
5440 Meetings/Conferences
5450 Professional Fees
5460 Travel
5610 Depreciation
5620 Interest/Taxes
5630 Janitorial
5640 Property Insurance
5650 Rental Expense
5660 Repairs/Maintenance
5670 Utilities
5999 Miscellaneous Expense
Due To/From function and transaction
About Investment Accounts
What are ‘due to/from’ transactions in the Joint Investment Accounts?
In Fund Accounting, it is imperative that a separate balance be maintained for each Fund. Each fund is treated as a totally separate
balance sheet entity with its own assets and liabilities. For community foundations this is especially important. For example,
accounting transactions and balances for Fund 400 (the “George and Martha Brown Fund”) must be kept separate from those of
Fund 095 (the “Westside Housing Trust Fund”). In a multi-Fund environment, there is often activity between an individual Fund and
the organization’s General Fund (001), and sometimes includes transfers between two Funds. In order to keep each Fund balanced,
Pearl automatically creates “IOU” entries - called Due To/From transactions - that keep track of what each Fund owes or is owed by
other Funds.
Note the following facts:
z
All funds have assets.
z
Typically only the General Fund (001) has assets in a checking account from which checks are written and into which checks
are deposited.
z
Generally, assets from multiple funds are pooled together in investment accounts (joint investments). For example asset
account 1100 may be long-term endowed investments and the balance in this account is made up of the assets from multiple
funds. Pearl’s Fund Accounting keeps track of how much of any given investment pool belongs to each fund.
z
Even funds that do not participate in investment pools will have funds in a separate non-investment asset account. For
instance, account 1110 may be a savings account for one specific fund.
When accounting activity takes place between funds, Pearl adjusts each fund’s balance by automatically creating a “Due To/From”
transaction to the appropriate investment account (accounts 1100 – 1199) for the fund (See DTAccount.). The Due To/From
transactions not only keep each fund in balance, but simplify the reconciliation of the primary checking account.
For example, a grant gets awarded and is to be paid for by dollars from Fund 400 - the George and Martha Brown Fund, however,
the check that pays this grant is drawn on the main checking Account (1001) in the General Fund 001, so Fund 400 essentially
“owes” Fund 001 for having fronted the cash for the grant check. This IOU shows up in the form of a Due To/From transaction in the
Posted General Ledger that increases Fund 001’s balance and reduces the balance for Fund 400. This automatically generated
transaction is what keeps both the 001 and 400 Funds in balance. Conversely, if a contribution is made to Fund 400, it is deposited
into the checking account (1001) of the General Fund (001). In this case the Due To/From (IOU) transaction is created for the
DTAccount(s) showing a decrease in Fund 001’s balance and an increase in the balance of Fund 400. Any time a transaction
affects 2 or more funds, a balancing Due To/From transaction is created. Folio values for Due To/From transactions start with “DT”
followed by the month and day of the transaction. So DT0407 would mean the Due To/From transaction was created on April 7th.
Due To/From transactions are cumulative, that is to say, if multiple transactions occur between the same funds on the same day, the
Due To/From transaction reflects the cumulative ‘IOU’ information between the two funds.
Note: If a fund’s assets do NOT participate in a joint investment pools, you should set up a separate asset account (e.g. 1110)
as the IOU (Due To/From) balancing account for that fund.
Although it is possible to disable Due To/From by deleting 2999 from the Account list; this is a significant policy change that you
should only make in consultation with your auditors.
Why do I have transactions showing up to an account “2999” on my Ledger?
If you do not have your Funds correctly assigned to DTAccounts (Due To/From clearing accounts), Pearl will post the Due To/From
transactions to an account 2999. If this happens, please contact Bromelkamp Company LLC’s Consulting Team for help correcting
the problem.
To determine if any Funds have a balance in Account 2999, print a Ledger report with the following filter:
Account=”2999”
Select the current year, leaving blank beginning and ending date prompts blank. This will include all transactions in Account 2999
for the entire year - select Detail, and sort by Fund. Using this report, you can determine which funds have ending balances in
Account 2999. If a Fund has a credit (displayed in red) balance in Account 2999 that Fund owes money to Fund 001, if it has a debit
balance, Fund 001 owes that Fund money.
Managing Your Due To/From Account 2999
Build into your month-end reconciliation process the following four steps:
1.
Print or preview a consolidated Balance Sheet.
The Account 2999 may appear. If it does appear, the balance should always be zero, because the sum of all the “I.O.U.”s must
be zero. If it is not zero, call Bromelkamp Company LLC technical support at (800) 879-2565 x3.
2.
Verify that assets of any new funds created in the month have been properly posted to the correct asset account.
(See the Pearl POST June 2002 issue.)
3.
Print a Ledger report for Fund 001 with a filter as follows.
Fund=”001” and Account like “1*”
This will show the asset accounts for the General Fund. From this, you can determine what amount could be transferred
between asset accounts. For example, if checking account (001 1001) has a large positive balance, money should probably be
transferred to other asset accounts with better investment returns.
Transferring Money Between Funds
When using Pearl’s DueTo/From feature, there are important considerations to be made when transferring money from one Fund to
another. If you attempt to transfer between Funds using the same asset account for both sides of the transaction, DueTo/From (in
its mission to keep the debits and credits within funds balanced) will create an offsetting and therefore nullifying transaction as in the
example below. The definition of ‘in balance’ in true Fund Accounting means that not only do debits equal credits at the bottom of a
consolidated Ledger, but also debits for each Fund must equal credits for each Fund, as each Fund is treated as a separate balance
sheet entity. That is, self-contained with its own assets and liabilities.
Correct Ways to Record Inter-Fund Transfers
Following are several scenarios involving the transfer of money between funds that are common to Pearl users. We’ve provided
suggested methods of handling each kind of transfer. As always, we recommend you consult with your organization’s accountant to
determine the best way of handling your specific accounting transactions.
Note: Although Community Pearl comes with the standard Inter-Fund Grant (Account=5020), the following examples also use
Account 4030 Inter-Fund Gift. If you already have an Account for this purpose, you do not need to add 4030, just substitute your
account number for 4030 in the examples below. If you do not have an Inter-Fund Gift Account, you will need to add a new Account
using any income account number (4000-4999). If you need help adding this Account, please call the Bromelkamp Company LLC
technical support team at 1-800-879-2565 x3.
z
Scenario 1: Grant/Gift from one Fund to another
Your organization manages funds for both the Shade Family Fund (Fund=750) and the Parks and Wetlands Fund
(Fund=700). The donor advisor for the Family Fund requests that you transfer $500 from the Family Fund to the Parks and
Wetlands Fund. In other words, the Family Fund (750) is giving a grant to the Parks and Wetlands Fund. This is called an interfund grant or an inter-fund transfer. In this case, no check is written, the resources are simply moved from one Fund to the
other. Your general journal transaction should look as follows:
The transaction is between the Inter-Fund Grant (Account=5020) and the Inter-Fund Gift (Account=4030). When this entry
is posted, Pearl still creates a Due To/From transaction to balance each fund’s debits and credits, but since revenue and
expense accounts are used, the transfer of resources is recorded correctly.
The balance sheets for the two funds now reflect the transfer.
z
Scenario 2: Telephone transfer between Money Market and Checking accounts
Your organization needs to transfer money from a Money Market account to the Checking account – in preparation of making
Scholarship payments. If you transfer the funds by check, just print a check from the money market account, then deposit it into
the checking account. But if you transfer the funds by telephone transfer, you must use the method below. First, enter a
transaction between the money market Account and your cash Account.
Then, as you write the scholarship checks, the expense is to the Fund providing the scholarship and the checks are written
against the combination of the General Fund (001) and the Cash Account (1001). Pearl creates the correct DueTo/From
transaction to keep the Funds balanced.
z
Scenario 3: Keeping a Fund’s Cash in an Account Separate from the General Fund, and Writing Checks from it
You may have a donor who requires you to keep the resources for a Fund completely separate from the General Fund (001).
Often times they have separate check stock with their Fund’s name instead of your organization’s name on them, upon which
grant and other expense checks are written. The cash for this Fund would be in a separate checking account from any other
funds your organization manages, and could be located at a different financial institution. The resources for this Fund do not
participate in any of the Money Market or Joint Investments in which the General Fund may participate. In this case,
transactions flow through this Fund’s cash account, not your organization’s cash account.
In this instance, both sides of any transaction (payable or receivable) will reflect this Fund’s unique Fund number – never the
General Fund number (001). See the examples of a receivable and a payable involving such a Fund. Account 1090 is the
separate cash account for the Krueger Family Annuity Fund (Fund=850).
Note: We recommend you avoid keeping a separate bank account for any fund. The practice is usually a holdover from older,
manual systems when it was difficult to keep Funds separate. Even though Pearl Fund Accounting is able to record a Fund’s
separate bank account, doing so circumvents Pearl’s automatic features to keep each fund separate. It’s a lot more work for you to
code every transaction for that Fund, and reconcile the account separately. If a donor requests that their money be recorded
separately, demonstrate that your Pearl Fund Accounting system provides that ability.
Note: This applies only if using the automatic DueTo/From feature.
About the Net Assets accounts (3000, 3010 and 3020)
Net Assets is the difference between assets and liabilities. This is the same as the sum of all revenues less the sum of all
expenditures over the life of the organization, since its origin. The three primary net asset accounts are:
z
3000 Net Assets - Spendable, the portion of an organization's net assets that can be spent. Note that the percentage
planned to be spent is determined by policy, not by law, and is often 5% of assets per year.
z
3010 Net Assets - Accumulated Earnings. This is the amount that has been earned or lost on the endowment cumulatively
since inception.
z
3020 Net Assets - Non-Spendable Endowment, the non-spendable portion of an organization's net assets—that is, money
that can be invested but not spent. This is the amount that has been donated over time, the historic cash value or the "corpus"
of the endowment.
During a fiscal year, the difference between all 4000 (revenues) and 5000 (expenditures) accounts is called Change in Net Assets.
Pearl shows this automatically on reports. At the beginning of a fiscal year, when Pearl creates beginning balances for the new year,
it clears 5000 (expenses) and 4000 (revenues) account balances to the Net Asset accounts according to the NetAccount indicator in
the account table. Pearl does this automatically the first time you post a transaction to your new year’s LedgerXX.
The net asset accounts 3000, 3010 and 3020 are reserved accounts in Pearl Fund Accounting. The calculation of Administrative
Fund Fees and Spendable Allotment use these three accounts. Specific calculations and formula’s for alternative calculations
depend on the basic meaning of these accounts always remaining the same.
The net asset accounts provide a means of distributing income to the proper place. For example, most expenses clear to the
spendable account, and dividends and interests clear to the accumulated earnings account. A non-spendable contribution clears to
a non-spendable account. These accounts provide a more accurate picture of your community foundation's net assets at a given
time, including a true up-to-the-minute picture of a fund's true value, including a breakdown of net assets in their specific categories.
The Pearl Revenues and Expenses and Pearl Balance Sheet reports, for example, display net assets amounts at the bottom.
Configuring net asset accounts
You configure your organization's net asset accounts in the Accounts table using the Edit Code List utility. Each account record has
a NetAccount field to say what net asset account it clears to. Since Asset and Liability accounts don't "clear" to a net asset at the
end of a fiscal year, the default NetAccount of 3000 can just be left alone. The default is 3000, but to make a revenue or expense
account clear to 3010 or 3020, go (in the table or on the form) to the Account record for that revenue or expense Account and
choose 3010 or 3020. (Asset and liability accounts don't clear net assets, so the NetAccount setting is irrelevant for the 1000’s and
2000’s and 3000’s.)
1.
Display your account codes.
See Entering accounts.
2.
Verify that the NetAccount column is correctly filled in for each account.
3.
Compose and post journal entries, as necessary to make your 3020 balances accurately reflect the historic cash value
of your endowments.
Note: Generally, organizations do not post transactions to account 3000. We recommend that you post to 3000 only if directed
by an auditor for adjustment purposes.
Previously, most Pearl users put all the historic cash value and the accumulated earnings into one account for the permanently
restricted endowment. Now, it splits that into the original contributions and subsequent earnings. “3020 Net Assets – Non-Spendable
Endowment” should equal the sum of all endowment contributions ever received, regardless of any loss or earnings on those
amounts. “3010 Net Assets – Accumulated Earnings” is the sum of earnings and losses. Having accurate 3020 and 3010 balances is
required for the accuracy of Pearl functions Fund Fees Assessment and Spendable Allotment. Clients who don't already have the
historic cash value broken out should (at their convenience) figure out the historic value of each Fund and move money to/from
3000/3010/3020 to make the 3020 balance correct.
Normally only two accounts, “4020 Contributions - Non-spendable” and "4025 Contributions Interfund - Non-spendable," go to
NetAccount “3020 Net Assets - Non-Spendable Endowment.” A few accounts (gain/loss realized, gain/loss unrealized, dividends and
interest, investment expenses) go to NetAccount “3010 Net Assets - Accumulated Earnings.” (sometimes fund fee expense is also
cleared to 3010) All other revenue and expense accounts generally will clear to “3000 Net Assets - Spendable.” So if you overspend
a fund (“invade the corpus”) Pearl will leave the 3020 historic value alone and allow “3010 Net Assets - Accumulated Earnings” to go
negative, with the assumption that this is a highly unusual situation, and only as allowed by your spending policy.
For example, here are the standard Community Pearl and Pearl Fund Accounting NetAccount settings:
Account
NetAccount
4020 Contributions - Non-spendable
3020 - Net Assets - Non-Spendable Endowment
4110 Dividend & Interest Income
3010 - Net Assets - Accumulated Earnings
4120 Capital Gain - Realized
3010 - Net Assets - Accumulated Earnings
4130 Capital Gain - Unrealized
3010 - Net Assets - Accumulated Earnings
5030 Investment Expense
3010 - Net Assets - Accumulated Earnings
Some foundations may have other net asset accounts in the 3000’s. For example, ABC Community Foundation owns the building
they are in and has a Net Asset account 3030 Net Assets Building. Normally each year clients will transfer from 3010 to 3000 an
amount (according to a formula such as 5% of assets) to be spendable for the coming year. The Pearl function Spendable Allotment
calculates that amount.
Entering beginning balances
After entering center, fund, and account codes, you need to enter beginning balances in Pearl for the first year you use Pearl.
Beginning balances are the balances in your asset, liability and fund balance/retained earnings accounts as of the date you begin
using Pearl. After you enter beginning balances, subsequent years’ beginning balances are calculated and entered by Pearl.
You enter beginning balances in the General Journal form.
Important points when entering beginning balances
z
If you are starting to use Pearl at the beginning of a fiscal year, enter Asset, Liability and Net Assets balances (1000s, 2000s
and 3000s). If you are starting to use Pearl in the middle of a fiscal year, also enter year-to-date Revenue and Expense
balances (4000s and 5000s). Be sure to enter beginning balances for each combination of Center, Fund and Account.
z
The Beginning Balance transaction you enter must be posted with a PostingDate of the first day of your fiscal year. If you
choose to begin using Pearl Fund Accounting in the middle of a fiscal year, select one of the following three options for getting
started: (The following use a Fiscal Year beginning date of January 1.)
z
Option 1: Enter the actual January 1st beginning balances numbers, then back enter each transaction that has taken
place since then. This is a good option if you are beginning to use Pearl Fund Accounting only a month or so after
starting the new fiscal year. This option also allows for the Fund Fee and Spendable Allotment functions to be totally
accurate. This is not probably a good option if you want to begin using Pearl Fund Accounting more than three months
into the new fiscal year, unless you have the staff time that enables you to enter a great deal of historical data while
keeping up with current day to day activity.
z
Option 2: Enter the actual January 1st beginning balances, then enter one or more quarterly adjusting general journal
entries that reflect the change in balance for each fund. In this scenario, you enter the actual January 1st beginning
balance numbers and post them with a PostingDate of January 1st. Then enter one or more adjusting entries that
reflect the change in fund activity from January 1 through June 30th. The most accurate way to do this would be to
enter quarterly adjustments. In our example, you would enter numbers for March 30 (end of 1st quarter) and June 30
(end of 2nd quarter). Because of the time these adjusting entries take to figure out, many clients simply make one
adjusting entry as of the month before they begin using Pearl Fund Accounting – in our example, that would be one
adjusting entry with a June 30 PostingDate that reflects all cumulative activity from January 1 through June 30. The
upside to this option is the financial reports are stated more accurately and the averaging calculations are more
accurate. The downside is you must come up with two or more transactions. The second and any subsequent
transactions are more time consuming to create because they involve entering all revenue and expense account activity
as well as all the normal balance sheet information. For organizations who have small staffs or that pay outside
accountants to create these transactions, this method will be more costly.
z
Option 3: Enter the mid-year balances but post them with a January 1 PostingDate. For example, if you decide to
begin using Pearl Fund Accounting as of the first day of your third quarter (July 1), identify the balances of each
Center/Fund/Account combination as of June 30 and create a general journal transaction with this information.
Remember, there will be beginning balance numbers for the Revenue and Expense accounts with this method. Make
the PostingDate be January 1. The upside to this option is that only one general journal entry is needed. The downside
is, all financial reports will report that the beginning balance information is as of January 1 rather than July 1. Also, the
averaging that Pearl does for Fund Fee calculations and Spendable Allotments will not be entirely accurate, since Pearl
will consider that each fund has had a balance from January through June of whatever the actual July 1 balance was.
z
You can use Pearl without entering beginning balances or entering only some of them if they are not all yet available, but the
Pearl Ledger, Balance and Revenue and Expenditures reports will print balances and totals based only on the transactions
entered. These reports will not reflect the actual financial standing of the organization until beginning balances are entered
and posted.
z
You can enter an unlimited number of beginning balance records. When you enter the actual beginning balance transaction
into Pearl’s General Journal, enter all of the activity for each fund consecutively. For example, enter all of the beginning
balance information for all of Fund 001, then check the field called ‘Total Debits Less Credits’ on the form. If the fund is
balanced, the value of this will be $0.00, indicating Debits = Credits for this fund. Then, on the same General Journal entry,
enter all beginning balance information for the next fund. While you are working, the ‘Total Debits Less Credits” value will
fluctuate, but once all information for the second fund has been entered, it again should show $0.00. Continue in this fashion
until the beginning balance information has been entered for each fund.
z
If you intend to use true fund accounting, debits must equal credits for each center and fund combination. You can enter the
beginning balances in several General Journal transactions, even on different days, as long as each one is balanced.
Tip: If you want to use true fund accounting, entering one General Journal record per center and fund combination will help you
make sure each center and fund are balanced.
z
Beginning balances are posted to the first LedgerXX system used (such as, Ledger07). Subsequent LedgerXX years'
beginning balances will automatically transfer from ending balances of the previous LedgerXX year.
z
Once beginning balances have been posted to Pearl’s Ledger, run the Pearl Balance Sheet report to verify the balances and
make sure it agrees with your previous system’s balance sheet for that same time period.
Steps for entering beginning balances
1.
Determine the beginning balance amounts to enter for asset, liability and fund balance accounts, and the center and
account codes to assign them.
If your old system’s accounts are substantially different from Pearl’s, or you are using centers and funds for the first time,
determining the breakdowns may require some calculating. It is helpful to work out the balances on paper before entering data,
using each field name as a column heading. Your accountant or auditor may give you the beginning balances.
2.
Select Forms at the top of the Pearl Navigator.
3.
Select General Journal and click Open.
The General Journal form appears, ready to add a new record.
4.
In the TransactionType field, select General Journal.
An ID number for the record appears in the ID field.
5.
In the Posting Date field, type a date.
The posting date should be the date of the beginning balances and should be the same date for all beginning balances you are
entering. It is required that you enter beginning asset, liability and net asset balances for the first day of the fiscal year. If you are
converting to Pearl mid-year, then journal entries would be entered for all summarized activity since the beginning of the year as
of the last day before starting to use Pearl, using the posting date of that last day before start.
6.
In the Folio field, type BB.
(Do not select anything in the Recur field.)
7.
Click the Center field and select the center you want to assign the beginning balance to.
8.
Click the Fund field and select the fund you want to assign the beginning balance to.
9.
Click the Account field and select the account you want to assign the beginning balance to.
10.
If the beginning balance is a debit, type the amount in the Debit field. If the beginning balance is a credit, type the
amount in the Credit field. The total of all debits needs to equal all credits.
11.
In the Memo field, type a brief description about the beginning balance.
12.
As necessary, enter another beginning balance item in the line below, by repeating steps 7 through 11.
13.
Save the beginning balances by closing the form or selecting another record.
Note: For information about posting beginning balances, see Posting transactions.
Backing up accounting data
Because of the serious consequences of losing accounting data, it is critical that you establish a system for backing up your
accounting data on a regular basis. We strongly recommend that you back up your Pearl database daily. See About database
maintenance for a list of tasks to be performed by the database administrator.
Withholding taxes
Calculating payroll taxes (Federal income tax, State income tax, Social Security and Medicare) is based on tedious formulas. If you
write payroll checks, the Pearl accounting system can compute and store the results of these calculations automatically, to improve
accuracy and save time and effort. Those using Community Pearl with the accounting system already have all necessary
components in order to begin using the automated Payroll Withholding feature.
Pearl will only calculate State and Federal withholding taxes and not for all states. Pearl will not calculate other withholding taxes
such as city or county. Pearl users should contact Bromelkamp Company LLC to request custom programming if they need to run
payroll for states not included and city or county withholdings.
This process involves the following main steps:
z
Setting up employee records
z
Setting up withholding tax tables
z
Setting up General Journal payroll records
Setting up employee records
1.
In the Employees form, create records for each person for whom you print a payroll check.
2.
Complete the Allowances and MaritalStatus fields.
These fields MUST be completed for the automated withholding process to work. Fill in the Allowance field with the number of
exemptions/allowances the employee is claiming. Complete the MaritalStatus field with either "single" or "married." This
determines which withholding table will be used when calculating taxes for this individual. Fields at the bottom of the screen
such as Start, End, VacationRate and SickRate are optional, since they have no bearing on tax calculations.
Note: Employee and payroll records have no special security provisions. If you want to limit access to employee or payroll
records, you must use Access security. Contact Bromelkamp Company LLC for additional information on installing and
configuring security.
Setting up withholding table records
Follow these steps to set up withholding table records in Pearl.
1.
Choose Forms in the Pearl Navigator.
2.
Choose Withholding Taxes and click Open.
The Withholding Taxes form is displayed. As you navigate through the records, you'll see that many tax withholding records
have already been set up for you.
3.
Verify and update the values displayed in your state and federal tax tables.
If you don't find a record for each combination of tax and marital status, create one. For example, there is a record for Federal
Income Tax W/H Payable/Married and another one for Federal Income Tax W/H Payable/Single. Enter taxes that have the
same rates for Married and Single in one record, with the Marital Status set to "Any."
NOTE: You are responsible for verifying and updating values in your state and federal tables.
4.
Activate the appropriate withholding records for your state by entering the related account number in Pearl Fund
Accounting.
Be aware that there may be records in the Withholding Table form for taxes from other states, which are inactive if the Account
field has been left blank.
On the right side of the screen, under MaritalStatus, the withholding tables subform contains the different tax brackets for that
type of withholding. (If there is only one rate, such as for Medicare, enter only one line in the subform for that rate.) You can find
the tax brackets in federal and state tax handbooks, which are usually available on the web site of the tax agency, or via a tollfree number. The Federal government and most states provide version of the tables for weekly, biweekly, semimonthly, and
monthly pay periods. These are actually all of the same rates, but are prorated for different parts of the year.
NOTE: When entering tax brackets in Pearl, only use MONTHLY pay period tables. Pearl then adjusts the tables automatically
for your weekly, biweekly or semimonthly payroll cycle, based on a PearlSetting you will be prompted for (see below).
NOTE: Several state tax tables have additional fields that are needed to calculate state taxes properly:
z
Standard (standard deduction): Complete this field only if the standard deduction is part of the state's payroll tax
calculation. (Do not complete this field just because the state has a standard deduction.)
z
Credit (credits to reduce tax): Complete this field if there is a tax credit as part of the state's payroll tax calculation.
z
Round: Check this box if the tax is to be rounded to the nearest dollar. (This is true of most state income taxes.)
Setting up General Journal payroll records
After you set up employee and withholding records, the first time you create a payable transaction in the General Journal, Pearl
prompts you to enter the account numbers of any salary accounts you use. If you use more than one salary account, enter each
number separated by spaces, such as 5110 5112 2260. You are then prompted to enter the number of payroll periods per year,
such as 12 for monthly or 24 for semi-monthly. Pearl stores these values in the PearlSettings table.
Entering the first payroll record
1.
Open the General Journal form, type part of the employee's name in the Name field and press F2.
2.
Locate the employee's name in the Pearl Find List window and click OK.
3.
Select the TransactionType code list and select Payable.
It is recommended that you enter Payroll or some other code in the Recur field for payroll records, so that you don't have to reenter them every pay period.
4.
In the subform distributions, verify that the center and fund numbers are correct, then enter a salary account number
in the Account field, and the Gross Salary amount in the Amount field.
5.
Click the Account field in the next row down, and enter the Federal Withholding Tax Payable account number. Leave
the Amount field blank.
6.
Click the Account field in the next row down in the subform distributions.
Notice Pearl has automatically calculated the amount for the line item above. For the new line item, type the account number of
your state withholding tax payable account. Again, don't fill in the amount. Pearl will calculate it as soon as you leave this
subform record.
7.
Continue on in this fashion, adding subform records for Social Security, Medicare and any other deductions needed
for this employee.
Daily/miscellaneous tax withholding will be calculated using the normal payroll frequency. Withholding on bonuses and other
miscellaneous payments should be examined manually or hand calculated.
NOTE: You are responsible for maintaining the accuracy of your tax tables. Be advised that tables almost always change
annually, but can change more often.
Some withholding, such as Social Security, has a maximum annual limit. Pearl does not enforce a maximum annual tax! For
highly paid (over $80,000 or more) employees, manually track the accrual and stop withholding at the maximum.
The payroll withholding tables can also be used for non-tax withholding, such as for retirement and annuity withholding.
Pearl computes the payroll taxes (Medicare or Social Security) based on the gross salary, which is the sum of all the salary
expense accounts (5XXX) in the record. The income taxes (Federal and States) are computed based on the net salary, which is
the gross salary minus any 2XXX salary deduction accounts such as 403B or retirement withholdings.
Entering subsequent payroll records
After at least one payroll record has been created, whenever a new General Journal record includes a distribution from the salary
account, Pearl will automatically create distributions for the withholding accounts that were used in the first payroll record.
Pearl will not allow you to withhold less than the calculated amount, but you can specify that more be withheld. Simply change the
Amount field, and an automatic note is generated in the memo field that identifies how much extra is being withheld.
WARNING: If you change withholding tables, the payroll records in the General Journal are NOT automatically updated. To force
Pearl to recalculate the withholdings, simply go into each payroll record and delete the amount for each account. When you move to
a new line item, the amount recalculates based on the next withholding amounts.
About the General Journal
In Pearl, the General Journal provides a temporary storage area for checking and editing transactions before posting them to the
ledger. Transactions are entered in these ways:
z
By you—For example, you enter cash disbursements, cash receipts, adjusting entries or beginning balances. You can also
enter recurring transactions, which occur on a regular basis (such as rent payments).
z
Through fiscal transfer —Transactions are automatically transferred into the General Journal from another Pearl component
(Grants Management, Fundraising or Loan Servicing components).
z
Through an accounting process—For example, running the Joint Investment Income Allocation or Fund Fees Assessment
processes creates a General Journal record with multiple distributions.
For each transaction, the General Journal temporarily stores the center, fund and account codes, the debit and/or credit amounts,
and the constituent name and address (if applicable). The General Journal also verifies that total debits equal total credits, and that
valid center, fund and account codes are used. After you edit and post transactions, all information in the General Journal is
permanently transferred to the LedgerXX, except for those transactions you have identified as recurring transactions (which are not
deleted after posting.
Another important feature of the General Journal is the Chronicle button. When used here, it allows you to identify, attach and later
search for items related to this General Journal transaction. For more information, see Storing related items using Chronicle.
Note: To enter transactions, you must have already populated your centers, funds and accounts lists. You do not need to enter
beginning balances before using the General Journal—however, financial reports will not produce correct account balances until the
beginning balances are entered and posted.
Opening the General Journal
1.
Select Forms at the top of the Pearl Navigator.
The list of forms appears.
2.
Click General Journal and click Open.
The General Journal form appears. Unlike other forms in Pearl, the General Journal opens ready for you to enter a new record,
rather than opening in search mode.
„
The General Journal form changes, depending on the transaction type you select in the TransactionType field. The
General Journal accommodates the following types of transactions: payables, receivables, void checks, manual checks
and general journal records.
„
Use the Distributions subform (in the upper half of the form) to enter distributions. The subform contains drop-down
center, fund and account fields for assigning codes to each distribution. You can include an unlimited number of
distributions for a transaction.
„
Use the CList (orange) area at the bottom of the General Journal to link the record to an individual or organization. For
example, search for the payee in the CList for a cash disbursement, or add a new payee. To display a CList record, type
the first four or five letters of the CList name in the Name field and press F2.
Entering cash disbursements
Use the General Journal to enter cash disbursements , including payroll.
Note: Before entering cash disbursements, review each invoice, determine which center, fund and account codes to assign
to each portion of the payment, and obtain any internal approvals you need to pay the invoices. The majority of cash
disbursements originate in the Grants Management system and are transferred to the General Journal through the fiscal transfer
function.
You can enter an unlimited number of disbursements (breakdowns) of center, fund and account to each invoice, but only the first ten
will print on the check stub. For example, suppose you are analyzing an invoice from Dawn Office Supply for $200. You know that
$53.32 of the invoice is for general office supplies and that $146.68 is for envelopes for a conference mailing. The center code 01
has already been stored for General Administration, and 03 has been stored for Conferences. Conference expenses are paid out of
a special grant for that purpose whose fund code is 045. All general expenses use fund code 001. The account for supplies is 5270.
The first disbursement would be coded 01 001 5270 $53.32 and the second would be coded 03 045 5270 $146.68. Together they
represent the total amount of the check.
Follow these steps to enter cash disbursements into the General Journal:
1.
Open the General Journal.
2.
In the TransactionType field, select payable.
The number Pearl automatically assigned to the record is displayed in the ID field.
3.
Leave the PostingDate field (in the upper left of the General Journal form) blank if you want to use today’s date;
otherwise, type a posting date for the transaction.
Today’s date is the default posting date.
4.
If the transaction occurs regularly, select or type its frequency in the Recur field.
For example, most organizations set up their phone bill as a recurring entry. You receive a phone bill every month, but the
amount of the bill varies. All you need to do is edit the amount before you post. Next month, Pearl displays the amount you paid
last month, ready for you to update and post.
Payroll transactions are usually set up as recurring transactions.
st
th
Recur coding can be used to identify "payroll", "PRtax", "1 " or "15 " payables processing of the month, or any other grouping
desired.
5.
In the Distributions subform (in the center of the form), select center, fund and account codes for the record.
Click each field and the list of centers, funds or accounts is displayed. (See About setup for setup details.) You must select a
center, fund and account codes for every distribution.
6.
In the Debit field, enter the amount to be debited to the center, fund and account you specified.
7.
Check the 1099 box if you want the transaction included in 1099 calculations.
8.
In the Memo field, type a note about this distribution.
For example, type Supplies for Conference. This note appears on the check’s stub.
9.
10.
Repeat steps 5 through 8 to enter other distributions.
In the fields below the subform, select the center, fund and account codes for the specific cash account to be credited
for the transaction.
Pearl should be set up to default to your general checking account. If the transaction you are recording involves the money
market account instead of the checking account, be sure to change the center, fund and account to those of the money market
account.
11.
In the Contact field, type the individual to whose attention the check should be directed.
12.
In the CList area, specify to whom the check will be written, by either searching for a CList entry using F2 or creating a
new one
In the Re: field, enter information to appear on the check below the address (optional). This field is for information that does not
change from check to check, such as an account number.
13.
In the Note field, type a message to appear on the check stub (optional).
Storing payroll cash disbursements
In Pearl’s Fund Accounting, store payroll transactions as a recurring cash disbursement.
Follow the steps for entering a cash disbursement to enter each payroll amount. In the Recur field, type Payroll or select the payroll
st
transaction’s frequency. For example, select 1 if you want employee checks posted on the first day of the month. When you set up
a transaction as recurring, Pearl displays the last amount posted as the default amount.
Before posting employee checks, verify the compensation amount and change it if needed.
The General Journal system can be configured to automatically calculate payroll withholding. Most states’ tax tables are supported.
For information on how to set up the payroll withholding, see Withholding taxes.
Entering cash receipts
Use the General Journal to enter cash receipts.
Note: Before entering cash receipts, review each check and determine which center, fund and account codes to assign to
each portion of the receipt. The majority of cash receipts originate in the Donor Gift or Loan servicing systems and are transferred to
the General Journal through the fiscal transfer process.
You can enter an unlimited amount of distributions (breakdowns) as needed. For example, a check arrives from Lincoln Community
Center for the purchase of a publication and includes a donation. The first distribution would be coded for publication income and the
second for revenue from contributions. The two add up to the total check amount.
Follow these steps to enter cash receipts into the General Journal:
1.
Open the General Journal.
2.
In the TransactionType field, select receivable.
The number Pearl automatically assigned to the record is displayed in the ID field.
3.
Leave the PostingDate field in the upper left of the General Journal form blank if you want to use today’s date;
otherwise, type a posting date for the transaction.
Today’s date is the default posting date.
For example, in the PostingDate field, enter the date deposited if you want all the cash receipts deposited together to be
grouped together on the ledger. Or, enter the date on which the donation or money was received if the donor wants to be
credited on that date. (This will make the bank reconciliation a little more complicated, showing lines for each PostingDate
received instead of one line for all transactions deposited together. See Bank Reconciliation for more information.)
4.
In the Folio field, type characters to identify the entry.
For example, you receive a check for a loan today (Wednesday), but you won’t be making the deposit until Friday. The borrower
wants the check recorded with Wednesday’s date as its effective date. You can make Wednesday’s date the posting date, and
use Friday’s date for the Folio field.
If you leave the Folio field blank on a cash receipt, Pearl inserts CR and the four digit month and day, as in CR0731 for July 31.
It is recommended that you leave the folio blank if you are posting two or more cash receipts together, to be reconciled back to
one bank deposit.
5.
If the transaction occurs regularly, select or type its frequency in the Recur field.
6.
In the Distributions subform (in the center of the form), select center, fund and account codes for the entry.
Click each field and the list of centers, funds or accounts is displayed. (See About setup for setup details.) You must select a
center, fund and account codes for every entry.
7.
In the Credit field, enter the amount to be credited to the center, fund and account you specified.
8.
In the Memo field, type a note about the entry.
9.
Enter other distributions.
10.
In the fields below the subform, select the center, fund and account codes for the specific cash account to be debited
by the transaction (account to which the deposit is being made).
11.
In the CList area, specify the individual or organization who has made the payment, by either searching for a CList
entry using F2 or creating a new one
Entering general journal entries
Use the general journal transaction type to enter these types of transactions:
z
beginning balances
z
adjusting entries
z
petty cash entries
z
bank fees and charges
z
corrections to previously posted cash disbursements or cash receipts. (If you need to change center, fund or account codes
for a posted transaction, reverse the original entry and assign the new codes.)
z
miscellaneous entries
z
transferring funds between centers, funds and accounts.
Note: You can combine general journal entries if they do not need to be linked with CList name and address information.
However, the sum of debits must equal the sum of credits for the combined entries, since Pearl will not allow you to post unbalanced
entries.
Follow these steps to enter a general journal transaction:
1.
Open the General Journal.
2.
In the TransactionType field, select general journal.
The number Pearl automatically assigned to the record is displayed in the ID field.
3.
Leave the PostingDate field blank to use today’s date, or type an alternative posting date for the transaction.
If you are making an adjusting entry, you will normally want to change the default date so that in reports the adjusting entry
appears near the entry you are adjusting.
4.
In the Folio field, type characters to identify the record.
If you leave the Folio field blank, Pearl will fill in GJ plus a consecutive six-digit unique number.
You can choose whichever prefix and numbering system you prefer by typing an entry in the Folio field. What you type will be
stored instead of the default; see the samples below. Some users identify general journal entries using prefixes for different
types of entries, others identify entries by typing the entry’s month and date, and others use a sequential system.
Sample Folio prefixes:
„
GJ for transfers among centers, funds and accounts, followed by the month and day of the entry (as in, GJ0531)
„
5.
AE for end-of-year adjusting entries, followed by the month and day of the entry (as in, AE1231)
In the Distributions subform (in the center of the form), select center, fund and account codes for the entry.
Click each field and the list of centers, funds or accounts is displayed. (See About setup for setup details.) You must select
center, fund and account codes for every entry.
6.
In the Debit or Credit fields, enter the amount for the distribution.
You can type an unlimited number of debit and credit distributions. As you enter debits and credits, Pearl totals them to verify
that the total credits amount equals the total debits amount.
7.
In the 1099 box if you want the transaction included in 1099 calculations.
(On rare occasions, you may want to adjust 1099 expenses through a general journal entry.)
8.
In the Memo field, type a note about the entry.
9.
Repeat steps 4 through 6 to enter additional distributions.
You can enter an unlimited number of transactions—however, their total debits must equal their total credits.
10.
In the CList area, link an individual or organization to the record (optional).
Unlike cash disbursements and cash receipts, general journal entries do not need a link to the CList.
Manually writing a check
Occasionally, you may need to write a check by hand and record it later. Follow these steps to record the check:
1.
Open the General Journal.
2.
In the TransactionType field, select manual check.
The number Pearl automatically assigned to the record is displayed in the ID field.
3.
In the Posting Date field, type the date of the check.
(If you leave this field blank, Pearl uses today’s date).
4.
In the Folio field, type CD followed by the four-digit check number.
(This is the same as if the check had been printed by the computer.)
For example, type CD5013 for check #5013.
5.
In the Distributions subform (in the center of the form), select center, fund and account codes for the distribution.
Click each field and the list of centers, funds or accounts is displayed. (See About setup for setup details.) You must select valid
center, fund and account codes for every distribution.
6.
In the Debit field, enter the amount to be debited to the center, fund and account you specified.
7.
Check the 1099 box if you want the transaction included in 1099 calculations.
8.
In the Memo field, type a note about the entry.
For example, type Handwritten check for pizza party delivery.
9.
In the fields below the Distributions subform, select the center, fund and account codes to be credited for the
transaction, specifying the checking account from which the funds were drawn.
10.
In the CList area, specify to whom the check was written, by either searching for a CList entry using F2 or creating a
new one
In the Re: field, enter information to appear on the check below the address (optional). This field is for information that does not
change from check to check, such as an account number.
Entering a void check
Occasionally, you may need to void a check.
Note: If your auditor requires an entry to account for unused checks (for example, checks that became jammed in the printer
before use), enter a void check-type entry that credits the cash account $0 and debits the cash account $0. Using Account 1001 and
a folio number that begins with the letters CD followed by the four-digit check number will cause the entry to print on the checkbook
portion of the ledger along with the normal checks.
Follow these steps to void a check:
1.
Open the General Journal.
2.
In the TransactionType field, select void check.
The index number Pearl automatically assigned to the record is displayed in the ID field.
3.
In the Posting Date field, type the date of the check.
(If you leave this field blank, Pearl uses today’s date).
4.
In the Folio field, type characters to identify the entry.
For example, type CD followed by the check’s four-digit number, as in CD5013 for check #5013.
5.
In the Distributions subform (in the center of the form), select center, fund and account codes for the check.
Click each field and the list of centers, funds or accounts is displayed. (See About setup for setup details.) Enter the same
distributions from the original checks, with the same center, fund and account codes you previously debited.
6.
In the Credit field, enter the amount of each distribution from the check you are voiding.
7.
Check the 1099 box, if needed.
Check this box for each distribution for which you selected 1099 on the original check. (Click here for more information about
1099 calculations.)
8.
In the Memo field, type a note about the void entry.
For example, type:
Check was lost. Recipient requested we stop payment.
9.
10.
In the fields below the Distributions subform, select the center, fund and account codes to be debited by the
transaction.
In the CList area, specify to whom the check was written, by either searching for a CList entry using F2 or creating a
new one.
Storing GJ-related items using Chronicle
The Chronicle feature in the Pearl General Journal provides an easy and efficient way of archiving information related to each
transaction. For example, you may want to scan invoices and checks your organization receives and attach them to their
corresponding General Journal records. In addition to entering notes about phone conversations or reminders of tasks, you can also
attach items such as emails, correspondence Word documents and Excel spreadsheet files. Chronicle can effectively replace the
client folder system you previously maintained on your hard drive. Chronicle events are stored centrally, and are easy to search for
and retrieve.
See Chronicle for detailed steps for using Chronicle.
Note: Chronicle events and attachments reside in the Pearl database's folder in a folder called "Attachments," but are not backed up
with the database. Make sure this Attachments folder is part of your regular Pearl backups.
An added benefit of using Chronicle in the General Journal is that you can attach an invoice (as a scanned image or electronic file)
to the General Journal's Chronicle while preparing the transaction; after you post the transaction, the invoice is accessible in the
Chronicle on any distribution of the resulting posted transactions. For example, your invoice from Bromelkamp Company LLC arrives
electronically. Instead of printing it for processing, save it from your email and attach it to the General Journal Chronicle. When you
pay the bill, a copy of it is saved in the Posted General Ledger form's Chronicle. To view the invoice later, search for any part of the
transaction (the cash side or the expense side) and view the invoice.
Pearl General Journal Edit report
Before you post transactions to the ledger, run the Pearl General Journal Edit report to review the transactions that you will be
posting. The Pearl General Journal Edit report …
z
verifies that debits and credits are equal, placing a hidden mark of approval on all records for which no arithmetic errors are
found
z
verifies that valid center, fund and account codes have been entered
z
displays descriptions for any errors
z
offers to combine multiple payables for the same payee into one check
Any errors Pearl finds are displayed in bold red characters on the report. For example, the report identifies records that do not
balance with a message explaining that the sum of debits is not equal to the sum of credits. This ensures that the ledger is always
balanced. After the report is printed with no errors, you can post all General Journal records to LedgerXX, where they are debited
and credited to their assigned centers, funds and accounts.
Note: You must run this report before posting, and fix any errors in records before Pearl will allow those records to be posted.
1.
Select Reports at the top of the Pearl Navigator.
The list of reports appears below.
2.
Click Pearl General Journal Edit to select it.
3.
In the Filter field, type a filter to describe the information you want printed in the report (optional).
See About accounting reports for filter examples.
4.
Click the Preview button.
Examine the displayed report. If the report identifies errors, close the report and return to the General Journal to fix the errors,
then repeat steps 1-4.
Note: If there are multiple payable records in the General Journal to the same payee, Pearl offers to combine them into a
single check prints to the payee. In order for Pearl to offer to combine them, the following must be true:
• They must be to the same payee
• The ACH checkbox at the top of the General Journal screen must be the same (marked or unmarked)
• The PostingDate field value must be the same (this can be blank for all records)
• The Folio field (if visible) must have the same value
• The Contact name must be the same
• The Cash Center, Cash Fund and Cash Account field values must be the same
• The Note field must be identical
5.
Print the report.
You can preview the report to ensure that your filter is working the way you want. We recommend that you print the report
before posting. (Save these printed edit reports for the entire year in a binder until your auditor has verified and closed the fiscal
year.) You can print by either:
„
Clicking the Print button to print the entire report as is. The report is sent to the printer.
„
Choosing Print from the File menu to select print options, such as number of pages to print, number of copies and
whether you want them collated, or which printer to use.
Once you have previewed and printed the report and there are no errors, close the report and Pearl displays the message, "No
errors found. Do you want to post now?" If you answer yes, Pearl automatically opens the Posting form and inserts the filter
from the report that you just previewed. This way, the transactions on the General Journal Edit Report that you just ran will be
the only transactions posted.
About posting
The posting process permanently transfers entries—beginning balances, cash disbursements, cash receipts and other general
journal entries—from the General Journal to the General LedgerXX. It posts all transactions to their assigned centers, funds and
accounts, and automatically credits cash disbursements and debits cash receipts to the cash account. For cash disbursements,
Pearl can print checks on pre-printed laser check forms during the posting process. Contact Bromelkamp Company LLC technical
team for information on ordering these preprinted checks.
Important points about posting:
z
Before you post information to LedgerXX, you must run the Pearl General Journal Edit report with no errors identified.
z
It is recommended, though not required, that you preview, edit and post transactions in similar or related groups or batches.
For example, post all cash receipts together for the day in one batch, or a group of checks to be printed in a batch.
z
If after running the Pearl General Journal Edit report you make changes to those records identified in the report, you must run
the report again BEFORE posting.
z
When posting, Pearl checks that debits and credits are equal and that valid center, fund and account codes have been
entered. It also checks that each entry is complete (for example, a check must have a payee). But some human errors are
possible: it cannot verify that the amount to be paid was $150, not the $1500 you entered. Also, it cannot warn you that the
$150 should have been for Account 5544-Office Supplies, instead of Account 5554-Travel. Pearl can reduce the number of
errors, but you still need to proofread the General Journal Edit report before posting.
z
When posting entries during the change of fiscal years, you may need to post some entries to the previous fiscal year and
some to the current fiscal year. Take care to post entries to the correct LedgerXX.
z
Pearl deletes transactions from the General Journal as they are posted, except for transactions you have designated as
recurring transactions. You can retrieve information about posted transactions in the Posted General Ledger form and in the
Pearl Ledger report.
z
After transactions have been posted to LedgerXX, you will not be able to make corrections or changes to any fields
using the Posted General Ledger form. Pearl’s Fund Accounting is designed to prevent any changes without an audit trail,
in accordance with generally accepted accounting principles. Make corrections or changes to posted transactions by entering
and posting adjusting or general journal entries in the General Journal.
z
During the posting process, you are asked to verify what has been posted. Click the Report button on the posting form to print
a list of what was just posted; it should parallel the information printed on the General Journal Edit Report. When you generate
the Pearl General Journal Edit report, cash receipts do not have folio numbers yet and checks do not have check numbers.
This posting report, on the other hand, lets you view and print exactly what posted, for accounting and documentation
purposes.
z
At the beginning of a new year, Pearl automatically locks the previous fiscal year to changes. You can view its
transactions, but cannot post new transactions to it. For example, on January 1, 2008, you will no longer be able to post to
Ledger 06, FYE 12/31/06.
Posting transactions
See About posting for general information about posting. To print checks while posting, see Printing checks.
Note: Before you post transactions, you must run the Pearl General Journal Edit report with no errors.
1.
After previewing and printing the Pearl General Journal Edit report and then closing the report, Pearl asks if you want
to post now. Click Yes.
Pearl opens the posting form with the same filter in the Where field as you used in the Pearl General Journal Edit report filter. (It
is not recommended that you modify the Where clause after you've been transferred into the Posting form the Edit report.)
Note: You can filter using all fields on the General Journal form except those in the subform.
See Filtering in the Pearl Navigator for general information about entering filters.
2.
In the Post to field, select the LedgerXX to which you want to post the transactions.
3.
In the Posting Date field, type a specific date on which to override transactions where PostingDate was left blank in the
General Journal form (optional).
For example, you might want to print payroll checks on Tuesday but date them using Friday’s date. In this field, type the date
you want to appear on the check. The date you type here will only be used for transactions for which you left the posting date
blank on the General Journal form. It will not override any posting date you specified on individual records in the General
Journal form.
4.
To print checks as their corresponding transactions are posted, check the Print Checks checkbox (see Printing checks
for additional steps).
Note: If you uncheck the Print checks option, all transactions coded for the checking account will post to the accounts
payable account instead.
5.
Click the Start button.
As it posts, the Start button changes to Pause (allowing you to halt the posting process at any point), then to Close (to exit). Do
NOT choose Cancel after pausing the posting as posting errors may occur. Instead, let the posting finish, but click No when
asked if everything posted and printed correctly.
Pearl makes a backup of your data before posting. After posting, Pearl asks if everything posted and printed correctly, and
allows you to cancel and change transactions back to the way they were before posting.
Note: When you post multiple transactions at the same time, Pearl generates a unique number for each General Journal
transaction.
Printing checks
Pearl’s Fund Accounting prints checks while it posts transactions. The printed checks contain all the codes banks need for
processing. When necessary, you can tear off a single check and fill it in manually, then enter it into Pearl later.
Note: Before printing checks for the first time, work with the Bromelkamp technical staff to get the data aligned correctly on the
checks. If you print directly to checks before the alignment process, you may waste valuable check stock..
Laser checks print a check and two stubs (one of which is the receipt) on one page, but do not allow you to save a copy of the
check itself or show a copy of the signature.
z
Order 3 Part Laser checks from Deluxe Corp. 800-336-4168, Product: #81004 These 3 part checks include a check and
two stubs (you retain the second stub as your receipt). No copy of the check itself is kept by you.
z
Use the following key code for a discount of 20% on a first time order from Deluxe, or 10% discount on all other orders:
L02945
z
If you have multiple checking accounts, order different colored checks for each.
** Once you have a sample check, you can order checks from any vendor that can duplicate the measurements.
Note: Your current checks or your bank will provide the coding numbers that must appear on the bottom line of your checks.
They include your bank's treasury number, the check number, and your account number. When you purchase these checks, you can
specify the color, number of signature lines, and how your name and logo (if used) should appear. Your bank will honor the checks
as if you bought the checks from the bank, as long as the coding numbers on the bottom are correct. If you prefer to use another
supplier, have custom checks printed, or have a large supply of old checks on hand, call us so we can accommodate your
preferences.
When a grant's payee is different from its applicant, the Pearl fiscal transfer function automatically uses the Grants Management
payee as the check payee in the General Journal. The Applicant’s name is automatically entered in the Note field on the General
Journal form, and therefore it prints on the check stub. You can use this feature in many ways, including:
z
referencing the name of the student to whom a scholarship has been given when the check is sent directly to the school the
student attends
z
referencing the name of the organization for whom construction work is being completed when the check is sent directly to
the construction company
z
referencing the name of the benefiting organization when the check is sent to a fiscal agent
z
You can add information to the General Journal form Note field. One line of the information in this Note field will print on
the check stub. If the note is too long, it will be truncated. For this reason, put the most important information first in the
Note field.
To print checks, follow these steps:
1.
Filter and preview the Pearl General Journal Edit report for the checks that you want to print. Print the report, close it
and click Yes to post accounting transactions now.
You'll be transferred to the Post Accounting Transactions form.
Checking the Print Checks checkbox displays additional fields on the form.
2.
In the Cash Account field, select the cash account for which you want to print checks.
For example, you might choose 1001 to print checks from the Checking account.
Note: Edited transactions for checks for other cash accounts will be posted to 2010 – Accounts Payable automatically, so
be sure to use a filter when printing checks that specifies only transactions for the cash account you are printing checks from.
3.
In the Next Check Number field, confirm that the number displayed is correct. If it is not correct, type the next check
number.
Pearl keeps track of the last check number you printed, and displays the next check in the sequence. This number may be
changed if you've written manual checks or had checks ruined due to a printer jam.
4.
Click Start.
As checks are printed, status information appears. A message appears once printing is complete, asking if everything posted
and printed correctly.
5.
Click Cancel to revert or OK to complete the posting.
If you encounter problems in printing the checks—if the checks got jammed or printed misaligned, for example—click Cancel, fix
the problem and post again until the checks print correctly.
6.
Click Close.
Combining multiple general journal payments into one check
You can print one check for multiple general journal payable entries to the same organization or individual. For example, let’s say a
monthly payment on a grant has been held up because of a missing report. When the report is finally received two payments are
ready to pay, and both are transferred to the General Journal at the same time with the fiscal transfer. You can easily combine
these general journal payable entries into one check.
When the Pearl General Journal Edit report prints, a prompt appears, indicating multiple transactions to a payee and asking if you
want to combine them on one check. Choosing Yes combines multiple transactions to a payee (for ALL sets of multiple
transactions/payee). After responding Yes, the General Journal contains one record for the payee with the combined detail from
both original records, and the other record is deleted. The single check that prints shows the combined transactions' detail on the
stub.
Searching the ledger
After posting transactions, you can view them on the Posted General Ledger form. You might search the ledger to verify that a
particular check was paid or received.
1.
Select Forms at the top of the Pearl Navigator.
Available forms appear in the list.
2.
Click Posted General Ledger and click Open.
A dialog box appears, prompting you to select a ledger year.
3.
Select a ledger year and click OK.
The Ledger form is displayed in search mode.
4.
Search for a posted transaction record.
See Searching for records for more information.
You can also filter the Posted General Ledger form to find:
z
Folio like “JI*”
Selects only Joint Investment Income Allocation transactions.
z
Name like “United Way*”
Shows all transactions where the Name begins with the words "United Way."
z
PostingDate between #1/6/07# and #1/10/07#
Shows all transactions with PostingDates in a certain week.
z
Month(PostingDate)=8
Shows all transactions with PostingDates in August.
z
Folio like “CD*” and Account=”1001”
Shows all cash disbursements from the checking account.
About accounting reports
We've introduced another layer of fields by which you can filter Pearl Accounting reports, including FundType (for example, how
much money is in our scholarship funds), Endowed (report for all endowed or non-endowed funds) and FundGroup. A FundGroup
is an association of funds related to each other. A group of family funds or a group of community funds. Accounting reports can be
filtered and printed consolidated or individual.
The Pearl Ledger Report now contains a trial balance report that shows you every account and its activity by however you grouped
it. You can also sort the Pearl Ledger by folio.
After posting, print conventional financial reports. Choose from a variety of options, including time frame, and grouping by center,
fund or account. You can preview the reports on screen, print the entire report or only a portion. You can also create your own
reports, or copy and adapt existing reports.
In the Reports list, some fund accounting reports are prefaced with "FA," as in FA: Fund List.
The standard financial reports available in Pearl’s Fund Accounting include:
z
Pearl Balance Sheet
z
Pearl Revenues and Expenditures
z
Pearl Ledger
z
Pearl General Journal Edit
z
Pearl Budget
z
Pearl 1099 report
z
Fund List report
z
Fund Net Assets by FundType
z
Fund Reports Avery Labels
z
Pearl Batch Payment Plan
z
Pearl Average Daily Balances
Note: The financial reports will display accurate information only if you have entered beginning balances and posted them.
Using filters with accounting reports
See Filtering in the Pearl Navigator for background information on using filters.
Below are example filters you might type in the Filter field on the Pearl Navigator to identify the information you want in a report.
Notes: Several date formats are accepted (01-05-07, 1/5/07 or Jan 5, 2007), but the pound (#) sign is required before and after
a date.
When creating filters using AND OR conditions, we often speak using AND when we intend to select using an OR condition. For
example, if a staff person asks you for a list of transactions in centers 3, 5 and 6, the correct filter would be Center="03" OR
Center="05" OR Center="06". The filter Center="03" AND Center="05" AND Center="06" will not work, because records cannot
be assigned three center codes at the same time.
It is helpful to remember that an AND condition results in fewer records selected (because it is harder for a record to meet both
conditions), while an OR condition results in more records selected (because it is easier for a record to meet either condition).
Pearl Balance Sheet report
Use the Pearl Balance Sheet report to verify your organization’s assets, liabilities and net assets.
1.
Select Reports at the top of the Pearl Navigator.
2.
From the list of reports, choose Pearl Balance Sheet. (Click it only once to select it.)
3.
In the Filter field, type a filter to describe the information you want printed in the report (optional).
See About accounting reports for accounting filter examples.
4.
Click the Preview button.
The first of several screens appears in which you are prompted to enter responses.
5.
Select the data source you want to use, and click OK.
The current ledger year is the default.
6.
Type the beginning balance date you want used, and click OK. Type the ending balance date and click OK.
If you leave the ending balance field blank, today’s date is used.
7.
8.
Specify how you want the report grouped and sorted, and click OK.
„
Type Center to display and sort the information by center. For example, the first page might show Center 01 General
Administration assets, liabilities and net assets.
„
Type Fund to display and sort the information by fund. For example, the first page might show 001 General Fund
assets, liabilities and net assets, the second page show them for 002-Board Designated for Endowment, and so on.
„
Type Account to display and sort the information by account. After you type account, you will be asked if you want to
break out each account by center. Selecting No (the consolidated option) prints a summary total organizational assets,
liabilities, and fund balance.
Review the report to make sure it provides the information you want, then print it using either of the following
methods.
„
Choose Print from the File menu to select print options, such as number of pages to print, number of copies and
whether you want them collated, which printer to use, and whether to print to a file.
„
Click the Print button to print the entire report as is.
Pearl Revenues and Expenditures report
Use the Pearl Revenues and Expenditures report to print a statement of your organization’s revenues (income) versus expenditures
over time. This report helps you analyze the net cost of providing services within a center or a summary of transactions using funds
from a given source, such as a client or major funding source.
The Pearl Revenues and Expenditures report …
z
prints an income and expense statement, showing the balance in each revenue and expenditure account within each center or
fund.
z
totals revenues and expenditures for each center or fund
z
totals revenues and expenditures for all transactions
z
prints excess of revenues over expenditures
z
prints organization-wide totals for each revenue and expense account (consolidated option)
z
shows net assets breakdown
1.
Select Reports at the top of the Pearl Navigator.
The list of reports appears.
2.
Click Pearl Revenues and Expenditures.
Click it only once to select it.
3.
In the Filter field, type a filter to describe the information you want printed in the report (optional).
See About accounting reports for accounting filter examples.
4.
Click the Preview button.
The first of several screens appears in which you are prompted to enter responses.
5.
Type the name of the data source you want to use, and click OK.
The current ledger year is the default.
6.
Enter beginning and ending balance dates for the report, and click OK.
If you leave either of these fields blank, today’s date is used.
7.
8.
9.
Choose how you want to display the report, and click OK.
z
Choose Summary to summarize all transactions by transaction type: CR-cash receipt, CD-cash disbursement, and so
on.
z
Choose Detail to list the details of every transactions for which you've filtered.
Specify how you want the report grouped and sorted, and click OK.
„
Type Center to display and sort the information by center.
„
Type Fund to display and sort the information by fund.
„
Type Account to display and sort the information by account (consolidated option).
„
Type Folio to order the detail in folio number order.
Review the report to make sure it provides the information you want, then print it using either of the following
methods.
„
Choose Print from the File menu to select print options, such as number of pages to print, number of copies and
whether you want them collated, which printer to use, and whether to print to a file.
„
Click the Print button to print the entire report as is.
Printing Donor Statements: Pearl Revenues and Expenditures/FundWeb
The Pearl Revenues and Expenditures report shows net assets details for use as a donor statement. Like most Pearl Fund
Accounting reports, this report can be run for any ledger year, or combination of years (such as to provide a calendar-year statement
if your fiscal year is other than calendar.) For a monthly Donor Statement, enter the beginning and ending dates of the month when
prompted. Then choose a summary instead of detail, and group the report by Fund instead of by Center or Account (consolidated).
You can use the filter to specify which fund or funds for which you are printing these Donor Statements.
Alternately, with FundWeb (purchased separately) you can allow your donors to generate their own Donor Statements online.
Bromelkamp completes all setup steps. You supply your donor with a username, password and link to the FundWeb site. (You
might link to it on your own webpage). Users can view their fund’s information online, with the data as up-to-date as you wish, since
you set the schedule on which your ledger data is automatically uploaded to the secure FundWeb site. With FundWeb, your donors
can also view their grant history, and recommend grants online. Visit www.fundweb.org or call us for more information.
Displaying fund status detail
Generate a detailed Pearl Revenues & Expenditures report grouped or filtered by fund. This is useful for showing a fund manager or
donor a fund's activity during a specified time. To create the report, generate as normal, selecting the detail version and grouping by
fund.
Pearl Ledger report
Use the Pearl Ledger report to print a general ledger listing of posted transactions by center and account. With it, you can find a
single transaction, view a total of a group of transactions, and even print a trial balance report. You can print a regular (portrait) or
landscape orientation version of the Pearl Ledger report.
The Pearl Ledger report prints…
z
debits and credits subtotals and running balances for each account within each center or fund
z
debits and credits totals for each center or fund
z
debits and credits totals for beginning balances, account receivables, cash receipts, cash disbursements, and general journal
entries for each center
z
each transaction including posting date, center, fund, account, folio number, serial number, name, memo, debit, credit, and
balance (detail option)
z
for each account within each center or fund, the beginning balance, total debits, total credits, and balance (summary option)
z
a combination of centers or funds to print either detail or summary for each account balance (consolidated option)
1.
Select Reports at the top of the Pearl Navigator.
The list of reports appears.
2.
Click Pearl Ledger or Pearl Ledger (landscape).
Click it once to select it.
3.
In the Filter field, type a filter to describe the information you want printed in the report (optional).
Use filter options to print these common types of financial reports:
„
For a cash disbursements journal ("the checkbook"), type: Folio LIKE "CD*" and account="1001"
„
For detail for totals given on the balance sheet or revenue statement, specify the account. For example, if you noticed
that the amounts for a particular area were usually low, you might specify the account, as in: Account="4104"
„
For reports for audit detail, specify the particular center, fund or account. For example, an auditor might print a Pearl
Ledger report on fees for consultants.
„
For reports on transactions within a single center or fund, specify the center or fund. For example, type Center="02" to
examine center 02, or type Fund="004" to examine fund 004.
See About accounting reports for more accounting filter examples.
4.
Click the Preview button.
The first of several screens appears in which you are prompted to enter responses.
5.
Type the name of the data source you want to use, and click OK.
The current ledger year is the default.
6.
Type Detail, Summary or Trial Balance to specify the level of detail for the report, and click OK.
The detail version lists detailed information about each transaction, including its date, folio, transaction type, and debit or credit
amount. The summary version lists account totals for transactions. The trial balance version produces a trial balance style
report.
7.
Specify how you want the report grouped and sorted, and click OK.
„
Type Center to display and sort the information by center.
„
Type Fund to display and sort the information by fund.
8.
„
Type Account to display and sort the information by account (the consolidated option).
„
Type Folio to display and sort the information by folio.
Type the balance forward date you want used for the report.
In this case, the balance forward date is the date before which you do not want to see detail. Leave this field blank to indicate
the first day of the ledger/fiscal year.
9.
Review the report to make sure it provides the information you want, then print it using either of the following
methods.
„
Choose Print from the File menu to select print options, such as number of pages to print, number of copies and
whether you want them collated, which printer to use, and whether to print to a file.
„
Click the Print button to print the entire report as is.
Below are some ways to use the Pearl Ledger Report.
Net Activity
No matter what you filter your Pearl Ledger to show, the “activity” subtotals will help you find the number you’re looking for. For
example, a user was looking for the net amount of Grants paid in May, 2006. The report was filtered by Account = “5010” and when
prompted, the user entered 5/1/06 as the Balance Forward Date, and 5/30/06 as the Ending Balance Date. The “activity” subtotal
shows just sum of debits and credits from the displayed transactions, ignoring the balance forward amount and year-to-date totals at
the bottom of the report.
Union of Recent Years
When printing a Pearl Ledger report, the first thing you are prompted for is the data source to use. In other words, Pearl is asking
which fiscal year you’re reporting from. There is an option at the bottom that allows the report to span multiple fiscal years, called
<union of recent years>.
This allows you to print a report on a calendar year basis if your fiscal year is not based on the calendar year. It also allows you to
print a report for a grantee based on the period of the grant if it crosses your fiscal year, or even over multiple years for a multi-year
grant. It also allows you to print a report for an employee based on their employment year, such as their salary or a certain benefit
expense. Use the prompts for Balance Forward Date and Ending Balance Date to narrow down the report to just the period you’re
looking for.
Trial Balance Report
The Pearl Ledger Report asks if you wish to display the report by Summary or Detail or Trial Balance. If you choose Trial Balance,
the report lists each account, grouped by Center or Fund, or consolidated (as you specify when prompted), between whichever
dates you enter when asked for Balance Forward Date and Ending Balance Date. The report displays for each account the debits,
credits, activity and ending balance ($0.00.)
1099 Edit and 1099-MISC report
You can track 1099 expenditures for constituents in Pearl and print their year-end 1099 forms. Also see the Form1099 Electronic
Filing process.
1.
Set up constituents who should receive a 1099 form.
In the CList (orange) portion of the General Journal, check the Form1099Default field for all constituents who normally should
receive a 1099 form from your organization.
2.
As you enter transactions in the General Journal, check the 1099 box for each distribution that should be included in
1099 calculations.
For example, count payments for consulting time, but not reimbursements.
Note that the 1099Form checkbox in the detail section of the payable transaction should automatically default to the value of the
Form1099Default field on the CList record.
3.
At the end of the year, run the 1099 Edit report to get a list of the vendors for which a 1099 Misc form will print through
Pearl.
If your organization does not have this report, contact Bromelkamp Company LLC and ask for it.
4.
Once you have verified the information on the 1099 Edit report, print the 1099 Misc report.
This report totals expenditures and prints it on a pre-printed 1099 Misc forms for constituents due to receive them.
Fund List report
The FA: Fund List report displays all funds, listing their fund number, name, associated constituent (Established by), Restricted
Through Date (if any), fund type and purpose.
1.
Select Reports at the top of the Pearl Navigator.
The list of reports appears.
2.
Click FA: Fund List.
3.
Click the Preview button.
The first of several screens appears in which you are prompted to enter responses.
4.
Specify how you want the report sorted, and click OK.
„
Type Fund to display funds in ascending order by fund number.
„
Type FundName to display funds alphabetically by their names.
„
Type FundType to display funds by their assigned fund type code.
The Fund List Report is displayed.
Fund Net Assets by FundType
This report displays the total net assets (sum of all 3000 Net Asset accounts) of your organization's funds, separated by fund type.
When generating the report, you specify a data source (ledger) and ending date.
Fund Reports Avery Labels (styles 5160 and 5261)
Use the Avery label fund reports to print labels for mailing fund reports. If needed, enter a filter in the Pearl Navigator's Filter field to
narrow the report recipients.
z
The 5160 labels are a 3-up style, 1" x 2-5/8", 30 labels to each 8 ½ x 11 page
z
The Avery 5261 labels are 2-up style, 1" x 4", 20 labels to each 8 ½ x 11 page
Pearl Batch Payment Plan
This report shows payments that will be transferred in a batch to the General Journal from the Grants Management system for
editing and posting using Pearl’s Batch Payment Transfer function. The filter used on this report will appear in the filter for the Batch
Payment Transfer. The fields used on this report are Grants Management fields, not Fund Accounting fields. If used with no filter at
all, the report displays all payments that have been entered in the system that have not been paid yet (where Folio is blank) and
where a report has been received if one was required for this payment (Received is not null if Due is not null). However, you’ll nearly
always want to narrow this down to at least specify only payments that are scheduled to be paid within a certain time period. You
may wish to add additional criteria as well.
Filter
Description
PostingDate<#3/1/07#
Payments scheduled for payment
through March 1, 2007.
Program="Project
Support" and
PostingDate<=#6/1/2007#
Payments on Grants for Project Support
scheduled to pay through June 1, 2007.
Below is a sample report:
Pearl Average Daily Balances
Use this report to view a daily average balance for each fund.
You'll be asked to specify:
z
An end date to view
z
The number of months to average (if you leave this field blank, 24 months is used)
z
Summary or Detail view
About budgets
Note: Before entering your budget, enter your centers, funds and accounts, and have printouts of each available for reference.
You do not have to enter beginning balances before entering budget information; however, financial reports will not produce correct
balance forward totals until you enter balances.
Pearl’s budget feature allows you to enter budget amounts for specific accounts, groups of accounts or account/fund combinations,
then print Pearl Budget reports that show how much money was budgeted versus how much was actually spent or received by the
organization.
z
You enter budget information in the Budget Report Layout form shown below. You'll be prompted to select the budget year
you want to work in (for example, Budget07). You print budget reports using the Pearl Budget Report (also shown below).
You set up a new budget year at the same time you set up a new fiscal year.
z
The purpose of the budget form is to set up the separate line items you want to appear on the budget report. Using
the Where field, you specify one or more accounts or fund/account/center combinations. You define the budget line item as a
revenue or expense, and specify a group and subgroup (optional) for the line item. Then you enter the amount your
organization intends to spend or receive over a year, and below, break down this amount by month (optional). On the right,
Pearl displays amounts actually spent or received for comparison.
Note: Pearl displays months based on your fiscal year, listing the first month of your fiscal year first, the second month second,
and so on.
Note: Frequently when planning a budget, categories are addressed as lump sums. For example, the budgeted amount for
occupancy costs might include rent, electricity, gas, security, insurance, building repairs and maintenance, janitorial services,
garbage, etc. Your organization might have one large number budgeted for all of these categories but use separate accounts to
track the details for each category. The budget can group the separate accounts together.
Note: The Budget system can also be used to present the budget in different ways (detailed and consolidated). Each program
or fund might have its own managerial budget to track and a separate budget page can be used to gather all of a group of
budgets together for the division manager. Another page can combine even a larger group or the whole organization’s budget
into a succinct one-page budget comparison to share with the Board of Directors. The Budget system is very flexible and the
same center/fund/account code can be used on multiple pages to be presented in different ways for different people’s uses.
However, it is best to have one page or a set of pages that combines everything, so you can ensure that all account codes are
being tracked and the totals can be compared against a combined Revenue and Expenditure Report (Income Statement) for
proofing purposes.
IMPORTANT: When new centers, funds and accounts are added to Pearl, you MUST adapt the Budget Report Layout to
accommodate them.
Below are example budget line items:
„
Office Supplies
Where: Account="5270"
Group: Administrative
RevExp: Expense
Amount: $600,000
„
Public Health Grants
Where: Fund="008" and Account="5010"
Group: Grants
RevExp: Expense
Amount: $30,000
„
„
Contributions
Where: Account="4010" or Account="4020"
Group: Income
RevExp: Revenue
Amount: $400,000
After you set up budget line items, print a Pearl Budget report for selected months. The report shows how much was
budgeted versus how much was spent or received—for the total year, to date and the percent used. The report below shows
budget items for Administrative and Grants groups. Each item (Salary Expenses, Office Supplies) is a budget line item made
up of one or more accounts and/or funds and defined as an expense.
Entering budget information
Note: See About budgets for general information.
1.
Plan the budget items you want to enter.
Note: It’s helpful to start with the completed yearly budget for each center/fund of the organization for which the budget is
monitored.
Each budget line item can be a combination of centers, funds and accounts. Generally, budget line items include more than one
account number, since a budget is designed to be a concise look at financial activity.
2.
Choose Forms on the Pearl Navigator.
The list of forms appears.
3.
Click the Budget Report Layout form and click Open.
When prompted, pick the budget year with which you want to work.
4.
Add a new record.
Pearl automatically assigns an auto number to the budget record in the Bud field.
5.
In the Btl field, type the title of the budget line that will appear on the page.
For example, type Miscellaneous Income, Membership Fees, Dividends and Interest or Office Supplies.
6.
In the Dbtcrt field, select Debit or Credit for the line item’s type.
Usually income items have a debit balance and expense items have a credit balance.
7.
In the Where field, type a Where clause that specifies the account(s) or fund/account combination you want used.
For example:
„
Where: Account="5110" or Account="5120" or Account="5130" or Account="5140"
„
Where: Fund="008" and Account="5010"
See Where clauses for general information.
8.
In the Page field, type a page number (optional).
Type a page number if you want this budget line item to start on a new page when printed or if different budgets are tracked.
9.
In the Group field, type or select the group to which this line item applies.
On the Pearl Budget report, line items are grouped and totaled by the group you specify in this field. For example, you might
assign line items to one of three groups called Administrative, Grants and Income. Type the group name (for example,
Administrative) in the field; to assign that group to another record, select it from the list.
10.
In the RevExp field, select Revenue or Expense for the line item.
11.
In the SubGroup field, type a subgroup for the line item (optional).
This field works like the Group field (see step 8) and allows you to break down a group’s line items into subgroups. For example,
you might break down line items in the Administrative group into subgroups called Overhead and Salary. On the Pearl Budget
report, line items are displayed by subgroup (if specified) and subtotaled within the group.
12.
In the Sequence field, type a number to indicate the order you want the line item displayed within its group or
subgroup (optional).
By default, items are displayed alphabetically. To display Salary Expense before Office Supplies, type 1 in this field for the
Salary Expense record and 2 for the Office Supplies record.
13.
In the Amount fields, enter budget amounts for the line item.
Type the budget amount for the year in the Amount field. Below the Amount field, type a budget amount for each month
(optional).
„
If you want the line item’s amount to be annualized—where each month is budgeted equal amounts—leave the
amount field for each month blank. For example, if you enter $30,000 in the Amount field and leave the month amount
fields blank, Pearl assumes that each month’s budgeted amount is $2,500 ($30,000/12).
„
If you have a line item that has activity only during certain months of the year (such as quarterly), enter the annual
budget amount in the Amount field and assign budget amounts in only those months you expect activity. For example,
since you pay FICA quarterly, you might assign $30,000 in the Amount field, $7,500 in the Mar, Jun, Sep and Dec
budget fields, and leave all other budget months blank.
Gray fields on the right side (Actual, PrevActual, JanActual, FebActual, and so on, automatically display the actual amounts
spent for the year, previous year, and months, respectively. Use these fields for comparison with budget amounts on the left.
14.
Print a Pearl Budget report.
Use the report to check the budget information you entered.
Pearl Budget report
Notes: Before running a Pearl Budget report, you must enter your budget information—line items, codes, and amounts—in the
Budget Report Layout form. For general information about budgets, see About budgets. You can also filter the Pearl Budget report
by the various sections of the report, such as section, group or subgroup.
Use the Pearl Budget report to show how much money was budgeted versus how much was actually spent or received by the
organization. Pearl Budget reports are useful for …
z
creating summary versions of your financial statements for your Board of Directors
z
studying previous cash flow patterns
z
presenting your financial position in ways not provided by the Pearl Revenues and Expenditures, Balance, and Ledger reports
z
distributing to department heads to assist in financial decisions
1.
Choose Reports at the top of the Pearl Navigator.
The list of reports is displayed.
2.
Click the Pearl Budget Report and click Preview.
When prompted, select the budget year for which you are printing the report.
A dialog box appears, prompting you to specify an ending month.
3.
Type the ending month through which you want the report, and click OK.
The Pearl Budget report is displayed.
4.
Choose Print from the File menu, select printing options and click OK.
The report is sent to the printer.
About accounting processes
Accounting processes include:
z
Batch Payment Transfer
z
Fund Fees Assessment
z
Joint Investment Income Allocation
z
Spendable Allotment
z
Post Accounting Transactions
z
ACH Transmit to Bank
z
Bank Reconciliation
z
Form1099 Electronic Filing
z
Create New Ledger & Budget Year
Batch Payment Transfer
Use the Batch Payment Transfer process to quickly make a fiscal transfer to the General Journal for a batch of grant payments.
Before running the process, run the Pearl Batch Payment Plan report, which displays payments to be transferred from Grants
Management to the General Journal and make any needed changes.
To use this option:
1.
Run the Pearl Batch Payment Plan report, and make any needed changes.
2.
Select Accounting at the top of the Pearl Navigator.
3.
Select Batch Payment Transfer from the list that appears, and click OK.
Pearl searches for any payments with a blank Folio field and a posting date of today or before, and enters GO in the Folio field,
saving you from doing so one record at a time.
Fund Fees Assessment
Most community foundations pay for their administrative expenses by charging a fee to each fund they administer. Sometimes it’s a
fee per month, or per grant, or per donation, but usually it’s a percentage of how much money the fund has in the foundation. In a
manual system, the fee is often based on a certain percentage of a fund’s balance, or an average of the ending balances for several
quarters. The calculation is very tedious if you have a lot of funds. A process in Pearl called Fund Fees Assessment makes this
automatic, and is much more accurate because it calculates the average daily balance instead of the average quarterly balance or
simple ending balance. The fee can be based on a set percentage manually entered for each fund, or based on a formula that
determines the fee based on various criteria.
When you run Fund Fees Assessment, Pearl calculates the fees and saves them in an entry in the General Journal so you can
review and edit it before you post the transaction.
Fixed Rate
z
If you have a field called FeePercent (displayed in your Funds form), Pearl uses the percent you specify for each fund.
z
If you do NOT have the FeePercent field, Pearl prompts you to specify a percentage to charge for all funds.
Variable Rate
A variable rate fund fee can be calculated by such factors as how much money is in the fund.
If the fee is the result of an expression (instead of a specific percent for each fund), enter a setting for “Fund Fee Formula” in the
PearlSettings table with the formula in the form of a Switch expression that returns a dollar amount based on fund balance. The
formula will be used for any funds with a blank FeePercent field, so leave the FeePercent field blank for any fund that should have its
fee calculated by formula (or fill in the FeePercent field to override the formula for that fund.) The formula can include any fields from
the Fund table or any of the following values:
z
AvNS – the average Non-Spendable over the period the fees cover
z
AvOth – the average other than Non-Spendable over the averaging period, which is often longer than the period the fees
cover
z
AvBal – the average daily balance over the averaging period, which is often longer than the period the fees cover
z
Bal – the ending balance with no averaging
For example, the Fund Fee Formula at one foundation charges different rates based on the following conditions: Endowment and
Designated Funds are charged a fee of ½% if their balance is over $500,000, or ¾% if their balance is over $250,000, or 1% if their
balance is less than $250,000, and all other types of Funds are charged 1%. The expression in the PearlSetting table would be as
follows:
AvBal*Switch(fTyp=”E” or fTyp=”G”,Switch(AvBal>=500000,0.5,AvBal>=250000,0.75,True,1),True,1)
Using either method, Pearl calculates the fees and saves them in an entry in the General Journal so you can review and edit it
before you post the transaction. You can run this process as frequently as you want. Most organizations run this process monthly,
quarterly or annually.
z
Fund Fees Assessment relies on accurate net asset balances for each fund. This feature is useful only when using 2999 Due
To/From to keep each fund balanced.
z
Fund Fees Assessment calculates the average daily balance based on the PostingDate on each transaction. For results to be
accurate, each revenue and expense must be entered in Pearl with the correct PostingDate.
z
Call technical support at (877) 767-6703 for help adding fields, entering Pearl Settings and developing Fund Fee calculations
using a Switch expression.
Setting up and running Fund Fees Assessment
Follow these steps.
1.
2.
Determine the fee percent you want charged to funds.
„
If you are charging a fixed percentage rate, complete the Funds form field called FeePercent. Enter the percent for each
fund that you want charged. Enter 1 for 1%, .75 for ¾%, etc. If NO fee should be charged for a fund (like the General Fund
001), enter 0 (zero) in the FeePercent field. For any funds that a variable fund fee rate will be charged – for example a fee
based on the average daily balance for the fund, leave the FeePercent field blank.
„
If you do NOT have the FeePercent field, determine the percent to charge to all funds. (You will enter this percent later.)
Choose Accounting at the top of the Pearl Navigator.
The list of accounting processes appears below.
3.
Select Fund Fees Assessment and click OK.
The first of several dialog boxes appears in which you are prompted to enter responses.
4.
Type the ending date of the period on which the fee should be based, and click OK.
By default, Pearl inserts the last date of the previous month, which you can change.
5.
Enter the number of months the fees will cover (number of months since the last Fund Fee Assessment was done).
For example, type 24 to base the balance on the last 24 months. (Most organizations run this process once a year, but base the
average net assets on the last 24 months.) We recommend calculating the fund fees manually until your Pearl system contains
as many months of data as your average is to be calculated on.
Averaging is a way to smooth out ups and downs in the value of the Funds due to stock market volatility. The longer the period,
it is assumed, the less volatile the balance and the fee. Some organizations use 60 months of activity (the last 20 quarters).
Pearl will adjust for Funds that have been in existence for only part of the averaging period, such as a Fund that is brand new
this month, even though the averaging period is over 60 months. (Otherwise it would be charged only 1/60 of the fee it
deserves.)
6.
Type the percent to be charged, and click OK.
(If your Funds form contains a FeePercent field, this message does not appear, and the values you entered in step 1 are used.)
For example, type 1.5 to charge a 1.5% administrative fee to all funds.
A message appears that a record has been created in the General Journal.
7.
Open the General Journal record.
Choose Forms from Pearl Navigator, click General Journal and click Open. Since this entry was the last one added, click the
previous button from the record navigation buttons to quickly display the record created by the Fund Fees Assessment. It
includes a debit (expense) to each fund in account 5040 (or other specified fund fee expense account) and a credit (income) to
the general fund in account 4920 (or other specified fund fee revenue account). If a fund involves more than one center, Pearl
consolidates the fund's centers to calculate the fee, and then charges the fee to the center with the highest balance.
The Memo field shows Bal (the current balance) and Ave (the average daily balance over the specified time period). You can
post this General Journal transaction to the ledger at any time.
„
If a fund has a negative balance, no fee will be charged.
„
If a fund has a blank FeePercent or no FeePercent field, Pearl uses the formula entered in Pearl Settings; if there is
no formula, no fee is charged for funds with a blank fee percent.
„
If a Fund has FeePercent of zero, no fee is charged. (Typically, the General Fund has a FeePercent of zero.)
„
If a fund FeePercent is a number greater than zero, Pearl uses one of the following calculations:
(AvNS+AvOth)*FeePercent/100 [if there is no formula in Pearl Settings (recommended)]
(AvBal)*FeePercent/100 [if the formula in Pearl Settings refers to AvBal]
(Bal)*FeePercent/100 [if the formula in Pearl Settings refers to Bal]
The FeePercent is entered as an annual percent, so if the number of months the fees will cover is less than 12, the fee percent
will be prorated for the portion of the year (if the fee percent is 1%, but the months the fees cover is 3, Pearl will multiply the
average balance by .25%.)
Normally, an organization runs Fund Fees Assessment, and after posting, it automatically adjusts the joint investments or 2999
to provide more money in the General Fund and less in the funds; essentially, it charges the funds a fee via an internal transfer.
However, a foundation may occasionally withdraw funds from the joint investment to pay the fees, in which case a check from
the joint investment would be deposited in the General Fund.
Important! Previous Pearl versions (prior to 8/1/04) used a different method of calculating Fund Fees, charging the fee
percentage on the average daily balance of fund assets. However, funds with a large recent increase in assets could be
charged a small fee because of the averaging. Pearl currently bases the fee percentage on the average daily non-spendable
balance during the fee period plus the average daily balance of all other fund assets over the same or longer period.
For example, suppose a fund has about $10,000 for several years. When the donor dies, a bequest increases the fund to
$1,010,000. If you were to average all of those assets over 60 months (5 years or 20 quarters), the average would be only about
$27,000, so the fee would be very low, and would take several years to approach what would be expected for a $1,010,000
balance. But the purpose of the averaging is to even out market volatility, not donor contributions. So Pearl averages the nonspendable endowment over just the period of the fees (for example, this quarter) and averages everything else over the longer
60-month term. This means your foundation receives fees that are more commensurate with the size of the fund, and still
softens the effects of market fluctuations. Note, this only affects funds with large abrupt contributions to endowment. For longterm funds or funds with little new activity, Pearl’s calculation closely matches those from manual systems.
Joint Investment Income Allocation
If your foundation invests funds in one or more pooled investments, use this function to allocate the interest proportionately to each
participating fund based on each fund’s average daily balance.
Note: By default, this process can only be run monthly; there is no option to run it quarterly.
Important points about the allocation process:
z
Before running this process for the first time, it is imperative that each fund has total debits and total credits that
balance. This also needs to be true for any cost centers used by the fund. You can test this by running the Balance Sheets
by Fund report and making sure the total assets equal the total liabilities and net assets. To verify that each fund using
multiple cost centers balances by center, run a Balance Sheet by center report for each fund separately and again make
sure the total assets equal the total liabilities and net assets. If your funds do not all balance, call Bromelkamp Company LLC
for help.
z
It is also imperative that each time a new center or fund is used that is tied to the Joint Investments account, you set up a
balance for that center/fund/joint investment account. For example, on 12/19/06, $10,000 is received for a new fund from the
Bill and Sue Smith Foundation. When you set up the fund you are required to enter a DTAccount. This is the Joint
Investment account in which this fund will participate, for example account 1100. When you post the first cash receipt for
that fund, Pearl will automatically ‘clear’ that amount to the indicated DTAccount using the Due to/from process. From then
on, the system will track the average daily balance in the fund and allocate its share of income to the 1100 account. The
same type of general journal entry should be entered when a fund starts participating in a new or different center code.
z
Pearl uses two accounts in the allocation—account 1100, the default Joint Investments account, and account 2999, the Due
To/From account. (You can use a different account than 1100 for your investment account.)
z
Pearl calculates the average daily balance of each fund over the specified earnings period for the account to which you are
applying the Joint Investment Allocation process. An organization can have more than one joint investment account (for
example, account=1100 is short term money held in a money market account and account=1101 is long term money
invested in brokerage accounts). You will run a separate allocation for each Joint Investment Account that tracks as a
separate account in Pearl.
z
You’re prompted to enter the amount of income to be allocated from your interest/dividend income statement. Pearl
allocates the income prorated by the average daily balance and creates a general journal entry, listing the income for
each fund. This process can also allocate realized gains/losses, unrealized gains/losses and portfolio management fees
expense.
Note: The Joint Investment Income Allocation process will delete any joint investment postings with dates on or after the date
of the current allocation from your ledger. (It will ask you to confirm before proceeding.) This is because if you re-allocate a previous
period’s allocation, subsequent periods’ balances will be affected. You will need to re-run the Joint Investment Allocation process for
each subsequent period.
Follow these steps to run the Joint Investment Income Allocation process.
1.
Choose Accounting at the top of the Pearl Navigator.
The list of accounting processes appears.
2.
Select Joint Investment Income Allocation and click OK.
The Pearl Joint Investment Income Allocation dialog box is displayed.
3.
In the Joint Investment Account field, type the account code of the joint investment whose income will be allocated.
The default account code for pooled investments is 1100.
4.
In the Ending Date of month to allocate field, type the ending date of the month to allocate.
By default, Pearl inserts the ending date of the last month.
5.
In the Amount fields, type the income amounts to allocate, and click Start.
Locate this amount on your interest/dividend income statement. Change the default account codes if needed.
After Pearl processes the allocation, a message is displayed that the allocation is complete and a general journal record has
been created, which you can edit and post. Note the number of the general journal record.
6.
Click OK to close the message.
7.
Open the General Journal and view the new record.
Choose Forms at the top, click General Journal and click Open. Since this record was the last one added, you can click the
previous button from the record navigation buttons to quickly display it.
The record shows each distribution. The Memo field shows the ending balance (Bal) and the average daily balance (Ave).
These numbers are the same only if there has been no activity during the period.
Note: You can run the allocation as many times as you want and even edit the general journal record it produces, but nothing
takes effect until the general journal transaction is posted.
Handling multiple statements for the same Joint Investment Income Account
Here's how to post a Joint Investment Income Account for account 1100 when 1100 is made up of more than one investment pool,
and you receive multiple statements for those investments. Suppose you have a Joint Investment Income Account (for example,
1110) that represents a single money market account. Then later, you want to add another money market account at the same
organization as the first – with some longer term investment returns – and the funds that were involved in the first account are also
going to be invested in the new account.
Instead of setting up a new Joint Investment Income Account in Pearl, you can use a single JII Account (1110) to include the second
account. Since both accounts involve the same funds, and the funds are invested in both places according to their percentage of
the whole, when the two statements arrive from the investment company (one for each account), you can simply add them together
and enter ONE JIIA for 1110.
It is not possible to process two statements separately for a single Joint Investment Income Account. This is because each time you
post a Joint Investment Income Allocation, Pearl checks to see if there is any other posted activity for the Joint Investment Income
Account for the same date and account, and if there is, the first transaction of the day is overwritten by subsequent one(s).
Spendable Allotment
Most community foundations set a target each year for the amount of funds that each endowed fund can spend, usually to be given
as grants. Typically, it’s a percentage, such as 4.5% or 5% of the assets the fund has at the foundation. In a manual system, the
spendable allotment is often based on a certain percentage of a fund’s ending balance, or an average of the ending balances for
several quarters. As with Fund Fee Assessment, the calculation is very tedious if you have many funds, and is very volatile with
swings in the stock market.
The Pearl Spendable Allotment process automates the spendable allotment calculation and improves its accuracy, since it
calculates the average daily balance for many quarters instead of the average quarterly balance or simple ending balance.
You can calculate the spendable allotment in one of two ways:
z
Based on either a percentage you manually enter for each fund
z
Based on an allotment formula that uses various criteria
When you run the Spendable Allotment process, Pearl calculates the allotments and saves them in an entry in the General Journal,
so you can review and edit the entry before posting the transaction. When you post the transaction, Pearl moves funds from "3010
Net Assets - Accumulated Earnings" to "3000 Net Assets - Spendable."
Important points:
z
Spendable Allotment relies on each fund having an accurate Net Assets balance.
z
Spendable Allotment calculates the average daily balance based on the PostingDate on each transaction. For results to be
accurate, each revenue and expense must be entered in Pearl with the correct PostingDate.
z
Call technical support at (877) 767-6703 for help entering Pearl Settings and developing Spendable Allocation calculations
using a Switch expression.
z
Pearl's spendable allotment calculation provides a more reliable calculation over manual methods. While Pearl’s and a manual
calculation might be close for long-term funds or funds with little new activity, it's a different case for funds with large abrupt
contributions to endowment. Because of the way it's calculated, a manual calculation for a fund with a large recent increase in
assets could be allocated a very small spendable amount, since it's based on ending balance or an average of several
quarters’ ending balance of fund assets. Pearl, on the other hand, bases the spendable allotment on ending non-spendable
balance plus the average daily balance of all other fund assets over a specified number of months. Suppose a fund has about
$10,000 for several years. When the donor dies, a bequest increases the fund to $1,010,000. If you were to average all of
those assets over 60 months (5 years or 20 quarters), the average would be only about $27,000, resulting in a very low
spendable allotment; it would take several years to approach what would be expected for a $1,010,000 balance. But the
purpose of the averaging is to even out market volatility, not donor contributions. So Pearl takes the current non-spendable
endowment and averages everything else over the longer 60-month term. This means your foundation allocates spendable
amounts more in line with the fund's size, and still softens the effects of market fluctuations.
Setup (calculating based on each fund's percentage)
Follow these steps to calculate spendable allotment using this method.
1.
On the Funds form, specify the spendable percentage for each fund in the SpendPercent field.
It can be a different percentage for each fund, or the same for each fund.
Setup (calculating based on Spendable Allotment formula)
Follow these steps to calculate spendable allotment using this method.
1.
In the PearlSettings table, enter a formula for Spendable Allotment Formula.
Note: The formula will be used for any funds with a blank SpendPercent field, so leave the field SpendPercent blank for any
fund that should have its spendable allotment calculated by formula, or fill in the SpendPercent field to override the formula for
that fund.
Use a Switch expression in the formula that returns a dollar amount based on fund balance. The formula can include fields from
the Fund table any or all of the following values. (Pearl’s preferred formula is based on BalNS and AvOth, as described below.)
„
BalNS – the ending non-spendable balance with no averaging
„
AvNS – the average Non-Spendable over the averaging period
„
AvOth – the average other than Non-Spendable over the averaging period
„
AvBal – the average daily balance over the averaging period
„
Bal – the ending balance with no averaging
For example, the spendable formula at one foundation is allotted at different rates based on the following conditions:
Endowment and Designated Funds are allotted 5% while other Funds are allotted 4.5%. The expression in the PearlSetting
table would be as follows:
(BalNS+AvOth)*Switch(fTyp="E" or fTyp="G",5, True, 4.5)
Calculating the spendable allotment
1.
Choose Accounting from the Pearl Navigator.
The list of accounting processes appears.
2.
Select Spendable Allotment and click OK.
A Pearl Spendable Allotment dialog box is displayed.
3.
When prompted, specify the following.
„
the ending date of the period on which spendable allotment should be based
„
the number of months over which the net assets other than non-spendable should be averaged
Pearl calculates the spendable allotment and stores the results in a new record in General Journal for you to review, edit, and
post.
4.
View the General Journal entry.
„
If a fund has a negative balance or a SpendPercent of zero, it receives no spendable allotment.
„
If a fund has a blank SpendPercent, Pearl uses the formula entered in the PearlSettings table (if any). If there is no
formula, the Fund receives no spendable allotment.
„
If a fund has SpendPercent filled in with a number greater than zero, Pearl uses the following calculation:
(AvNS+AvOth)*SpendPercent/100 [if there is no formula in Pearl Settings (recommended)]
The General Journal record created by the Spendable Allotment process includes a credit to each fund in Account "3010 Net
Assets - Accumulated Earnings" and a debit to "3000 Net Assets - Spendable." If a fund involves more than one center, Pearl
consolidates the centers in the fund to calculate the spendable, and then allocates the spendable to the center with the highest
balance.
Post Accounting Transactions
See About posting.
ACH Transmit to Bank
This accounting process allows you to use Pearl to send payments electronically with ACH (Automated Clearing House). Paying
your bills with your computer reduces your dependency on paper checks. It also provides an efficient way of providing direct deposit
of employees’ paychecks.
Other benefits:
z
It’s easier, because manual steps such as signatures, envelope stuffing, stamping and mailing, are eliminated
z
It’s cheaper, since there’s no need to buy checks, envelopes, stamps and cost savings of staff time
z
It’s faster, since mail delivery is eliminated, and the recipient doesn’t have a hold on the deposit. The money is there by the
next morning.
z
It’s more secure, since the payment can’t be cashed by another person as a check can and only an approved and passwordprotected person can initiate payment
z
It’s more accurate, since there’s less chance of transcription errors at the bank
z
It’s environmentally friendly, because less paper is involved.
How does ACH Transmit work?
Here is the main process:
1.
Complete initialization steps with an ACH financial institution, such as your bank.
2.
Store the recipient’s bank account and routing numbers in their CList record.
3.
Set the ACH Transmit setting.
z
If most transactions to this recipient are processed through ACH, check the ACHDefault box on the General Journal
form.
z
To identify a one-time payment, leave the ACHDefault box unchecked. Instead, edit and post the transactions as you
normally would. Then on the Pearl Navigator, choose Accounting, and select ACH Transmit to Bank. When prompted,
enter a password. The payment is uploaded to the bank and an email is sent to your email inbox. Review the payment
email for any errors and when correct, send it.
Bank Reconciliation
Use the Bank Reconciliation process to reconcile your checking account and other bank accounts with your bank statements. You
can also reconcile any other accounts from the chart of accounts. This is recommended for your grant expense accounts and
contribution accounts. Neither the Grants Management or the Donor Gifts systems are connected to the Ledger. You can enter
transactions in either system and not in the Ledger or visa versa. It is important that any grant payment report or gifts received
reports from those systems balance to what has actually been posted to the Ledger.
After you enter the account number, statement balance and statement date, Pearl displays all uncleared transactions, which you can
clear using information from the current statement. When you are done clearing transactions from the current statement, Pearl
displays the adjusted bank balance and the book balance for comparison. When the two balances are equal, and all transactions are
accounted for, your ledger is reconciled to the bank statement.
Follow these steps:
1.
Choose Accounting from the Pearl Navigator.
The list of accounting processes appears.
2.
Select Bank Reconciliation and click OK.
The Pearl Bank Reconciliation form is displayed.
3.
In the Account to Balance field, select the cash account you want to reconcile with your bank statement.
After you select an account code, its name is displayed to the right.
4.
In the Statement Ending Balance field, type the ending balance shown on your statement.
(Do not enter the ending balance from the Ledger.)
5.
In the Statement Date field, type the date shown on the statement.
After you type the date, Pearl displays any transactions up to the statement date that were not marked as cleared during the last
reconciliation.
6.
„
The Cleared field displays the date on which the check was cleared (if cleared).
„
The PostingDate field displays the date on which the check was posted.
„
The Folio field identifies the check (by check number or however you chose to use the Folio field).
„
The DebitCredit field displays the debit or credit amount.
„
The Name field displays the name of the individual or organization the check was made out to.
„
The Memo field displays the type of transaction.
Clear transactions that appear on your statement.
Clear transactions by either:
„
entering the statement’s date in the Cleared field.
„
double-clicking anywhere in the transaction’s row, which automatically enters the statement date in the Cleared field
As you clear transactions, Pearl adjusts the amounts shown in the fields below.
7.
„
The Total Outstanding field shows the amount that has not cleared the bank or cleared after the statement date.
„
The Adjusted Balance field shows the amount you entered in the Statement Ending Balance field minus the amount
shown in the Total Outstanding field.
„
The Book Balance is displayed at the bottom of the form.
Check that the Account is reconciled.
The Adjusted Balance should match the Book Balance. If this amount does not match, click Save, then review the checks you
entered and make any adjusting entries in the General Journal. Then post those entries and continue reconciling.
8.
Click Save to exit the form and save the cleared transactions.
Form1099 Electronic Filing
This utility searches all payments for which the Form1099 checkbox was selected, totals them and creates a file with 1099
st
information to transmit to the IRS. (Running this utility before October 1 generates totals for the previous calendar year. Running it
st
after October 1 generates totals to date for the current calendar year.) Form 1099 Electronic Filing is not required (but is
recommended by the IRS) for less than 250 Form 1099 returns. Once it is created, copy the file onto diskette and mail with Form
4804 to:
IRS-Martinsburg Computing Center, Information Reporting Program
Attn: Electronic Filing Coordinator
PO Box 1359
Martinsburg, WV 25402-1359
For technical assistance call 304/263-8700. It is possible to transmit the file to the IRS BBS 304/262-2400; however, Form 4804
must still be submitted by mail.
The first time you use this feature, you will be prompted for the following information:
z
Payer's TaxID Number
z
Transmitter Control Code; Enter the 5-character alpha/numeric TCC assigned by IRS/MCC
z
Payer Name Control: obtain from mailing label on Package 1099, often this is the first four characters of Name
z
Payer Address
z
Payer City
z
Payer State
z
Payer ZIP Code
z
Contact Person Name
z
Contact Person Telephone and Extension
z
Pearl Ledgerxx Account Number for Box3 Amounts
z
Pearl Ledgerxx Account Number for Box1 Amounts
Create New Ledger & Budget Year
The Setup New Year utility automates the process of creating your new year’s Ledger, Budget (if you use Pearl Fund Accounting), or
Grants Management system (if your Grants Management is set up on a fiscal year basis). It copies the tables from the previous year,
but removes all data from them.
Follow these steps:
1.
Choose Accounting from the Pearl Navigator.
The list of accounting processes appears.
2.
Select Create New Ledger & Budget Year and click OK.
The new ledger and year are created.
About Grants Management
Pearl’s Grants Management component manages the grants process from start to finish—from the time you receive an application to
the point at which you close the grant record after the final payment has been made and required reports received.
The grants process generally involves an Application, Decision, Payments and Reports, and Analysis and Research phase. The
diagram below shows tasks for each phase. Some tasks are optional, and are not necessarily performed in this order. (Click a task
for more information.)
About the Grants Management form
To display the Grants Management form, select Forms at the top the Pearl Navigator, select Grants Management from the list of
forms that appears, and click Open. The form opens, ready for you to search. (Your Grants Management form may look slightly
different from the one shown here, depending on customization.) As in other forms, fields enclosed in the orange box are part of the
CList and fields enclosed in yellow are part of Contacts Tracking.
The Grants Management form typically contains these sections:
z
Record information
z
Contacts Tracking (yellow) and CList (orange)
z
Applicant tab
z
Project tab
z
Process tab
z
Interests tab
z
Payments/Reports tab
z
Roles tab
z
Scholarship tab
z
Applications tab
Record Information
The Record information section, at the top of the form, stores basic information about the application. Some of the standard fields in
this section include:
z
App: The grant record’s ID number, which Pearl automatically assigns to each grant record. This is the "key field" for the
Grants Management system.
z
Program: Indicates the grant program to which the applicant is applying. (This field is required.)
z
Chronicle: Click to display communication tracking information for this grant record. (See Chronicle.)
z
Finished: Used to close the grant record.
z
Status: The grant’s current status.
z
Request: The funding amount requested by the applicant.
z
Dec: The planned or actual decision date.
z
Grant: The grant amount awarded to the applicant.
z
Title: The title of the project.
Note: For information about special fields on this form, see Grants Management special fields.
Applicant tab
Use the Applicant tab to link the grant applicant to Contacts Tracking and the CList. Typically, you'll complete the Sal and ConEmail
fields whether the applicant is an individual or an organization. If the applicant is an organization, it is recommended that at a
minimum, the Contact, Contact Title, and ConTel fields also be completed.
Project tab
Use the Project tab to store information about the project for which funds are being sought. See Enter grant information. Its fields
include:
z
Beg and End: The project's length. (Double-click the field to select from a calendar.)
z
Expenses: The project's total cost expenses in dollars.
z
ProjectArea: The area the project benefits. To make changes to the list that appears, see Edit Code Lists (Area list).
z
PopCode: The population(s) the project serves. To make changes to the list that appears, see Edit Code Lists (Populations
list).
z
ProjectDesc: The project's description.
z
Purpose: The purpose for which the funds will be used or are restricted.
Process tab
Use the Process tab to store and track information relating to the processing of the grant request and for tracking site visits.
This tab contains the following fields:
z
LOIDre: The date on which the letter of intent was received.
z
LOIDec: Letter of intent decision date.
z
Den: The reason (if any) the request was denied. Note that you can change the denial reasons that appear by editing the
Denial Reason list using the Edit Code Lists utility.
z
Dre: Date on which the request was received.
z
Dak: The date on which the letter was sent acknowledging receipt of the grant application.
z
Dno: The date on which the applicant was notified as to whether his or her application was awarded or denied.
z
VisitDate: Site visit date.
z
Recommend: The grant amount that the staff or panel recommends to the board for funding of the application.
z
Dcon: The date on which the contract was received.
z
VisitNote: Site visit note.
z
Review: Panel/staff review comments.
z
Comments: Comments concerning this request.
z
Recd1-8: Items received. (Contact Bromelkamp Support to change this standard list of materials.)
Interests tab
Use the Interests tab to search for and display funds whose interests match those of the grant applicant.
1.
Click the exclamation point at the right of the Interests field.
The Interests dialog box appears.
2.
Choose one or more interests that this application serves.
Click the All button to select all interests or None to clear previous selections.
3.
Click OK.
The Interests field now lists the interests you selected and the subform lists all funds who share the grant record's selected
interests. Note that the funds are listed in order of best match, where the top fund's interests most closely match the interest(s)
selected above.
For each fund sharing one or more of the application's interests, the subform lists the fund number (Fund) and name
(FundName), type of fund (FundType), Purpose, fund's selected interests (Interests) and the number of interests the fund and
application share (InCommon). See the example below. To display a fund's details, click the fund's number in the Fund field.
Payments/Reports tab
Use the Payments/Reports tab and its subform (shown below) for the following:
z
to schedule when payments will be made,
z
to indicate the payee if different from the applicant,
z
to indicate which funding source and account the payment will be or was made from,
z
to actually record payments,
z
to track when reports from the grant recipient were due and received and when reminders about them were sent.
The gray payment status fields at the bottom are updated as you make changes to the subform. (For more information, see About
payments and progress reports and Payment subform special fields.)
Roles tab
Use the Roles tab to view and track all contacts and organizations with an association with this grant application. For example, you
might include all contacts who will receive the award letter, those who review the application and the grant writer.
To add a role, double-click the Num field and select or enter a contact in the Contacts Tracking form that appears. When you close
the Contacts Tracking form, the contact's details are populated in the fields.
In the Role column, select or enter the contact's role regarding this grant record. The default grant roles are Collaborator, CoApplicant, Grant Writer, Reference and Guidance Counselor. You can enter a different role if needed.
In the RoleNote column, enter any notes on the role this contact plays regarding this grant record.
Scholarship tab
Use the Scholarship tab to view and track scholarship grant information.
This tab contains the following fields:
z
HS and HSYear: High School attending or attended, and year graduating or graduated.
z
HSGPA, SAT and ACT: High school grade point average, SAT and ACT scores.
z
CollegeAtt: Colleges attended along with years in which attended.
z
College, Level: College/institution for which scholarship requested. Highest college level attained.
z
CGPA: Cumulative college grade point average.
z
MajorType: Area of study. You can change this list using the Edit Code Lists utility.
z
SpecificMajor: Enter the student's specific major, if known.
z
Scholarships: Scholarships for which the student is applying. You can change this list using the Edit Code Lists utility.
z
PersonalInc: Current personal income.
z
CollegeInc: Anticipated income in college
z
HouseInc: Current household income of parent(s) or spouse.
z
PS: Parental or spousal income? Select P for Parental or S for spouse.
z
Savings: Amount of personal savings for college.
z
HomeValue: Value of home.
z
Child: Number of children in family.
z
ChildCollege: Number of children in college.
z
ChildHome: Number of children under 20 and at home:
z
Schols: Value of other scholarships received.
z
Loans: Value of loans available if eligible.
z
Budget: Annual budget for school year expenses.
z
UnusualFin: Unusual financial circumstances.
z
Activities: Extra curricular or community service activities.
z
EmpHist: Employment history.
z
Reapplying: Renewing scholarship applicant?
z
Factors: Factors to consider for the scholarship application (for example, first in family to attend college).
Applications tab
Use the Applications tab to view and access all applications for this constituent. To display a different application, double-click its
number in the leftmost App field. At the bottom, the form lists the total amount requested by the constituent (SumRequest) and total
amount granted (SumGrant).
For each application, the subform lists:
z
Program: Grant program, as selected above in the Program field.
z
Request: Grant amount requested, as entered above in the Request field.
z
Dec: Planned/actual date of grant decision, as entered above in the Dec field.
z
Grant: Amount awarded, as entered above in the Grant field.
z
Status: The grant's status, selected above in the Status field.
z
Title: Grant application's title, entered in the Title field above.
About applications
After you receive the application, the first thing you’ll do is create a grant record in the Grants Management form, and add the
applicant to the Contacts Tracking and CList if needed. Then you will enter all the information you can about the grant and
acknowledge that you received the application. (When you acknowledge receiving the application, you can also let the applicant
know if any required materials are missing.)
You can also print standard reports and letters related to applications, such as envelopes or the Grant Awards by Field report, which
lists all grant award records grouped by their field of interest.
Create a grant record
For general information about creating records, see Adding records.
Creating a new grant record involves:
z
Searching the grant records to make sure a record hasn’t already been created.
z
Searching the Contacts Tracking records and selecting or creating one. The applicant may have previous grant records
displayed in this list from previous applications. (If your database is configured with Contacts Tracking, every grant record
must have a link to a Contacts Tracking record. If your database is NOT configured with Contacts Tracking, every grant record
must have a link to the CList instead, and you’ll skip this step.)
z
Searching the CList records and selecting or creating one. The applicant may have previous grant records displayed in this
list from previous applications.
1.
Choose Forms at the top of the Pearl Navigator.
2.
Select Grants Management and click Open.
The Grants Management form appears. Its fields are blank and bright turquoise, ready for you to search. By default, the cursor
appears in the Name field in the CList (orange area), ready for you to search for a grant record by its CList name.
3.
Type the individual or organization’s name in the Name field and press F2.
Pearl searches the grant records, and displays the Pearl Find List, showing all grant records linked to the CList name you
typed. (Click here for information about selecting which fields are displayed in the Find List.)
4.
„
If the Find List shows the grant record you want, select it and click OK, and the grants record is displayed in the Grants
Management form. You are ready to enter or change grant information.
„
If the Find List displays "No records found," you’ll need to create a new grants application record, as described in the
next step.
Click the New App button.
Pearl now searches the Contacts Tracking records for the individual or organization you specified and displays the Pearl Find
Contacts Num dialog box.
„
„
5.
If the Find List shows the contacts record you want, select it and click OK, and the grants record is displayed in the
Grants Management form. You are ready to enter grant information.
If the Find List displays "No records found," you’ll need to create a new contacts tracking record, as described in the
next step.
Click the New Num button.
Pearl now searches the CList records for the individual or organization you specified and displays the Pearl Find CLIST Ser
dialog box.
„
„
6.
If the Find List shows the CList record you want, select it and click OK, and the grants record is displayed in the Grants
Management form. You are ready to enter grant information.
If the Find List displays "No records found," you’ll need to create a new CList record, as described in the next step.
Click the New Ser button.
Pearl displays the CList form.
„
Complete the Constituent List form and close it. The Contacts Tracking form is displayed.
„
Complete the Contacts Tracking form and close it. The Grants Management form is displayed. You are now ready to
enter grant information.
Enter grant information
See About the Grants Management form for more information about grants fields.
1.
If needed, create a grant record.
2.
Enter record information.
z
In the Status field, apply a special status to the application if needed. You can choose C for Cancelled (if the project was
cancelled for any reason, such as if the grant was to be used for travel and the travel later became unnecessary), D for
Denied by Applicant (the grant was awarded but the applicant chose not to accept it), H for Hold (if the grant is on hold), I
for Ineligible or W for Withdrawn (for example, the organization lost its non-profit status).
z
In the Program field, select the grant request’s program. (This field is required.)
z
In the Request field, enter the amount the applicant is requesting. (Don’t include dollar signs, commas or periods.)
z
In the Dec field, enter the planned or actual decision date. See Schedule the decision for details.
z
In the Grant field, enter the grant award amount. See Enter the award or denial for details.
z
In the Title field, enter a brief title for the request, answering the question "What is the money for?" For example, you might
type 50 additional beds or General Operating Support.
3.
If needed, complete CList or Contacts Tracking fields on the Applicant tab.
4.
Complete fields on the Project tab.
5.
„
In the Beg and End fields, enter the project’s beginning and ending dates. If the application is for general operating
support, enter the first and last dates of the applicant’s fiscal year.
„
In the Expenses field, enter the expense amount for the entire project. (This is not necessarily the amount being
requested.)
„
In the ProjectArea (Project Service Area) field, select the geographic areas the project serves, answering the question
"Who benefits from the money?"
„
In the Pop checkbox fields, hover the cursor over each field to see its description and select the checkboxes that apply.
This is a set of custom checkboxes that you can configure; for example, they might be used to select each population
served (Pop1: African American, Pop2: American Indian, Pop3: Asian Pacific Islander, and so on).
„
In the Purpose field, type the purpose for which the funds are to be used, and indicate if there are any restrictions on the
funds’ use. This field is more descriptive than the Title field.
Click the Process tab and complete fields.
„
In the Dre field, type the date on which the application was received.
„
In the Recd boxes, check off each item that has been received from the applicant.
„
In the Dak field, type the date on which you sent a letter acknowledging receipt of the application.
The letter might also tell the applicant when the application will be reviewed, or list items missing from the application.
„
You’ll complete the Dno (Date Notified), Dcon (Date Contract Received) and possibly Den (Denial Reason) fields as part of
the application decision. See Enter the award or denial, Notify of award or denial or Track contract (if required).
„
In the Review field, type any comments your staff or review panel may have about the grant application that they want to
pass along to the board.
„
In the SiteVisit field, type the date on which someone from your organization made a visit to the site. In the field to its right,
type notes about the visit. See Track site visit.
„
In the Comments field, type any comments you have concerning this application request.
6.
Click the Interests tab and enter and view funds whose interests match those of the grant applicant.
7.
Click the Payments/Reports tab and complete fields.
„
The Name field next to the pSer field in the payments subform shows the name of the individual or organization grant
checks should be made out to, if the grant is awarded. To specify a payee other than the applicant, double-click the PSer
field to display the CList form and look up or add a new payee; close the CList form when you have selected or added the
correct payee. The payee name appears in the payment subform's Name field. (See Process payments for more
information.)
„
8.
In the Payments subform, enter payment information. For example, schedule when payments will be made, enter actual
payments, or record that a reminder was sent to the recipient about an overdue grant report.
Click the Roles tab and add contacts associated with this grant record.
To add a name to the Roles tab, double-click the Num field in the subform. When the Contacts Tracking form is displayed, look
up or add a contact record. When you close the Contacts Tracking form, the name is displayed in the Roles subform.
9.
If this application is a scholarship request, click the Scholarship tab and complete fields.
10.
Click the Application tab and view other grant requests for this organization or individual.
Acknowledge receipt
Follow these steps to record that a letter or notice was sent to the applicant acknowledging receipt of the grant application.
1.
Create the letter of acknowledgment.
See Grant letters for details about standard grants letters Pearl provides.
After merging the letter, Pearl automatically displays a dialog box, asking if you want to update the Dak field with today’s date
for all merged records.
2.
Click Yes.
You can print application-related grant reports; see Print statistical reports. You can also print envelopes or mailing labels.
About the decision
During the review and award process, use the decision fields on the Grants Management form to perform the tasks listed below. You
can also print reports and letters related to the decision.
z
Schedule the decision—For example, schedule decisions to coincide with the next board meeting.
z
Enter the award or denial—For example, enter how much will be given for the grant, or why the grant was denied.
z
Notify of award or denial—Record when you notified the applicant of the decision. This is often done via the Notification merge
letter.
z
Track contract (if required)—If you require the applicant to sign a contract before receiving the first payment, record when the
contract was received, or track which applicants have overdue contracts. Pearl assumes that the contract is due 30 days after
the notification letter has been sent. This can be modified to match your contract requirements.
z
Track site visit—If someone from your organization visits the site at any point, record when the visit took place and pertinent
notes about the visit.
Schedule the decision
Follow these steps to coordinate the decision making process with board meetings. Most foundations make grant decisions at their
regular board meetings (for example, quarterly).
1.
Display the grant record in the Grants Management form.
2.
At the top of the form, type the date on which the decision was or will be made in the Dec field.
Type the planned or actual date. If you typed the grant’s actual decision date, you can now enter the award or denial.
You can print decision-related grant reports such as the Board Meeting report, Grant Awards by Field report, Grant, Denial and
Application List report and Grants by Program (Pie Chart) report. (See Print statistical reports.)
Enter the award or denial
After the grant decision has been made, follow these steps to …
z
enter the grant award, including the amount awarded, the source of the funds, the date on which the recipient was notified and
on which the signed contract was received (if required).
z
enter the grant denial, including the reason for the denial and the date on which the applicant was notified.
1.
Display the grant record in the Grants Management form.
2.
At the top of the form, complete the Grant field.
„
„
„
If the decision was Yes, type the full amount awarded. For example, type 3500 for $3,500.00.
If the decision was No, type 0.
If the decision has not been made yet, leave this field blank.
Note: Do not enter a recommended amount in the Grant field. Instead, enter a recommended amount in the Recommend
field on the Process tab.
3.
If the grant was denied, click the Process tab and select the reason in the Den field.
(Leave this field blank if the grant was awarded.)
4.
Type any general comments about the application in the Comments field on the Process tab.
If the comment is date-specific, enter it instead in the Contacts Tracking form.
5.
Notify the applicant of the decision and record when you notified the applicant.
See Notify of award or denial.
You can print decision-related grant reports such as the Grant, Denial and Application List report and the Grant Awards by Field
report. (See Print statistical reports.)
Notify of award or denial
After the decision is made, follow these steps to record when you notified the applicant.
1.
Display the grant record in the Grants Management form.
2.
Send the letter of award or denial.
(See Pearl’s standard grants letters.)
After merging the letter, Pearl automatically displays a dialog box asking if you want to update the Dno field with today’s date for
all merged records.
3.
Click Yes.
If the grant was awarded, you may also send a contract that must be signed and returned before the first payment is sent. You
can track whether this contract has been received.
You can print decision-related grant reports such as the Grant, Denial and Application List report and the Grant Awards by Field
report. (See Print statistical reports.)
Track contract (if required)
If you sent a contract along with the award notice to the applicant, follow these steps to record that the contract was received.
1.
Display the grant record in the Grants Management form, and click the Process tab.
2.
In the Dcon field, type the date on which you received the required agreement.
See Print statistical reports for details about decision-related grant reports such as the Overdue Contracts report. Pearl assumes
that the contract is due 30 days after the notification letter has been sent. This can be modified to match your contract
requirements.
About payments and progress reports
Use the Payments subform on the Payments/Reports tab (shown below) to perform tasks related to grant payments and reports. (In
this case, reports refer to progress reports the grant recipient must send. See Print statistical reports for details about Pearl grant
reports you can print.)
Note: The grayed fields below the subform display summary payment and report status information. They automatically change
as you type entries in the subform.
How payments and progress reports work
When you complete the Grant field on the Grants Management form, Pearl automatically enters a default, lump sum payment for
that amount in the Payments subform. (You can also automate grant payment schedules, if the majority of your grant payments
follow a different but consistent pattern. Call Bromelkamp technical support for help with payments setup.
Suppose your organization agrees to give a grant in three payments spread out over three months. You schedule each payment in
the subform by changing the default payment Pearl entered, specifying when each payment is expected to be made in the
PostingDate field and how much will be paid in the Amount field. If a grant is fully paid with one check, scheduling more than one
payment is not necessary.
If your organization requires grant recipients to send progress reports about the project before they receive each scheduled
payment, specify when the report is due in the Due field, when a reminder was sent in the Reminder field, and when the report was
received in the Received field. These fields provide a means of tracking progress report information.
When it’s time to process the payment, you do so by updating the payment’s Folio field. Regardless of whether your organization
uses Pearl's Fund Accounting component, the Folio field distinguishes between a scheduled payment and a processed payment. If
the Folio field is blank, the payment is projected; if it’s filled in with anything, the check has been processed. Use the Sent field to
record when the check was sent. Use the pSer field to select the payment's payee.
Note: If your organization uses Pearl’s Fund Accounting component, type GO in the Folio field to initiate an automatic transfer of
payment information between the Grants Management and Fund Accounting components. This is called the Fiscal Transfer. If you
are not using Fund Accounting, use the Payments subform to schedule payments and then manually record transaction information
from your own accounting system.
You can also print reports and letters related to payments and/or progress reports.
Schedule payments
When you completed the Grant field on the Grants Management form, Pearl automatically entered a default, lump sum payment for
that amount in the Payments subform. You schedule payments by changing this default entry, and, if you want, dividing the grant
amount into multiple payments. You can also change the posting date and account to be charged. See About payments and
progress reports for more information.
1.
Display the grant record in the Grants Management form, and click the Payments/Reports tab.
2.
In the PostingDate field, type the dates on which you plan to make payments.
The posting date is the date you expect to disburse the amount. For example, suppose you intend to spread the grant total over
three payments made at the first of the month. You might enter 8/1/07, 9/1/07 and 10/1/07 in the PostingDate field on three
lines.
3.
In the Amount field, type the amount(s) you intend to pay.
Suppose you intend to pay the grant recipient $8,000 total—in $1,000 payments spread out over several years. If the combined
amounts do not equal the total grant amount, the word "No" appears in the Balanced field on the right and a message to this
effect is displayed when you leave the subform; "Yes" appears when the amounts are balanced.
4.
In the Fund field, select the fund from which the payment will be drawn.
This field displays a list of funds entered in Pearl’s Fund Accounting component. If your organization does not use Fund
Accounting, you can customize this field with your fund list.
5.
In the Account field, enter or change the expense account to be charged.
If you are using Fund Accounting, click the field and select an account from the list that appears. If you are not using Fund
Accounting, type an account number for your own reference. The account list can be modified to match your accounts list (Chart
of Accounts).
Note: As you schedule payments, remember that the total payments amount must equal the grant amount, so if you
reduce or increase the payment amount, you’ll need to enter additional payments or change the grant amount so the total
payments amount is equal to the grant amount.
If you change the grant amount, Pearl asks if you want to update the payment schedule.
z
If you answer yes and have not disbursed the initial payment, Pearl replaces the scheduled payment with the updated
amount and today’s date.
z
If you answer yes, and have already disbursed the initial payment (of multiple payments), Pearl replaces your remaining
payment(s) with a lump sum for the remainder.
z
If you increase the grant and have already disbursed the initial payment, Pearl enters a new payment for the balance
amount.
Note: When Pearl updates the payment schedule, it deletes any scheduled report due dates in remaining payments. You
can retain the scheduled due dates by selecting No when Pearl asks if you want it to update the payment schedule and
changing payment amounts manually.
After the payments are scheduled, you can tie progress reports to payments (optional) and process payments. You can also
print grant reports such as the Grants Management Payments report, Allocated Payments by Program report and Grants
Payable report.
6.
In the pSer field, specify the payment's payee.
Double-click the pSer field for the payment. In the CList form that appears, select or enter the payee. Once selected, the
payee's name is displayed in the adjacent Name field. Assigning a payee at the payment rather than grant level provides
flexibility, in case the payee changes (for example, if a scholarship grantee transfers schools).
Automate payment scheduling
When you enter a grant’s award in the Grant field on the Grants Management form, by default Pearl enters a lump sum payment for
that amount in the Payments subform and fills in today’s date in the PostingDate field. If needed, you can then create additional
payments by splitting the lump sum payment into multiple payments at intervals you choose.
However, your foundation might follow a consistent pattern in scheduling payments that you’d like to automate.
z
Scenario 1: A foundation creates payment schedules based on the grant’s amount. For example, grants less than $1,000
are paid in a single payment, grants $1,000 to $9,999 are paid in two payments (one at the beginning of the project and the
other at the end), and grants of $10,000 or greater are paid in equal monthly payments for the duration of the project.
z
Scenario 2: A foundation creates payment schedules based on the grant’s type. For example, grants for Operating Support
are paid in four quarterly payments beginning 30 days after the project begins and 35% of the grant is withheld until the last
payment. Grants for all other programs are paid in two payments, the first at the start of the project, and the last, one month
after the end of the project.
This topic describes how you configure Pearl to create automatic payment schedules for the two scenarios described above, by
creating expressions in the REQUESTS query. You can automate your foundation’s payment schedules by adapting these
expressions as needed. You can also call Bromelkamp for help in creating expressions for your foundation.
Note: To deactivate all payment scheduling (including the default lump sum payment method), see "Deactivating payment
scheduling" below.
Important points about automatic payment scheduling
z
Payment scheduling is automatic. Once configured, Pearl automatically inserts the payment schedule when you enter a new
grant’s award in the Grant field. And, if the grant amount changes, Pearl can automatically update the payment schedule
without changing the history of what’s already been paid.
z
You can modify any payment amount or its date after it has been scheduled. However, for this automatic payment schedule
feature to be useful, the majority of your grants should follow a consistent pattern.
z
You set up an automatic payment schedule by adding the expressions described below to the main Grants query
(qryREQUESTS). Most often, these expressions are calculations rather than stored numbers, such as those used below.
Key expressions
Below are the expressions you will insert in the qryREQUESTS query. These are the building blocks for your payment schedule that
you will combine with one or more functions. (If these expressions already exist in the qryREQUESTS query, you can change their
definitions.)
z
Paym¯Number of payments (the default is 1 if the field does not exist or is null).
z
MoPaym¯Number of months between payments (the default is 1 if the field does not exist or is null).
z
PaymBeg¯Date to start payments (the default is today if the field does not exist or is null).
z
PaymWH¯Amount to withhold for the last payment (the default is 0 if the field does not exist or is null).
Here is a Paym expression that uses the Switch() and DateDiff() functions.
Paym: Switch(Grant<1000,1,Grant<10000,2,Grant>=10000,DateDiff("m",Beg,End))
In English, this expression reads: If the grant amount is less than $1,000, the number of payments is 1; if the grant amount is
between $1,000 and $9,999, the number of payments is 2; if the grant amount is equal to or greater than $10,000, the number of
payments is equal to the number of months between the beginning and end of the project (that is, payments are monthly).
Steps
Follow these steps to create an automatic payment schedule. The examples shown are for Scenario 1, which is described above
and below.
1.
Choose Unhide from the Window menu.
2.
Select your Pearl database and click OK.
3.
Click Queries in the Objects list on the left.
All available queries are listed.
4.
Click the qryREQUESTS query once, then click the Design button at the top of the window.
The qryREQUESTS query is displayed.
5.
Using the scroll bar at the bottom of the window, scroll to the right until you reach the end of the query expressions.
6.
Enter new expressions for your schedule.
For scenario 1, we entered the three expressions highlighted above, which are shown in full and described below. Note that
Pearl inserts brackets around the names of fields.
7.
Close the qryREQUESTS query and save your changes.
8.
Hide the Pearl database by choosing Hide from the Window menu.
9.
In the Grants Management form, create a new grant record and try out your new payment schedule.
Be sure to enter dates in the Beg and End fields (if you used these fields in your calculations) and an amount in the Grant field.
Scenario 1 expressions
These expressions create this payment schedule:
Paym: Switch(Grant<1000,1,Grant<10000,2, Grant>=10000,DateDiff("m",Beg,End))
MoPaym: Switch(Grant<10000,DateDiff("m",Beg,End), Grant>=10000,1)
PaymBeg: Beg
z
The Paym (number of payments) expression says that grants less than $1,000 are paid in a single payment and grants
between $1,000 and $9,999 are paid in two payments. For grants of $10,000 and more, the number of payments is equal to
the number of months from the project start to end.
z
The MoPaym (number of months between payments) expression says that, for grants less than $10,000, the number of
months is equal to the difference between the start and end dates. For grants $10,000 and over, the number of months
between payments is 1.
z
The PaymBeg (date to start payments) expression says that payments begin on the same day as the project begin date
(Beg field).
z
The PaymWH (amount to withhold for the last payment) expression isn’t used, since no amount is being withheld for the
last payment.
Here’s how the schedule might look in Pearl:
Scenario 2 expressions
These expressions create this payment schedule:
Paym: IIf(Program like "Operating*",4,2)
MoPaym: IIf(Program like "Operating*",4, (DateDiff("m",Beg, End)+1)
PaymBeg: iif(Program like "Operating*",Beg+30,Beg)
PaymWH: iif(Program like "Operating*",grant*.35,0)
z
The Paym (number of payments) expression says that for grants whose program begins with "Operating" (as in Operating
Support), the number of payments is 4; for all other grants, it’s 2.
z
The MoPaym (number of months between payments) expression says that for Operating grants, the number of months
between payments is 4 months; for all other grants the number of months is equal to the difference between the start and
end dates.
z
The PaymBeg (date to start payments) expression says that Operating grant payments begin 30 days after the start of the
project. Payments for all other grants start on the first day of the project.
z
The PaymWH (amount to withhold for the last payment) expression says that for Operating grants, 35% of the grant is
withheld until the last payment; for all other grants, no amount is withheld.
Here’s how the schedule might look in Pearl:
Deactivating payment scheduling
If you do not want Pearl to schedule payments at all, add the Paym expression to the qryREQUESTS query and assign it a value of
0 (zero).
After you enter a grant amount in the Grant field, no entries appear in the Payments subform on the Payments/Reports tab.
Schedule, remind and track progress reports
Many foundations require recipients to send one or more grant progress reports, indicating how the money is being used. Often, the
report must be received before the payment is disbursed. Some foundations also choose to send a reminder to the recipient that a
report is due, and a letter if the report is overdue.
1.
Display the grant record in the Grants Management form, and click the Payments/Reports tab.
2.
In the Payment subform’s Due field, type the date on which the progress report is due.
For example, if you intend to disburse the payment on 5/15/07 (entered in the PostingDate field), you might require the report a
week before the posting date, as in 5/8/07. After you type an entry in the Due field, the date appears in the Next Due status field
on the right of the subform.
Note: Since a report is usually required after the first payment is made and before the second payment is made, the first
row rarely has an entry for the Due field.
3.
If you sent a reminder to the recipient, record this date in the Reminder field.
For example, you might send a reminder two weeks after the due date. If you use a mail merge letter to notify the grant
recipient, you can use the Pearl Set function to automatically fill in the Reminder field when the reminder letter is run.
4.
When the report is received, record the date in the Received field.
After you type a date in the Received field, it appears in the Prev Report status field.
When you process a payment, you can verify that a date is entered in the Received field, if a report is required. You can also
print the Overdue Grant Reports report.
Note: If a report is due but has not received and you type GO in the Folio field, Pearl displays a message similar to the
following each time you display the record. The message identifies the record and warns that the transfer was not completed.
Pearl will not perform a fiscal transfer until you enter a date in the Received field or remove the date in the Due field.
Process payments
Follow these steps when it’s time to actually make and send the payment. These steps assume that the grant’s payments have been
scheduled, and that the payment’s grant report—if required—has been received (see schedule, remind and track progress reports
for details).
1.
Display the grant record in the Grants Management form, and click the Payments/Reports tab.
2.
In the subform's pSer field, change the check’s recipient, if needed.
By default, Pearl uses the applicant's CList name, since the payee is usually the same as the applicant. However, the applicant
might be a subsidiary of a large organization, and the check needs to be made out to the main organization, or vice versa. For
example, if the McMurtry Research Center (a department at Western University) applies for a $4000 grant, the Applicant Name
is "McMurtry Research Center", but if the check needs to be written to the university itself, you would change the Payee Name
to "Western University".
To specify the payee, double-click the pSer field. The CList form appears. In the Name field, type the first few characters of the
payee’s last name or the organization’s name and press F2. The CList Find List appears. Select the payee’s name and click
OK or click New Ser to create a new CList record. The payee's CList ID is entered into the pSer field and the name is entered
into the adjacent Name field in the subform.
Note: The pSer field contains the unique ID number for the Payee name and address; the Ser field contains the unique ID
number for the name and address of the applicant.
3.
Process the payment.
4.
„
If your organization uses Fund Accounting, type go to update the Folio field.
„
If your organization does not use Fund Accounting, update the blank Folio field with "CDXXXX", where CD stands for
Cash Disbursement and XXXX is the check number, or just type the word Sent if your organization does not track the
check number.
Click outside of the subform.
This sends the check request to the General Journal, if you’re using Fund Accounting. It creates a payable-type entry in the
General Journal and transfers the specified payee’s name. (To view the transaction, minimize the Grants Management screen,
choose Forms from the Pearl Navigator, click General Journal and type a filter that selects the transaction you just created, as in
ID=44, and click Open.)
The gray status fields at the bottom are updated. The Paid field displays the amount paid so far, the Balance field displays the
amount still due, and the Next Payment field shows the date on which the next payment is due to be processed.
If you are using Pearl's Fund Accounting, the Folio field now shows the word {pend} in curly braces. This indicates that the
check request has been made, but the transaction has yet been posted or the check printed. After the transaction posts …
„
{pend} is replaced in the Folio field by CDXXXX, where CD stands for cash disbursement and XXXX is the check
number. For example, CD0014 appears if the check number for this payment is 0014.
„
The date shown in the PostingDate field is updated to the actual date on which the transaction was posted.
Note: If Pearl is not balanced, the word No appears in the gray Balanced field at the bottom of the subform, and when you
display the record, a message similar to the following appears, identifying the record and warning you to balance the payments
with the grant amount.
Note: You can use the Batch Payment Transfer process to quickly make a fiscal transfer to the General Journal for a batch
of payments. To use this option, select Accounting at the top of the Pearl Navigator, select Batch Payment Transfer from the list
that appears, and click OK. Pearl searches for any grant payments with a blank Folio field and a posting date in the past, and
enters go in the Folio field, saving you from doing so one record at a time.
5.
In the Sent field, type the date on which you sent the payment.
(To view the Sent field, scroll to the right of the subform.)
Grant check void and reissue
Follow these steps to void and reissue a grant check in Pearl.
1.
Open the Grants Management form and display the grant application.
2.
In the payments subform, enter a reversal of the payment that is being voided.
Notice the PostingDate is the date on which the organization learned of the need to reissue a check, NOT the original
PostingDate. Often, this is the same date on which the re-issue is done.
3.
Enter another line that shows the check re-issue. Type GO in the Folio field and send it to the General Journal.
4.
Go to the General Journal and display the FIRST entry (for the void). It will be listed as a RECEIVABLE transaction:
change it to a Void Check and fill in the FOLIO field with the folio from the original check. Make sure the cash center,
cash fund and cash account accurately reflect the cash center, cash fund and cash account from the original payable.
5.
Run an edit list and post.
The Payment detail in the Grant record will be updated:
Scholarship check return
Occasionally, a student leaves a school after a scholarship check has received by a school and cashed; the school then sends a
check for the full or partial amount to the community foundation. Follow these steps to record a scholarship check return in Pearl.
1.
Open the Grants Management form and display the grant application.
2.
In the payments subform, enter a reversal of the payment that was returned.
Note: BE SURE to indicate the Payee (pSER) that identifies the school that issued the refund. The PostingDate is the date
on which you receive the refund check.
3.
Make a note in the Comments field (or Chronicle if you prefer) indicating that the student left school and the school
returned all or a portion of the scholarship payment.
In the General Journal, the entry from the grant will come over as a receivable. Notice that the organization issuing the refund
check (Payee) is correctly identified. Notice also that the account on this receivable is an EXPENSE account, not a receivable
account.
4.
Edit and post this transaction.
On the grant's payment subform, you’ll see the cash receipt information.
5.
If the entire amount of the award has been returned, change the Status field to C (Cancelled).
Finish the grant record
Once all of a grant’s payments have been made and its remaining balance due is $0 (shown in the Balance field), the grant record
can be finished. (Finished grant records are included when you retrieve grant information or print reports.) As soon as the last
payment is paid and the last report is received (recorded in the Received field in the subform on the Payments/Reports tab), Pearl
automatically displays a message, asking if you want to finish the application, which locks it against accidental changes.
Click Yes to finish the record. Today’s date is displayed in the Finished field; when you display another record and then return to this
record, all fields are gray and locked except for the Finished field. To unfinish a gift record, delete the date in the Finished field.
You can also manually finish a record by following these steps.
1.
Display the grant record in the Grants Management form.
2.
Type today’s date in the Finished field and click elsewhere on the screen.
All fields turn gray and are locked except for the Finished field. To unfinish a gift record, delete the date in the Finished field.
About analysis and research
Use analysis and research tools at any point in the grant process to record or retrieve information. For example:
z
Track site visit—If someone from your organization visits the site at any point, record when the visit took place and pertinent
notes about the visit.
z
Print statistical reports provided by Pearl and customize them, if needed.
z
Apply filters when opening the Grants Management form to retrieve only the grant information you want.
Track site visit
Follow these steps to record information about a visit to the grant applicant or recipient’s site.
1.
Display the grant record in the Grants Management form, and click the Process tab.
2.
In the VisitDate field, type the date on which someone from your organization visited the site.
3.
In the VisitNote field, enter notes about the visit.
Retrieve grant information
You can search for and view grant records as you would search any record in Pearl. When you enter the Grants Management form,
the fields are in search mode (blank and bright turquoise).
Below is a list of suggested filters you can use in the Pearl Navigator to display specific records in the Grants Management form.
(Also see How to tell a grant's status for ideas.)
z
To view grants by status, type Statuswords=”[status]”. For example, Statuswords="awarded", Statuswords="pending", or
Statuswords="declined by applicant".
z
Type Program= "Stabilization" to view all grant records assigned "Stabilization" as their program.
z
Type Grant = 0 or Den is not Null to view all grants that were denied.
z
Type Grant is Null to view all grants for whom a decision is pending.
z
Type Grant > 0 to view all grants that were awarded.
z
Type Grant>5000 to list all grant awards over $5,000.
z
Type Dak is Null to view all grant applications for whom receipt has not been acknowledged.
z
Type Dec<=#10/1/2007# to view all grant applications with a decision date on or before October 1, 2007.
z
Type Finished is not null to view all finished grant records.
Print envelopes or labels
You can use the following reports to print envelopes or labels for grants correspondence.
„
Envelope(s) from Contacts Tracking: Use this report to print envelopes for selected records, using the contact person listed
in Contacts Tracking and the CList name and address.
„
Envelope(s) from Grants Management System: Use this report to print envelopes for selected records, using the contact
person listed in Contacts Tracking and the CList name and address.
„
Contacts Avery 5160 Labels: Use this report to print mailing labels for selected records on standard Avery 5160 style labels.
Print statistical reports
Pearl provides a variety of standard reports that you can use as is or customize using Access’ design functions. (Choose Microsoft
Access Help from the Help menu for details about designing reports.)
In the Reports list, grants management reports are prefaced with "GM," as in GM: Allocated Payments by Program.
Standard grant reports include:
„
Allocated Payments by Program report
„
Board Meeting report
„
Grant Awards by Program report
„
Grant History by Organization report
„
Grant, Denial and Application List report
„
Grants Payable report
„
List of Payments Made report
„
IRS 990PF Part XV Line 3 report
„
Overdue Contracts report
„
Overdue Grant Reports report
„
Scholarship Applicants report
„
Program Budget report
„
Pearl Grants Management Pie Chart
Allocated Payments by Program report
For the fiscal year you specify, this report displays a list of individuals or organizations who have been allocated grant payments.
Grouped by program, the report lists the application’s ID, grantee, payment posting date, payment amount and folio entry (either
{pend} or a check number).
How it works: Records are displayed if Grant >0 for the specified year.
Board Meeting report
For the decision date range you specify, this report displays grant applications to be decided upon at future board meetings.
Applications are grouped by their decision date (entered in the Dec field).
How it works: Records are displayed if Dec is not null and Grant is null.
Grant Awards by Program report
For the decision date range you specify, this report lists all grant award records grouped by program (selected in the Program field).
How it works: Records are displayed if Grant >0.
Grant History by Organization report
This report lists all requests and grants, grouped by organization name and listed alphabetically by organization.
Grant, Denial and Application List report
This report lists requests whose decision dates are within the range you specify. You are prompted to specify which requests you
want displayed (awarded only, denied only, pending only, or all requests) and how you want them sorted (by name, application ID
number, amount granted from least to most or decision date from earliest to most recent.
How it works: Records are displayed if Grant is zero (for denials), greater than zero (for awards), or null (for pending), between the
decision dates you specify.
Grants Payable report
This report lists grant activity between the dates you specify, including beginning balance, approved amounts, payments made and
ending balance.
List of Payments Made report
This report displays grant payment information for the posting date range you specify, including grantee, payee, posting date,
amount and folio (if applicable). You are prompted to specify whether you want to display paid, pending or both types of payments.
IRS 990PF Part XV Line 3 report
This report lists pending payments on funded grants whose payment dates (posting dates) are in the range you specify. It displays
what you have promised versus paid this year and next. (This report is a form required by the IRS for private foundations. For more
information, refer to the IRS’ Web site.)
How it works: Records are selected if Grant >0, Dec is not Null, Folio is Null and PostingDate is between the specified dates.
Overdue Contracts report
This report lists all grants with overdue contracts. A contract is considered due thirty days after the recipient has been notified of the
award.
How it works: Records are displayed if Dno is more than 30 days ago, Dcon is Null and Grant >0.
Overdue Grant Reports report
This report displays information for all payments whose report is overdue.
How it works: Records are displayed if Due is less than today and Received is blank.
Scholarship Applicants report
For the decision date you specify, this report displays information for all scholarship applications or those whose status is Awarded,
Pending or Denied.
How it works: Records are displayed if Program=Scholarship.
Program Budget report
This report lists year’s budget, amount committed and amount available for each program. You are prompted to select the program
budget source you want used.
Pearl Grants Management Pie Chart report
This report displays a pie chart that shows the portion of grants allocated by program.
How to tell a grant's status
Certain fields on the Grants Management form indicate key information about a grant or grant application. Key fields are located in
the following areas and described below.
z
The Record Information fields at the top of the Grants Management form. The Status field is described below.
z
The Process tab, which tracks materials sent and received.
z
The Payments/Reports tab, which tracks payments expected and made.
Status field
The Status field provides a quick view of the grant's overall status, with color coding for different statuses. The application's status
may change automatically as it moves through the application process, or changed by you.
z
Pending (gray): When you create a grant record, its status is set to Pending once you fill in an expected decision date (in the
Dec field), but no amount is provided in the Grant field.
z
Awarded (green): When you fill in an amount in the Grant field, the record's status automatically changes to Awarded.
z
Denied (pink): When you fill in 0 in the Grant field to deny the application, the record's status automatically changes to
Denied.
z
Hold (Yellow): Select this status to put the application on hold. For example, if you're awaiting materials before reaching a
decision.
z
Declined by Applicant (Orange): Select this status if the applicant opted to decline the awarded grant.
z
Cancelled (Orange): Select this status if the grant award was cancelled due to the applicant no fulfilling certain requirements
(restrictions). For example, the applicant fails to raise the additional funds necessary to receive the grant award.
z
Withdrawn (Orange): Select this status to indicate that the application has been withdrawn. For example, the requesting
organization changed the scope of the application and withdrew its request for funds.
z
Ineligible (Orange): Select this status to deny the grant due to ineligibility. For example, the request might fall outside of your
organization's funding area.
Other grant status fields
z
Chronicle: Are there events (chronicles) associated with this application? If the Chronicle button shows the word "Chronicle"
in bold black, this indicates there are events associated with this application. If the button shows the word "Chronicle in bold
red, there are overdue pending events for this application.
z
Dak: Have you acknowledged that the application was received? If a date is shown in the Dak (Date Acknowledged) field, an
acknowledgement was sent.
z
Dec: Has a decision been made? If the Dec (Decision Date) field shows a past date, a decision has been made. If it shows a
date in the future or is blank, a decision is pending.
z
Den: If the grant was denied, the Den field displays the denial reason.
z
Dcon: Has the grant contract been received? If a date appears in the Dcon (Date Contract Received) field, the contract has
been received.
z
Dno: Has the applicant been notified of the decision? If a date appears in the Dno (Date Notified) field, the applicant has been
notified of the grant decision.
z
Finished: Is the award, project or application finished? If a date is shown in the Finished field, the application, award or
project is considered finished (no action needed). The fields in finished grant records are gray, showing that the record is
locked against future changes.
Payments subform on Payments/Reports tab
The payments subform contains the following key fields, indicating a grant's status.
„
„
Is a payment pending?
If there is a payment listed in the Amount column, but the Folio field in that row is blank, the payment is scheduled but has
either not been paid or has not been sent to the General Journal yet.
„
If {pend} is shown in the Folio field, the payment has been sent to Fund Accounting and a payable transaction was
created in the General Journal, but the payment has not been posted yet.
„
If the Folio field displays the characters "CD" (for cash disbursement) followed by the four-digit check number (as in
CD5981), the payment has been made and the transaction has posted. If your organization does not use Pearl’s Fund
Accounting, you can type anything in this field—such as the check number—to indicate the payment has been
disbursed.
Is a grant recipient report overdue?
If a date is shown in the Payment subform’s Due field but not in the Received field, a report is due but has not been received
yet. If the date due has past, the report is overdue.
Grant letters
Pearl provides a variety of letters that you can use as is or customize. Below are descriptions of standard Pearl grant letters.
z
Application Acknowledgement Letter
z
Grant Agreement Letter
z
Grant Award Letter
z
Grant Denial Letter
z
Grant Payment Cover Letter
z
Letter of Intent Denial Letter
z
Letter of Intent Invitation to Apply
z
Report Due Reminder Letter
Application Acknowledgement Letter
Prints a letter acknowledging receipt of the grant application.
How it works: This letter looks for records whose Date Received (Dre) field is not null and Date Acknowledged (Dak) is null. It
contains an embedded Set command that asks if you want to update the Dak field to today’s date; for more information about the
Set command, see Automatically updating Pearl when a letter prints.
Grant Agreement Letter
Prints a letter, stating the grant's conditions and asking the recipient to sign the letter to indicate acceptance of those conditions.
How it works: This letter looks for records whose Date Received (Dre) field is not null and Date Acknowledged (Dak) is null. It
contains an embedded Set command that asks if you want to update the Dak field to today’s date; for more information about the
Set command, see Automatically updating Pearl when a letter prints.
Grant Award Letter
Prints a letter notifying the applicant of the grant decision.
How it works: This letter looks for records whose Date Notified (Dno) field is null and Grant is not null. It contains an embedded Set
command that asks if you want to update the Dno field to today’s date; for more information about the Set command, see
Automatically updating Pearl when a letter prints.
Grant Denial Letter
Prints a letter notifying the applicant that the grant request was denied.
How it works: This letter looks for records whose Date Notified (Dno) field is null and Grant field is 0. It contains an embedded Set
command that asks if you want to update the Dno field to today’s date; for more information about the Set command, see
Automatically updating Pearl when a letter prints.
Grant Payment Cover Letter
Prints a letter that accompanies a payment.
How it works: This letter searches for records whose date sent (Sent) field is null and Folio is not null.
Letter of Intent Denial Letter
Prints a letter notifying the applicant that the pre-application was denied.
How it works: This letter looks for records whose LOI decision date (LOIDec) field is null and Grant field is 0. It contains an
embedded Set command that asks if you want to update the LOI decision date field to today’s date; for more information about the
Set command, see Automatically updating Pearl when a letter prints.
Letter of Intent Invitation to Apply
Prints a letter inviting the person or group to send in a Letter of Intent (LOI).
How it works: This letter looks for records whose LOI received date (LOIDre) field is null and Grant field is null. It contains an
embedded Set command that asks if you want to update the LODre LOI decision date field to today’s date; for more information
about the Set command, see Automatically updating Pearl when a letter prints.
Report Due Reminder Letter
Prints a letter reminding the grant recipient that a grant report is due.
How it works: This letter looks for records whose date report received (Received) field is null, date report due (Due) is less than or
equal to today, and date sent (Sent) is null.
About Fundraising
Use the interlinked Donors and Prospects, Donor Gifts and Donor Campaigns components to track your organization’s fundraising.
z
Use the Donors and Prospects form to track actual and prospective donors. Create one donor record for each donor or
prospect, by specifying a name that links to Contacts Tracking and the CList.
z
Use the Donor Gifts form to track all gifts (pledges and payments received). Each donor may be linked to one or more
gift records, and each gift record may contain one or more payments.
The Gifts component is directly linked to Pearl’s Fund Accounting component. Each time you enter a payment in the Gifts form
(and type GO in the Folio field), Pearl creates a transaction in the General Journal. When the transaction posts, Pearl credits the
center, fund and account you selected, and, on the Gifts side, updates the payment’s Folio number.
z
Use the Donor Campaigns form to view overall donor campaign status. Campaigns consist of one or more appeals.
When you record a gift, you specify its appeal and campaign.
z
Use Pearl’s letters and reports to communicate with your donors. Write solicitations, acknowledgments, pledge
reminders, thank you letters and memorial family notifications. We provide a variety of standard fundraising reports and
letters, which you can add to or customize.
A donor/prospect may be linked to one or more donor gifts.
A campaign is typically linked to multiple appeals (phases). When creating a donor gift,
you specify its appeal, which automatically links it to a campaign.
Fundraising reports and letters
Pearl provides a variety of standard reports and letters that you can use as is or customize using Access’ design functions. (For
details about Pearl reports and letters, see About Pearl reports, About Pearl letters or choose Microsoft Access Help from the
Help menu for details about designing reports.)
Reports
In the Reports list, fundraising reports are prefaced with "FR," as in FR: Appeal Response.
z
Appeal Response
z
Donor 5-Year History Summary
z
Donor and Gift List
z
Donor Labels
z
List of Payments Received
z
Memorial Gift Report
z
Pledge Payments Due
z
Pledge Status
z
Prospects Labels
z
Quarterly Gift Report
z
Solicitation List
z
Status of Campaign
Appeal Response
This report provides an overall view of all or selected active appeals. For each appeal (listed alphabetically), the report lists
donors/prospects to which the appeal was extended (on the Appeals tab of the Donors and Prospects form) and the amount (if any)
they gave. To limit to a specific appeal, filter the report for that specific appeal's name in a filter (for example, Appeal="Spring05
letter").
Status of Campaign
This report provides an overall view of all or selected campaigns. It lists donors and their gifts given toward any of the campaign's
appeals. At the bottom are totals for amount committed (Amount), received (Paid) and owed (Balance). It also lists the campaign's
goal for all appeals and the percent toward that goal.
Donor 5-Year History Summary
For each donor, this report shows the amount pledged and/or paid (Amount) over the last five years, along with a total for the fiveyear period.
Donor and Gift List
This report lists gifts and their corresponding donors between the dates you specify. When prompted to specify sorting in the dialog
box shown below, type Name (to sort by donor name), Method (to sort by method used to solicit the pledge), Fund (to sort by fund
to which payments were applied), Amount (to sort by total gift amount) or Date (to sort by the date on which gifts were made).
Donor Labels
Use the Donor Labels Avery reports to print donor mailing labels to standard Avery labels. You may need to adjust columns to fit
information on the labels.
List of Payments Received
Ordered by constituent name, this report lists payments made, the date on which the payment was made, the funds, the amount
paid and the balance remaining, along with total payments. You can specify a range of dates and whether to sort by constituent
name or fund.
Memorial Gift Report
For the date range you specify, this report lists, by honoree, the donors, their addresses and date of gift(s).
Pledge Payments Due
This report lists details for pledges due, including date due, amount due, total gift amount and amount paid. The report prompts you
to specify the date through which to display pledges; specify today’s date to show overdue pledges.
Pledge Status
For any open pledge, this report shows the total pledge amount, amount paid and balance due. It also lists the amount and date of
each scheduled or paid payment.
Prospects Labels
Use the Prospects Labels report to print Donor/Prospect mailing labels to standard Avery labels. You may need to adjust columns to
fit information on the labels. Note that these labels are for both donors who have given money and those who have not.
Quarterly Gift Report
After specifying a base year, this report displays gift commitments for the previous, base and next years, broken down by quarter.
Solicitation List
Lists all donors and prospects and their total amount pledged, except those with finished records. You can use filters with this report
to generate different solicitation lists; for example, enter the filter TotalCommitment>0 to view donors only, or enter the filter
TotaCommitment=0 to view prospects only.
How it works: Records are selected if they are not designated as finished (Finished = Null). Their total amount pledged/paid is the
total of the Commitment field for all gifts from this donor.
Letters
Fundraising letters include:
z
Gift/Pledge Thank You Letter
z
Pledge Payment Thank You Letter
z
Pledge Reminder Letter
Gift/Pledge Thank You Letter
Prints a Thank You letter for unacknowledged gifts. After printing this letter, be sure to update the Dak (date acknowledgment sent)
field in the Gifts form. If it’s a gift which has been paid in full, also update the Folio and DThanks fields. If it is a pledge with partial
payment, update the Folio field of the payment that was submitted, and print the Pledge Payment Thank You letter (see below).
How it works: This letter looks for records whose Date Acknowledged (Dak field) is Null.
Pledge Payment Thank You Letter
Prints a thank you letter for pledge payments. After printing this letter, be sure to update the DThanks field in the Gifts form.
How it works: This letter looks for records whose Folio field is not Null, DThanks field is Null, and Dak field is not Null.
Pledge Reminder Letter
Prints a pledge reminder letter.
How it works: This letter looks for records whose payment posting date (PostingDate field) is before today, and Folio field is Null.
Donors and Prospects form
To display the Donors and Prospects form, select Forms at the top of the Pearl Navigator, select Donors and Prospects from the
list of forms that appears, and click Open. The form opens, ready for you to search for a record. After you display a donor record, the
Donors and Prospects form looks similar to the one shown below. (Your Donors and Prospects form may look slightly different from
the one shown here, depending on customization.)
Fields enclosed in:
„
„
„
Yellow are Contacts Tracking fields
Orange are CList fields
Green are Donor and Prospect fields
Note: The Donors and Prospects form provides detailed donor information and summary gift information, while the Donor Gifts
form provides detailed gift information and summary donor information.
The Donors and Prospects form typically contains these sections:
z
Record information
z
Contacts Tracking (yellow) and CList (orange)
z
Details tab
z
Prospect tab
z
Roles tab
z
Appeals tab
z
Gifts tab
Record Information
The Record information section, at the top of the form, includes the following fields:
z
Donor: The donor/prospect’s unique ID number, which Pearl automatically assigns to each donor/prospect record.
z
Chronicle: Click to display tracking information for this donor/prospect. (See Chronicle.)
z
Print: Click to print the visible screen information for the active donor/prospect.
z
Finished: Used to close the donor/prospect record.
z
TotalCommitment: Total dollar amount pledged by this donor for all gifts.
Contacts Tracking and CList
z
Contacts Tracking (yellow) fields link the donor to the Contacts Tracking form.
z
CList (orange) fields link to the CList forms.
Details tab
The Details tab stores information about the donor or prospect:
It includes the following fields:
z
Occupation and Employer: Enter the donor/prospect's occupation and employer, if available.
z
FormalDefault: Enter the default name by which the donor or prospect wants to be listed formally (for example, in an annual
report). Enter "Anonymous" if the donor wants to remain anonymous. When a gift is received from this donor, the Formal field
on the Donor Gifts form defaults to what is entered in this field (FormalDefault). You can override the gift's Formal field to use
a different value for that specific gift.
z
DonorNote: Use this field to enter general notes about a donor/prospect. (Enter notes about specific gifts on the Gift/Pledge
Details tab of the Donor Gifts form. To track information about the donor, use the Donor Chronicle function by clicking the
Chronicle button.)
z
Partner: Enter the name of the donor/prospect's partner or spouse.
z
Family: Enter the name of the donor/prospect's associated or extended family, if applicable. (For example, you would enter
Kennedy in this field for Maria Shriver.)
z
BirthYear: Enter the estimated or actual year in which the donor/prospect was born, if the donor is an individual.
Prospect tab
The Prospect tab stores information about the donor/prospect's funding interests and priorities.
z
Interests: Use this field to specify this donor or prospect's funding interest areas. You can change the code list of interests
using the Edit Code Lists utility. Click the ! (exclamation point) at the right of the field to display the Interests window shown
below. Select one or more interests (select All or None as needed) and click OK. The interests now appear in the Interests
field.
You can use the Interests codes in multiple ways in Pearl. (Funds and grant requests are also assigned interests. ) To select
records with a specific interest for an appeal, you could filter the Donors and Prospects form on the Pearl Navigator (for
example, Interests="ENV").
z
Temp: Select the donor or prospect's likelihood of donation, where H=Hot, W=Warm, C=Cold and U=Unknown.
z
Source: Specify how the donor/prospect found out about your organization.
z
Aim: Enter the dollar amount you estimate this donor or prospect is able to contribute to your organization. This field is useful
for establishing fundraising goals.
z
Priority: Enter the funding priorities expressed by the donor or prospect. You may want to standardize entries into this field so
you can easily search for records with common entries.
z
Strategy: Enter the strategy for cultivating this donor or prospect.
Roles tab
This tab stores information about people linked to this donor/prospect record. It provides a way of attaching contact links to a record.
How does the Roles tab differ from the Chronicle function? Whereas Chronicle records store items related to the record, such as
notes, events, comments, tasks and associated documents, the Roles tab lets you list contacts with links (roles) to the record. For
example, you might enter links to an additional contact person for this donor/prospect, the staff or volunteer person assigned to this
donor, and a consultant working on fundraising for these types of prospects.
z
Num: Displays the ID assigned to the contact person linked to this donor/prospect record. Double-click the field and select a
contact from the Contacts Tracking form.
z
Role: Enter a description of the contact's role regarding this donor/prospect record. Since this is a self-populating code list,
select from the dropdown list of previously entered roles or enter a new role description.
z
Contact: Displays the contact's name.
z
Name: Displays the contact's CList name.
z
ConTel: Displays the contact's telephone number.
z
Note: If needed, enter a note about the contact's role.
z
ConEmail: Displays the contact's email address.
z
mConTel, oConTel: Displays the contact's mobile and other telephone numbers.
Appeals tab
Use the Appeals tab to track appeals your organization has made to solicit funds from the selected donor or prospect. For
information about campaigns and appeals, see Donor Campaigns form.
z
Appeal: Select the name of the appeal that was made to the donor/prospect.
z
Ask: Enter the amount requested from the donor or prospect.
z
Notes: If needed, enter notes about this donor/prospect and the selected appeal.
z
Campaign: Displays the campaign associated with the appeal.
z
Response: Displays the amount this donor/prospect committed to the appeal, if the donor gave to the appeal.
Gifts tab
The Gifts tab provides a summary view of all of the selected donor's gifts and pledges. Use it to view current gift status or look up a
gift by double-clicking the Gift number field.
Use the Show field to select which gifts and pledges are displayed in the subform. Options include:
„
All—All gifts and/or pledges made by this donor
„
Recent—All gifts and/or pledges made in the last 12 months
„
This Year—All gifts and/or pledges made this calendar year
„
Last Year—All gifts and/or pledges made the last calendar year
„
Selected Year—All gifts and/or pledges made the selected calendar year. (Select a year by clicking the cursor in a record
in the subform; the year shown in the record’s Date field becomes the selected year.)
„
Selected Year Ending 6/30—All gifts and/or pledges made 7/1 to 6/30 of the selected year. (Select a year by clicking the
cursor in a record in the subform; the year shown in the record’s Date field becomes the selected year.) Note that the
selected year can be set to match your fiscal year.
The option you choose in the Show field affects the totals displayed in the Shown and Paid fields.
„
TotalCommitment: Displays the total dollars the donor has pledged and/or given.
„
Shown: Displays the total amount pledged for the selected records.
„
Paid: Displays the total amount paid to date for the selected records.
The subform’s fields includes the following display-only fields, entered on the Donor Gifts form.
„
Gift: Displays the gift’s ID number. Double-click this field to view details about the selected gift in the Donor Gifts form.
„
Date: Displays the date the pledge or gift was made.
„
Commitment: Displays the total amount pledged or given for the gift. This amount may be divided into payments; doubleclick the Gift field to display this detail.
„
Paid: Displays the pledge amount paid to date.
„
Balance: Displays the pledge amount not yet paid.
„
Type: Displays the gift’s type. For example, the type might be CA (cash/check) or CC (credit card).
„
Method: Displays the method of solicitation used to bring in the gift. For example, the method might be E (Event) or D
(Direct Mail).
„
Solicitor: Displays the person who solicited the gift.
„
Appeal: Displays the appeal to which the donor responded with this gift.
„
Campaign: Displays the campaign to which the donor responded.
„
Mem: Displays the memory or honor designation of the gift.
Creating donor/prospect records
To track prospects throughout the solicitation process, enter new prospects directly into the Donors and Prospects form. You can
also enter new donors during the process of adding the donor's first gift. Creating a new donor record involves:
z
Searching the donor/prospect records to make sure a record hasn't already been created.
z
Searching Contacts Tracking to select or create a contact record.
z
Searching the CList to select or create a CList record.
Note: Pearl’s CList keeps track of seasonal addresses, so that the address on the label is appropriate for your donor’s winter
months in Florida or summer at the cabin.
1.
Choose Forms at the top of the Pearl Navigator.
2.
Select Donors and Prospects and click Open.
The Donors and Prospects form appears. Its fields are blank and bright turquoise, ready for you to search. By default, the cursor
appears in the Name field in the CList (orange area), ready for you to search for a donor record by its CList name.
3.
Type the first four or five characters of the donor or prospect’s name in the Name field and press F2.
For example, type the donor’s last name. Pearl searches the donor/prospect records, and displays the Pearl Find List, showing
all records linked to the CList name you typed. (Click here for information about selecting which fields are displayed in the Find
List.)
„
If the Find List shows the donor record you want (as shown below), select it and click OK. Complete the fields on the
Donors and Prospects form.
„
If the Find List displays "No records found," you’ll need to create a new donor record.
4.
If the Find List displays "No records found," click the New Donor button.
Pearl searches Contacts Tracking for the individual or organization you specified and displays the Pearl Find List for Contacts.
„
5.
If the Find List shows the contacts record you want, select it and click OK. Complete the fields on the Donors and
Prospects form.
If the Find List displays "No records found," click the New Num button.
Pearl searches the CList for the individual or organization you specified and displays the Pearl Find List for constituents.
„
6.
If the Find List shows the CList record you want, select it and click OK. Complete the fields on the Donors and Prospects
form.
If the Find List displays "No records found," click the New Ser button and create a new CList record.
„
Pearl displays the Constituent List form. Fill in the fields and close the form.
„
Pearl displays the Contacts Tracking form. Complete the fields and close the form.
„
The Donors and Prospects form is displayed, with the Contacts Tracking (yellow) and CList (orange) fields completed
displayed. You are now ready to complete the Donors and Prospects form.
Finishing donor/prospect records
You do not need to finish donor/prospect records, since past or prospective donors may decide to make another pledge or gift.
However, you may occasionally want to close a donor record—for example, following a donor’s death or if the donor has specifically
asked you to remove him or her from your solicitation list.
1.
Open the Donors and Prospects form and display the donor record you want to close.
2.
Type today’s date in the Finished field and click elsewhere on the screen.
All fields turn gray and are locked except for the Finished field.
Note: You can unfinish a donor/prospect record by deleting the date in the Finished field.
Donors and prospects tips and tricks
Several fields on the Donors and Prospects form indicate key information about a donor.
z
Is the donor a current or prospective donor?
Pearl displays the total amount pledged—even if not yet paid—in the TotalCommitment field on the Donor Details tab. If
this amount is $0.00, the donor is a prospect.
Tip: To view donor prospects only, use a filter of TotalCommitment=0 when opening the Donors and Prospects form. To
view donors but not prospective donors, use a filter of TotalCommitment>0.
z
Does the individual or organization wish to remain anonymous?
If the word "Anonymous" has been entered in the FormalDefault field on the Details tab, the record indicates that the donor
wants to remain anonymous. (You can change this for individual gifts in the Formal field in the Donor Gifts form.)
z
How much has the donor paid (total for all gifts)? How much has the donor pledged but not yet paid (total for all
gifts)?
When the Show field on the Gifts tab is set to All, the Shown field displays the total amount pledged, and the Paid field
displays the total amount paid to date.
Donor Gifts form
To display the Donor Gifts form, select Forms at the top of the Pearl Navigator, select Donor Gifts from the list of forms that
appears, and click Open. The form opens, ready for you to search for a record. After you display a gift record, the Gifts form looks
similar to the one shown below. (Your Gifts form may look slightly different from the one shown here, depending on customization.)
Fields enclosed in:
„
Yellow are Contacts Tracking fields
„
Orange are CList fields
„
Green are Donor fields; any changes you make in these fields are also displayed on the Donors form.
Note: The Gifts form provides detailed gift information and summary donor information, while the Donors and Prospects form
provides detailed donor information and summary gift information. Double-click the Donor field in the green area to display detailed
information about the donor in the Donors form.
The Donor Gifts form typically contains these sections:
z
Record Information
z
Contacts Tracking and CList
z
Gift/Pledge Details tab
z
Memory/Honor tab
z
Notes tab
z
Matching Gift tab
Record Information
The Record information section, at the top of the form, provides the following fields:
z
Gift: The gift’s unique ID number, which Pearl automatically assigns to each gift record.
z
Print: Click to print a record.
z
Finished: Used to close a gift record.
Contacts Tracking and CList
z
Contacts Tracking (yellow) fields link the donor to the Contacts Tracking form.
z
CList (orange) fields link to the CList forms.
Gift/Pledge Details tab
Use this tab to enter details about the pledge/gift.
Fields include:
z
Type: Select the gift's type. For example, choose CA (cash/check), CC (credit card), IN (in-kind), RE (real estate) or ST
(stock/equity). You can add to or change this dropdown field's values using the Edit Code List utility (Gift Type table).
z
Date: Enter or select the date on which the pledge or gift was made. (Double-click to select from a calendar.)
z
Commitment: Enter the amount or fair market deductible value of the pledge or gift. For example, the pledge might total
$5,000 to be given in three payments of $2,500, $1,500 and $1,000. After you enter the commitment amount and click outside
the field, it is displayed in the Balance field as the balance to be paid.
z
Method: Select the method that was used to solicit the gift or pledge. For example, choose A (annual report), E (event), M
(direct mail), and so on. You can add to or change this dropdown field's value using the Edit Code List utility (Gift Method
table).
z
Dak: The date on which the gift/pledge was acknowledged. (Double-click to select from a calendar.)
z
Formal: How the donor wishes to be acknowledged for this gift—for instance in publications. For example, the donor's name
might appear or "Anonymous" if the donor wishes to remain anonymous. If you leave this field blank, it defaults to the
FormalDefault field's value from this donor's Donors and Prospects record.
z
Appeal/Campaign: Select the appeal to which the donor responded. When you select an appeal, its linked campaign is filled
in the Campaign field. Appeals are created and linked to campaigns in the Edit Code List utility (Appeals table), as described
in Creating campaigns and appeals.
z
Use the Payments subform on this tab to schedule payments, enter actual payments, track pledge reminders and track
Thank You letters sent. The calculated fields below the subform display overall payment status. The Paid field shows the
amount that has been paid to date. The Balance field shows the amount still owed to fulfill the gift pledge shown in the
Commitment field. The Balanced? field displays Yes if the total of the subform's amount fields equals the Commitment field
value. This verifies that any scheduled payments are accounted for. If they are not equal, the Balance field displays No.
z
Purpose: Specify the gift's purpose or restriction as indicated by the donor. For example, the donor may have a very specific
purpose for which he or she wants the funds used (for a student to attend a math seminar or it must go to forestry or
conservation efforts). The fund to which the gift is appropriated may have its own restrictions, but lets you specify a particular
purpose or restriction for this gift.
In the Nondeduct field, enter the portion of the gift that is non-deductible; this is the value of goods and/or services received
by the donor. For example, if the donor paid $1,000 to attend an event and received a meal and event bag, you would record
the meal and event bag cost (a portion of the $1,000 paid) in this field.
z
z
In the NonCash field, specify a description for non-cash gifts to be used in the Thank You letter. For example, list the name
and number of the stock shares or property given.
z
In the Sold field, if the gift was a non-cash gift such as stock or real estate, record the date on which the non-cash gift was
sold.
Memory/Honor tab
Use this tab to set up the gift for special recognition, as described in Recording memory/honor gifts.
Notes tab
Use this tab to enter comments about the gift. You can also use this area to include standardized information about gifts not covered
on this form.
Matching Gift tab
Use this tab to record matching gift details. See Setting up matching gifts.
Note: For information about special fields on this form, see Fundraising special fields.
Creating donor gift records
For general information about creating records, see Adding records.
Creating a new gift record involves:
z
Searching the gift records to make sure a record hasn’t already been created.
z
Searching the donor records to select or create a donor record.
z
Searching Contacts Tracking to select or create a contacts record.
z
Searching the CList to select or create a CList record.
Note: Every gift record must link to a donor, Contacts Tracking and CList record.
1.
Choose Forms at the top of Pearl Navigator.
2.
Select Donor Gifts and click Open.
The Donor Gifts form appears. Its fields are blank and bright turquoise, ready for you to search. By default, the cursor appears in
the Name field in the CList (orange area), ready for you to search for a gift record by its CList name.
3.
Select or create a donor gift record.
Type the name of the gift’s donor in the Name field and press F2. For example, type the first 4-5 characters of the donor’s last
name.
Pearl searches the gift records, and displays the Pearl Find List, showing all gift records that match the information you entered
for the F2 find. (Click here for information about selecting which fields are displayed in the Find List.)
4.
„
If the Find List shows the gift record you want, select it and click OK. Complete the fields on the Donor Gifts form.
„
or if the Find List shows other gifts for this donor but not the current gift, you’ll need to create a new gift record.
If the Find List does not display the gift record you are searching for, or displays, "No records found," click the New
Gift button.
Pearl searches the Donors and Prospects records, and displays the Donors Find List, showing all donor records that match the
information you entered for the F2 find.
„
5.
If the Find List shows the donor you want, select it and click OK. Complete the fields on the Donor Gifts form.
If the Find List does not display the donor/prospect record you are looking for, or displays, "No records found," click
the New Donor button.
Pearl searches Contacts Tracking for the individual or organization you specified and displays the Pearl Find Contacts Num
dialog box.
„
6.
If the Find List shows the contacts record you want, select and click OK. Complete the fields on the Donor Gifts form.
If the Find List does not display the donor or contact record you are looking for, or displays, "No records found," click
the New Num button.
Pearl searches the CList for the individual or organization you specified and displays the Pearl Find CList Ser dialog box.
„
7.
If the Find List shows the CList record you want, select and click OK. Complete the fields on the Contacts Tracking form.
If the Find List does not display a contact record for the donor or contact you are looking for, or displays, "No records
found," click the New Ser button.
Pearl displays the Constituent List form.
„
Complete the CList form and close it. The Contacts Tracking form is displayed.
„
Complete the Contacts Tracking form and close it. The Donors and Prospects form is displayed.
„
Complete the Donors and Prospects form and close it. The Donor Gifts form is displayed. Complete the fields on the
Donor Gifts form.
Entering pledge and gift information
Follow these steps to enter pledges, schedule payments and enter general gift information. Also see Donor Gifts form.
1.
If needed, create a donor gift record.
2.
In the Formal field, enter how the donor wants to be listed formally (for example, in an annual report).
If the donor wants to remain anonymous, type Anonymous in this field. The default for this field is provided by the
FormalDefault field on the Donors and Prospects form, but you can change it for this gift.
3.
On the Gift/Pledge Details tab, enter pledge information.
See Gift/Pledge tab.
4.
Schedule payments in the Payment subform.
Scheduling the pledge’s payments allows you to easily track when payments are due and send pledge reminders (see Sending
pledge reminders).
„
In the PostingDate field, enter the date on which the payment is due. Once the payment has actually been received, this
indicates the day this gift payment information was posted to accounting (either Pearl's Fund Accounting or a third party
accounting system).
„
In the Amount field, enter the payment amount due.
For example, if a donor pledges $3,000 to be paid in equal payments on January 1 of the next three years, you would
enter $3,000 in the Commitment field, and enter three entries in the subform with posting dates of 1/1/07, 1/1/08 and
1/1/10 and an amount of $1,000 for each payment date.
Note: The payment is scheduled only—and not recorded as paid—until you type something in the Folio field, such as GO
(to initiate the fiscal transfer if you have Pearl’s Fund Accounting component) or CR060920 where CR stands for Cash
Receipt and 060920 is the year, day and month the payment was received. (See Entering payments for details.)
„
In the DCheck field, enter the date written on the donor's check.
Entering payments
Follow these steps to enter a payment on the Gift/Pledge Details tab of the Donor Gifts form. These steps assume you have already
created a gift record and entered gift information. (You do not need to enter a pledge or schedule payments before entering
payments.)
Note: If your organization uses Pearl’s Fund Accounting component, entering a gift payment performs a fiscal transfer between
the Fundraising and Fund Accounting components. (If you’re not using Fund Accounting, use the Payments subform to record gift
payments and then create the transactions in your accounting system separately.) Click here for information about payment subform
special fields.
1.
Display the gift record in the Donor Gifts form and click the Gift/Pledge Details tab.
2.
Enter a date in the PostingDate field.
This can be the actual or pledge payment date. (See Entering pledge and gift information.)
3.
In the Amount field, enter the payment’s amount.
This can be the amount due or the amount received. (See Entering pledge and gift information.)
4.
In the Fund and Account fields, select the fund and account to which you want the payment applied.
Pearl displays a default account for gift payments. You can select a different account.
5.
If payment has been received, type the donor’s check number or Visa authorization code in the Check field.
6.
In the DCheck field, type the date of the donor’s check or credit card authorization.
7.
Type GO in the Folio field and click outside of the subform.
If you are using Pearl's Fund Accounting, Pearl displays a message that a transaction was created in the General Journal and
provides the transaction’s record number.
8.
Click OK.
„
The word {pend} appears in curly braces in the Folio field.
„
In the General Journal, the record you just created is displayed as the last record. In its memo field, the word "GIFTS"
appears, followed by the gift’s record number, as in {GIFTS-9641}.
„
After you post the transaction, the Folio field in the Donor Gifts form changes to "CR" (cash receipt) plus six numbers
identifying the date on which the transaction was posted, as in CR060221 (for February 21, 2006).
„
After the transaction is created in the General Journal, the Paid and Balance, Balanced display fields are updated.
Sending pledge reminders
You may choose to send donors a reminder that a pledge payment is due. Follow these steps to record that a reminder was sent.
1.
Create the pledge reminder letter or card.
See Fundraising reports and letters for details about standard fundraising letters Pearl provides.
2.
Open the gift record in the Donor Gifts form and click the Gift/Pledge Details tab.
3.
In the DRem field, type the date on which you sent the pledge reminder.
Note: You can automatically update this field when a pledge reminder letter is generated, using the Pearl Set command.
See Automatically updating Pearl when a letter prints and contact Bromelkamp Company LLC for assistance.
Recording memory/honor gifts
Use the Memory of/Honor fields on the Special Gifts tab to record a gift for special recognition. You specify how you want the gift
listed (for example, "in memory of …" or "in honor of …"), type a salutation to be used for acknowledgment or correspondence, and
look up from (or add to) the Constituent List the name and address of the person who should be notified about this gift.
You can create letters that utilize these memory/honor fields. For example, the merged letter might contain the following: "Thank you
for your gift of $1000 in memory of Selma Swanson".
1.
Open the gift record in the Donor Gifts form and click the Memory/Honor tab.
2.
In the Mem field, type the message you want to appear, specifying in memory or honor of.
For example, you would type all of the words after "This gift is":
th
„
in honor of the Andersons on their 50
wedding anniversary.
„
in memory of Selma Swanson (1902-1997).
Note: This field is a self-generating list, meaning that entries you type appear in the dropdown field on future gifts. This
saves time since you don't have to enter it again and also standardizes entries, which is particularly useful when sorting and
grouping by this field.
3.
In the Name (CList) or Contact (Contacts Tracking) field, type a few letters of the last name of the person who is to be
notified about the gift, and press F2.
For example, if the gift is in memory of Selma Swanson, the CList lookup would be for her husband, Sven Swanson, to let him
know someone made a gift in memory of his wife.
The Find List is displayed.
4.
Select the name from the Find List or create a new CList or Contacts Tracking record.
The fields are filled in. The Ser field contains the CList autonumber for the constituent for acknowledgment and the MNum field
contains the Contacts Tracking autonumber for the family/person.
Recording matching gifts
Use the Matching Gift tab on the Donor Gifts form to link a matching gift to its original gift. For example, suppose John Applebee
gives your foundation $400 (Gift=34), and his employer, Justin’s Lumber Store, matches that gift with $400 (Gift=35). You would
enter each gift separately, but on the matched gift record (John Applebee’s), you would reference the gift record that John's gift is
matched by (Justin’s Lumber Store).
1.
Open the Donor Gifts form, display the gift that matches the original donor's gift record.
In our example, you would find Justin's Lumber Store’s $400 gift record, gift number 35. Make note of this gift number and press
F2 to clear the Donor Gifts form.
2.
Look up the original gift record and click the Matching Gift tab.
In our example, you would display John Applebee’s $400 gift record (Gift=34).
3.
In the This Gift is MatchedBy field (Matching Gift tab of the matching donor), type the number of the gift given by the
second donor.
For our example, you would type 35, the Justin's Lumber Store gift.
After you enter the gift number and return to the second donor's Matching Gift tab, the matching gift is displayed in the subform.
The name of the donor whose gift is being matched appears in the Name field, the gift number being matched appears in the
Gift field, and amount appears in the Commitment field.
Acknowledging the gift or payment
Follow these steps to record that a Thank You for the gift or payment was sent.
Note: You may choose to acknowledge the gift and individual payments. Use the Dak field to record the gift’s Thank You, and
the DThanks field in the subform to record each payment’s Thank You.
1.
Create the Thank You letter or card.
See Fundraising reports and letters for details about standard fundraising letters Pearl provides.
2.
Open the gift record in the Donor Gifts form and click the Gift/Pledge Details tab.
3.
In the Dak field, type the date on which you sent the gift’s acknowledgment. In the DThanks field, type the date on
which you sent the payment’s acknowledgment.
Note: You can automatically update this field when a gift or payment is acknowledged, using the Pearl Set command. See
Automatically updating Pearl when a letter prints and contact Bromelkamp Company LLC for assistance.
Donor Gifts tips and tricks
Several fields on the Gift/Pledge Details tab of the Donor Gifts form indicate key information about a gift.
z
Has a thank you letter been sent for the gift?
If a date is shown in the Dak (Date Acknowledged) field, the gift or pledge has been acknowledged. The DThanks field in the
adjacent subform shows when a thank you was sent for an individual payment.
z
What is the total gift pledge?
The total gift pledge is displayed in the Commitment field.
z
How much money has been paid? What is the balance still owed?
The automatically calculated fields displayed below the subform display this information. The Paid field shows the amount that
has been paid to date. The Balance field shows the amount still owed to fulfill the gift pledge shown in the Commitment field.
z
Has a pledge reminder been sent?
If a pledge reminder has been sent for a payment, its recorded date should be displayed in the DRem field in the subform.
z
What is the payment’s status—scheduled, entered but not posted yet, or posted?
If your organization is using Pearl Fund Accounting, the payment subform’s Folio field indicates the payment’s status. (See
Entering payments for details.)
„
If the Folio field is blank, the payment is scheduled.
„
If the word {pend} appears in the Folio field, the payment has been sent to Fund Accounting, but the transaction has
not posted yet.
„
If the Folio field displays a CR code ("CR" followed by the year, month and day displayed as a six-digit number, as in
CR060516), the payment has posted.
Finishing donor gift records
Once all of a gift’s payments have been received and its remaining balance due is $0 (shown in the Balance field), it is time to finish
the gift record. You may also want to finish a gift record if there are still payments outstanding, but you are not expecting to receive
these payments. (Finished gift records are included when you view gift information or print reports.)
As soon as the last payment is received (recorded in the Amount and Folio fields in the subform on the Gift/Pledge Details tab),
Pearl displays a message, asking if you want to finish the gift record, which locks it against accidental changes.
Click Yes to finish the record. At the top of the Donor Gifts form, today’s date is displayed in the Finished field; the next time you
display this record, all fields are gray and locked except for the Finished field.
You can also manually finish a record by following these steps.
1.
In the Donor Gifts form, open the gift record you want to finish.
2.
Type today’s date in the Finished field and click elsewhere on the screen.
All fields turn gray and are locked except for the Finished field.
Note: To unfinish a gift record, delete the date in the Finished field.
Donor Campaigns form
z
In Pearl, a campaign refers a monetary goal comprised of one or more phases, known as appeals. For example, your
organization might create a capital campaign comprised of four appeals, each for a different year. (Many campaigns span
multiple fiscal years.)
z
Each gift can be linked to an appeal, which automatically links it to that appeal's campaign. For example, one donor might
pledge four gifts of $1,000 each toward a campaign, for each year's appeal.
Use the Donor Campaigns form to:
z
create a campaign (yellow portion of form), indicating its monetary goal and start and end dates
z
view gifts given towards the campaign (Gifts tab), double-clicking a gift to view details
z
view the campaign's appeals (Appeals tab)
z
view the campaign's progress, including its current total (CampaignTotal) and percent reached toward goal (Percent of
Goal)
To display the Donor Campaigns form, select Forms at the top of the Pearl Navigator, select Donor Campaigns from the list of
forms that appears, and click Open. The form opens, ready for you to search for a campaign record. After you display a campaign
record, the Donor Campaigns form looks similar to the one shown below. (Your Donor Campaigns form may look slightly different
from the one shown here, depending on customization.)
z
Finished: Use to finish the campaign record, by entering or selecting the date on which the campaign was closed.
z
Campaign: Name or code of campaign, up to 20 characters long.
z
Goal: Campaign's monetary goal (includes all appeals).
z
Start/End: The dates on which the campaign (all appeals) began or will begin and ended or will end.
z
CampaignTotal: Total amount of all gifts pledged or received for the campaign to date. (This is the total of all gifts listed in
the Commitment column on the Gifts tab below.)
z
Percent of Goal: Amount pledged or received towards the goal, expressed as a percent. In the example above, the
campaign has reached 3.25% of its $100,000 campaign goal.
z
Notes: Comments or notes about the campaign, such as its purpose or mission.
z
Gifts tab: Displays a list of all gifts pledged or received for the campaign. To display a gift record, double-click its number in
the Gift column. As you enter gifts in the Donor Gifts form, you'll select the campaign's appeal, and the gifts will appear on
the Gifts tab.
z
Appeals tab: This tab lists all appeals linked with this campaign. You add campaign appeals using the Edit Code Lists option
on the Utilities menu.
Creating campaigns and appeals
Follow the steps below to create the campaign, create the campaign's appeals, select an appeal when entering gifts and view
information in the Campaigns form.
For background information about campaigns, see About the Donor Campaigns form.
Create the campaign
1.
On the Pearl Navigator, choose Forms, then Donor Campaigns and click Open.
The Donor Campaigns form is displayed, ready for you to search for a record.
2.
Select or create a campaign record.
In the Campaign field, type the first few letters of the campaign's name and press F2.
Pearl searches the campaign records, and displays the Pearl Find List, showing all matching campaign records.
3.
„
If the Find List shows the campaign record you want, select it and click OK.
„
If the Find List displays, "No records found" or other campaigns than the one you're looking for, click the New
Campaign button to create a new campaign record.
Complete the fields.
4.
z
Campaign: Enter a title or code for the campaign, including all appeals. You can enter up to 20 characters.
z
Goal: Enter a monetary goal for the campaign, including all appeals.
z
Start/End: Enter start and end dates for the campaign.
z
Notes: Enter special information about the campaign.
Close the Donor Campaigns form.
In the next step, you'll create or associate appeals with the campaign. (Once appeals are associated with a campaign, they are
listed on the Appeals tab.) As you enter gifts in the Gifts form, you'll identify the campaign's appeal, and the gifts will appear on
the Gifts tab.
Create the campaign's appeals
1.
On the Pearl Navigator, choose Utilities, choose Edit Code Lists and click OK.
2.
Choose Appeals and click OK.
The Appeals table is displayed.
3.
Complete the Appeals form.
z
Appeal: Enter the name or title of the appeal in a blank line at the bottom. Each appeal name must be unique. Notice it is
possible to have an appeal that is not associated with any campaign, as with the unsolicited appeal shown above.
z
Campaign: Select the name of the campaign associated with this appeal. Note that you must have set up the campaign
before you can assign an appeal to that campaign.
z
Finished: When the appeal has ended, complete this field with the date on which it ended. Doing so locks it, making it no
longer available for assigning to donor gifts. (To unlock the appeal, blank out this field.)
z
AppealDate: Enter the mail date of the appeal.
z
Method: Select the method of solicitation--for instance, Direct Mail (D), Event (E) Newsletter (N),or Personal Contact (P). (To
edit the methods list, see Edit Code Lists.)
Select an appeal when entering gifts
When entering gifts in the Donor Gifts form, select the appeal and the linked campaign automatically displays.
View information in the Campaigns form
See Donor Campaigns form. Double-clicking a Gift number on the Gifts tab displays the gift in the Donor Gifts form.
Finishing campaign records
Once you've completed a campaign (the end date has passed, all appeals are over and all expected gifts have been received ), you
can finish the campaign record. You may finish a campaign record even if there are still pledges outstanding, and you are not
expecting to receive payment. (Finished campaign records are included when you view campaign information and print reports.)
Note: You can also finish appeals, by entering a finished date for them. See Edit Code Lists.
1.
In the Donor Campaigns form, open the campaign record you want to finish.
2.
Type today’s date in the Finished field and click elsewhere on the screen.
All fields turn gray and are locked except for the Finished field.
Note: To unfinish a campaign record, delete the date in the Finished field.
About Loan Servicing
Pearl’s Loan Servicing component manages the loan process from start to finish—from the time you receive a loan application to the
point at which you close the loan record after the final payment has been made, or the loan is refinanced or written off.
The loan process generally involves the four phases shown below: Application and Decision, Terms and Disbursement, Payments
and Adjustments, and Reporting and Analysis. The diagram below shows tasks for each phase. Some tasks are optional, and are
not necessarily performed in this order. (Click a task for more information.)
Pearl Loan Servicing features
At its simplest, Pearl Loan Servicing provides straightforward loan repayment functions, delivering a data entry mechanism to
automatically calculate simple interest. The software’s foremost purpose is to calculate interest based on the actual number of days
the balance was held by the borrower (borrowers paying early are charged less interest than borrowers paying later). These basic
functions include:
„
Automatic interest calculation
„
Automatic principal calculation
„
Automatic calculation of next payment date
„
Automatic aging of overdue amounts
Pearl Loan Servicing also easily accommodates more unusual repayment plans and schedules, including but not limited to:
„
overridable interest calculation
„
loan advances (lines of credit)
„
participation loans
„
prepayments or overpayments
„
distribution of a payment to multiple funding sources
„
variable rate loans
„
interest-only periods
„
late fees (overridable)
„
seasonal or irregular payment schedule
„
changes in loan terms ("workouts")
When used in conjunction with Pearl Fund Accounting, Pearl Loan Servicing automatically transfers payments to the accounting
system for posting to the ledger. Payments can be split between Cost Centers, Funding Sources, and Accounts, on actual dollar
amounts or by percentage shares (particularly useful when loans include participation from other organizations).
Note: Interest calculations in Pearl are based on actual number of days (on a "365-day" not "360-day" year) computed against
the outstanding principal balance. Interest is "simple" interest, not compounded (there is no interest charged on interest). There are
no prepayment penalties or "rule of 78" calculations.
Note: Pearl is written in Microsoft Access. As in all Pearl components, you can modify and customize all tables, forms (screens)
and reports. For this reason, your loan screens may look different from the examples shown. You can customize your loan servicing
system to provide additional information or features.
About the Loan Servicing form
Note: When you start up Pearl, a message may appear, telling you that loan calculations have been completed. At the
beginning of each day, the Accrued Interest, Balance, Payoff and other fields in the Loan Servicing system are automatically
recalculated.
To display the Loan Servicing form, select Forms at the top of the Pearl Navigator, select Loan Servicing from the list of forms that
appears, and click Open. The form opens, ready for you to search. (Your Loan Servicing form may look slightly different from the
one shown here, depending on customization.) As in other forms, fields enclosed in the orange box are part of the CList and fields
enclosed in yellow are part of Contacts Tracking.
The Loan Servicing form typically contains these sections:
z
The General Loan Information section stores information about the loan, such as the date of the initial disbursement of
funds (Disburse), the total amount to date that has been borrowed (Prin), the current interest rate being assessed on the
loan (Rate), the length of the loan repayment (Term) and the number of months between payments (MoPaym). This section
also includes a Chronicle button for tracking events, an Amort button for printing an amortization report for the selected loan
record, and a Finished field for finishing the loan record. See Entering general loan information.
z
The CList and Contacts Tracking sections and Borrower tab contain information about the borrower of the loan, such as
the borrower’s name (Name), the contact person’s name (Contact) and the contact’s telephone number (ConTel). The
Borrower tab contains the mailing address of the loan applicant. If the loan applicant is an organization, fields are included
for listing the CEO or Principal Authorizing Official’s name (CEO) and title (CEOTitle) and the TaxID or Social Security
Number of the borrower (TaxID).
z
The Process tab shown below identifies accounting information about the loan such as the amount requested (Req), the
date on which the loan application was received (Rdate), and the Principal, Interest and Fee account numbers
(PrinAccount, IntAccount and FeeAccount). The loan repayment may be distributed to more than one cost center or
funding source; use the distribution subform on this tab to define distribution. The Process tab also provides a place to
describe the collateral (Coll) used to secure the loan. Use the Desc field to record additional descriptive information about
the loan.
z
Use the Payments tab to record actions to the loan, including disbursements, payments and changes to the loan such as
interest only periods or changes in rate. (Click the Action field to specify the action you want to take.) The gray automatically
calculated fields on this tab show if a loan is overdue and the amount overdue (D30, D60, D90), the amount remaining to pay
on the loan’s principal (Balance) and the amount the borrower has to pay to finish the loan (Payoff).
About loan applications
After you receive the loan application, the first thing you’ll do is create a loan record in the Loan Servicing form, and add the
applicant to Contacts Tracking and the CList if needed. Then you will enter all the general information you can about the loan.
Should you decide to deny the loan or need to withdraw it for some reason, complete the steps described in Deny or withdraw a
loan.
Create a loan record
For general information about creating records, see Adding a record.
Creating a new loan record involves:
1.
z
Searching the loan records to make sure a record hasn’t already been created.
z
Searching the Contacts Tracking records and selecting or creating one. The applicant may have previous loan records
displayed in this list from previous loans. (If your database is configured with Contacts Tracking, every loan record must
have a link to a Contacts Tracking record. If your database is NOT configured with Contacts Tracking, every loan record
must have a link to the CList instead, and you’ll skip this step.)
z
Searching the CList records and selecting or creating one. The applicant may have previous loan records displayed in this
list from previous loans.
Choose Forms at the top of the Pearl Navigator.
The list of forms appears.
2.
Select Loan Servicing and click Open.
The Loan Servicing form appears. Its fields are blank and bright turquoise, ready for you to search. By default, the cursor
appears in the Name field in the CList (orange area), ready for you to search for a loan record by its CList name.
3.
Type the individual or organization’s name in the Name field and press F2.
Pearl searches the loan records, and displays the Pearl Find List, showing all loan records linked to the CList name you typed.
(Click here for information about selecting which fields are displayed in the Find List.)
„
If the Find List shows the loan record you want, select it and click OK, and the loan record is displayed in the Loan
Servicing form. You are ready to enter loan information.
If the Find List displays "No records found," you’ll need to create a new loan record, as described in the next step.
4.
Click the New Loan button.
Pearl now searches the Contacts Tracking records for the individual or organization you specified and displays the Pearl Find
Contacts Num dialog box.
„
If the Find List shows the contacts record you want, select it and click OK, and the loan record is displayed in the Loan
Servicing form. You are ready to enter loan information.
„
5.
If the Find List displays "No records found," you’ll need to create a new contacts tracking record, as described in the
next step.
Click the New Num button.
Pearl now searches the CList records for the individual or organization you specified and displays the Pearl Find CLIST Ser
dialog box.
6.
„
If the Find List shows the CList record you want, select it and click OK, and the loan record is displayed in the Loan
Servicing form. You are ready to enter loan information.
„
If the Find List displays "No records found," you’ll need to create a new CList record, as described in the next step.
Click the New Ser button.
Pearl displays the CList form.
„
Complete the Constituent List form and close it. The Contacts Tracking form is displayed.
„
Complete the Contacts Tracking form and close it. The Loan Servicing form is displayed. You are now ready to enter
loan information.
Enter general loan information
After you create a loan record, you’ll enter as much general information about it as you can, particularly on the Process tab. Note
that some fields on the Loan Servicing form are automatically completed by Pearl, after you set terms and disburse funds.
1.
If needed, create a loan record.
2.
Enter general application information.
3.
z
Enter additional Contacts Tracking information (in the yellow section of the screen) or click the Borrower tab and enter
additional CList (orange section) information.
z
In the Staff field, type the initials of the staff member responsible for this loan.
Enter information on the Process tab.
(If your organization does not use Fund Accounting, completing the IntAccount, PrinAccount and FeeAccount fields is
optional.)
z
In the Req field, enter the loan amount the borrower has requested.
z
In the Rdate field, type the date on which you received the application.
z
In the Risk field, rate the probability of repayment on the loan by typing a number 1 (low) through 9 (high), if known.
z
Perf: This field allows you to select a performance factor code that describes the repayment status of this loan, where:
Blank = Current, D = Delinquent, L = Loan Default, P = Problem and Q = Doubtful. Since you are creating a loan
application, you can leave this field with Blank (the default) selected, and change it later if needed.
z
Serve: Enter the area or region that benefits from the giving of this loan. You can choose: City, County, National,
Regional or State. To customize these options, change the Area codes, as described in Editing code lists.
z
Center, Fund, Percent: These fields specify how the loan repayment is distributed. You’ll complete these fields when
setting the terms and disbursing funds.
z
In the IntAccount field, enter the Loan Interest Income account from your organization’s chart of accounts. Even if
your organization does not use Pearl’s Fund Accounting component, you may want to use these fields for tracking
purposes.
z
In the PrinAccount field, enter the Loans Receivable account number from your organization’s chart of accounts. This
field can be set up with a default value, as described above.
z
In the FeeAccount field, enter the Fee Income account number from your organization’s chart of accounts. If you do
not charge late fees, leave this field blank. This field can be set up with a default value, as described above.
z
In the Stmt field, type the date of the last financial statement you have on file for the borrower.
z
In the UCC field, type the date of the borrower’s last UCC (Uniform Commercial Code) filing date.
z
In the Collexp (Collateral Insurance Expiration date) field, type the expiration date of the insurance policy that covers
the item(s) that will be used as collateral on the loan.
z
In the Coll (Collateral) field, describe the collateral the borrower will use to secure the loan. For example, an
organization might use property as collateral.
z
In the Title field, type the date on which the title was filed.
z
In the Mort field, type the mortgage filing date. Complete this field if a property is part of the collateral.
z
In the Desc field, type additional descriptive information about the loan application (optional).
Now you’re ready to set terms and disburse funds.
Deny or withdraw a loan
Follow these steps if the loan is denied or the applicant withdraws the loan. You’ll complete several fields describing the loan’s status
and the reason for the denial or withdrawal, then finish the record.
Note: The loan should have a zero ($0.00) balance before you complete the denial or withdrawal.
1.
Display the loan record on the Loan Servicing form.
2.
In the Finish field, select D (for denied/withdrawn).
The Finish field indicates the status of this loan application when processing was complete, where D (Denied/Withdrawn)
indicates that the borrower withdrew the application or the loan request was denied by the lender.
Other Finish field options are described in About finishing loans.
3.
Type today’s date in the Finished field, and click elsewhere on the screen.
The date in the Finished field is the day on which processing of the loan was complete. All fields turn gray and are locked to
changes except for the Finished field. To unfinish a loan record, delete the date in the Finished field.
Set terms and disburse funds
After entering general loan information, it’s time to:
„
define the loan’s initial terms. For example, you specify the loan’s repayment period and amortization, specify the center
and funds from which the principal is coming and specify whether fees are assessed on late payments.
„
record the initial disbursement and interest rate. To do this, you’ll use the Payments tab and subform. This step sets the
loan in motion.
After you define the loan’s terms and disburse funds, Pearl automatically creates a regular payment schedule like the one shown
below and completes many of the Loan Servicing form’s fields, including the Each field, which lists the current amount expected for
each loan payment. The data in these fields change as you record payments, make additional disbursements or make changes to
the repayment schedule on the Payments subform.
If your loan has regular fixed terms, you’ll use the default payment schedule Pearl creates. If you are creating a loan with a variable
interest rate, irregular or seasonal payments or an interest only period, you will need to use the Action field on the Payments
subform to specify the special terms.
Follow these steps to set terms and disburse funds.
1.
Display the loan record on the Loan Servicing form.
2.
Define the loan’s terms.
Near the top of the form, complete the following fields in order.
„
Term: Type the length of the repayment period in months. For example, type 24 for a 2 year repayment period.
Amort: Type the number of months on which the normal repayment amount is calculated (amortization). This field defaults
to the value of the Term field. To set up a balloon payment , make the Amort field value larger than the Term value. (You
cannot type a value less than the Term value.)
„
„
MoPaym: Type the number of months between payments. For example, type 1 for monthly payments, 3 for quarterly
payments (every 3 months), 6 for semi-annually (2 payments a year) or 12 for annual payments (1 payment a year).
Note: Entering the same value in the MoPaym and Term fields indicates that the loan is to be repaid in one payment on its
maturity date.
3.
Distribute the repayment between Centers and/or Funding Sources.
On the Process tab:
„
Make sure that the PrinAccount, IntAccount, and FeeAccount fields have been completed correctly. See Enter
general loan information for details.
„
If the principal for the loan was provided from a single center and funding source, type 100 in the Percent field on the
distribution subform. If the principal came from and will be repaid to a combination of centers and/or funding sources,
select the appropriate centers and funds and enter percentages, making sure that the Percent field entries add up to
100.
For example, if 2/3 of the loan principal came from the General Fund (001) and the other 1/3 from another fund (450) the
distribution subform would look like this:
4.
Click the Payments tab and specify if fees will be assessed on late payments.
Pearl Loan Servicing calculations can include an automatic calculation of a late fee when payments are received after their due
date. The fee can be a set dollar amount or a percentage of the payment amount that was due. It can vary depending on the
number of days the fee is late.
If fees will be assessed on late payments, click the FeesApply checkbox on the Payments tab. Before fees will be assessed,
you’ll need to set up a fee calculation as described in Setting up loan fee calculations.
5.
Record the disbursement of the original principal amount.
In the Payments subform on the Payments tab:
„
In the PostingDate field in the first row, type the date on which the principal was or will be disbursed to the borrower.
„
Tab to the Action field and select disbursement.
„
Tab to the Amount field and enter the amount of the disbursement.
Note: Do not enter dollar signs or commas. Pearl automatically adds them for you.
6.
Enter the original interest rate (Rate).
„
Click the PostingDate field in the second row (*). Pearl automatically displays a dialog box, prompting you to enter the
beginning rate value.
„
Type the initial rate and click OK. Pearl automatically calculates when the first loan payment is due and creates a Set
Payments Regular record on the third line of the Payments subform. The first payment date is calculated by adding the
number of months between payments (MoPaym) to the original disbursement’s posting date. In the example shown
below, the MoPaym is 1; one month from January 2, 2007 is February 2, 2007.
„
If you use Pearl Fund Accounting, a Pearl Accounting Transfer dialog box informs you that an accounts payable record
was automatically created in the General Journal for the amount disbursed. (If you don’t use Pearl Fund Accounting, this
dialog box does not appear.)
Note: If the disbursement date is on or after the 29th of the month (for example, January 30), the Next payment date is
always the last day of month (February 28, March 31, and so on).
Note: You can override the calculated posting date for the Set Payments Regular action. If the loan repayment schedule is
monthly but no payment is expected during the first three months, override the PostingDate field with the date on which the first
payment should be received.
After you define the loan’s initial terms and record the initial disbursement, Pearl automatically completes the following fields on
the form. (These fields are highlighted in the illustration above. For a list of automatically calculated fields on the Payments tab,
see Payment display fields.) The data in these fields change as you record payments, make additional disbursements or make
changes to the repayment schedule.
„
Disburse: The date on which the loan’s funds were initially disbursed.
„
Prin: The sum to date of all funds disbursed for the loan.
„
Rate: The loan’s current interest rate. This number has an accuracy of four decimal positions, such as 8.1250 for 8 1/8
percent.
„
Each: The current amount expected for each loan payment. This amount is calculated based on the initial loan terms
and initial disbursement. You can make adjustments to this field by making changes to the Payments subform. (See
Adjusting the normal payment amount). Note that this field appears both at the top of the form and on the Payments tab.
„
Payoff: The amount that the borrower would have to pay today to complete the repayment process. This is the sum of
the Principal Balance amount and the Accrued interest amount (Balance + Accrued). Note that this field appears both at
the top of the form and on the Payments tab.
On the Process tab, one field is automatically calculated:
„
Maturity: The date on which the loan’s final payment is due. This date is calculated by adding the number of months
specified in the Term field to the Disburse date (date of initial disbursement of funds.
Note: You can override the Maturity date. If you change the loan’s repayment schedule, you’ll most likely need to
change the loan’s maturity date as well, since the next payment due (Next) does NOT increment past the loan’s maturity
date. For example, suppose a borrower gets several payments behind and you negotiate a non-payment period that extends
the loan’s repayment timeline. You would need to change the loan’s maturity date to account for the non-payment period or
the loan would be considered delinquent at the maturity date.
About the Payments tab and subform
The Payments tab and its subform are central to setting, changing or viewing the loan’s terms, disbursing funds and recording
payments.
The Payments tab contains the following main areas:
z
The Payments subform provides a record of all payments and actions for the loan. You select an action in the Action field
and complete other fields for the action as needed. For example, to set or change the loan’s interest rate, choose set rate in
the Action field, enter the new rate in the Rate field and enter the date on which the rate change takes effect in the
PostingDate field. For more information, see Payments subform fields and Action field.
z
The gray payment display fields change as you make changes in the subform or change what’s displayed in the subform
using the Show field. See Payment display fields.
z
The Show field controls which items are displayed in the Payments subform. By default, all recent entries are shown, which
includes all actions and/or payments for the last twelve months. The Show field also affects the totals displayed in the gray
Shown fields below the subform (Amt Shown, Fee Shown, Int Shown and Prin Shown). For more information, see Show field.
z
The FeesApply field controls whether fees are assessed on late payments. See Setting up loan fee calculations.
Payments subform fields
(Click here for general information about the Payments tab and subform.)
The Payments subform contains the fields described below. (You’ll need to click the scroll bar to view the right-most Comment field
in the subform.)
„
PostingDate: The date on which the action specified in the Action field occurred or will occur. The default date is the current
date.
For payments, enter the date on which the payment is posted, and interest will be calculated using this date. When changing
terms using Set-type actions, enter the date on which the action becomes effective.
„
Action: The action that took place or will take place. Actions are disbursement, payment-type actions or set-type actions. The
default action is Payment.
After selecting an action, complete additional fields in the subform that apply to the selected action. For example, if you select
Payment-manual, you can enter an amount in the Interest and Fee fields. For more information about action options, see
Action field.
„
Amount: The amount of the payment or disbursement. (By default, this is the amount shown in the Each field.)
If the payment is the expected amount (Each), leave this field blank and Pearl will complete it automatically. Type the actual
amount received if it is different from the Each amount.
Note: For Set payment amount type actions, complete the Amount field with the expected payment (Each) for the loan.
„
Fee: The amount of fees credited or charged.
Pearl automatically completes this field if the FeesApply field is checked and a loan fee calculation has been set up. However, if
you are entering a fee that does not follow the fee schedule or the FeesApply field is not checked, select the Payment-manual
action and enter the fee amount in the Fee field.
„
Interest: Interest on the payment.
If you are entering a payment using the Payment action, Pearl automatically calculates the interest amount. Interest on the most
recent loan balance is calculated at 1/365th of the annual percentage rate for each day since the most recent payment was
received. There is no interest charged on previously unpaid interest. Note that this is calculated based on actual days since the
last payment, so it will probably not match an amortization schedule. If you are entering a payment using the Payment –
manual action, enter the interest manually.
„
Principal: The payment amount applied to the principal.
Pearl calculates this field automatically, taking the amount of the payment minus fees (if any) and interest.
„
Balance: The loan’s current balance.
Pearl calculates this field automatically, by subtracting this payment’s principal amount from the previous balance.
„
Folio: Folio Number
The check number or batch ID of this transaction. If this field is blank, the payment is pending. Fill in this field to indicate that the
payment has been paid.
z
If you are using the Pearl Fund Accounting component, type GO in this field to trigger the fiscal transfer and transfer the
dollar amount in the Amount field as a transaction in the General Journal. Pearl then automatically displays {pend} until
the transaction is posted to the General Ledger, at which point it is automatically updated by the ledger to show the
actual check number or batch ID.
z
If you do not have Pearl Fund Accounting, enter your own identifying number for the receipt transaction in your ledger,
such as the actual month and day of the deposit.
Note: To prevent a loan payment from being transferred into the accounting system, type SKIP in this field. For example,
you might do this when performing data entry for past loans, and didn’t want to actually post the transactions again.
„
Rate: The interest rate in effect at the time of this action.
This is calculated automatically, unless you select the Set rate action, in which case you must enter the rate.
„
Comment: Displays comments from Pearl. Use this field to enter remarks about the payment.
Comments in brackets, such as "{45.33 int carried}," are automatically entered by Pearl when calculations are made; any
changes you make to these comments will be overwritten. Instead, add comments outside the brackets.
Action field
(Click here for general information about the Payments tab and subform.)
The Action field in the Payments subform reflects the type of activity that has taken place or will take place during the life of a loan.
Using the Action field options, you can set the following scenarios to take place. The entry in the PostingDate field associated with
an action indicates when it took place or will take place.
„
Disbursement—Use this action to record any payout of funds to the borrower, entering the date on which the funds
became available to the borrower in the PostingDate field and the amount distributed in the Amount field. (Leave all
other fields blank.) See Set terms and disburse funds.
„
Payment—Use this action to record that a loan payment has been received, entering the date on which it was received
in the PostingDate field and the amount received in the Amount field. See Recording regular payments.
„
Payment—manual¯Use this action to override the amount of interest applied from the payment. If this is a participation
loan and you are trying to match principal and interest amounts from another lender, all of your payments may be
manual payments. See Overriding fee or interest calculations.
„
Payment—unscheduled¯Use this action to record a payment that pays down the principal balance, but does not affect
the next payment date (Next field) or pay interest. See Recording unscheduled payments.
„
Set current—Use this action to make a delinquent loan no longer delinquent. The next payment date (Next field) is
updated to one repayment period after the posting date (PostingDate field) of this action. This also affects the D30, D60
or D90 values, which are cleared of overdue amounts. See Adjusting the next payment due date.
„
Set interest only—Use this action to record interest paid on the loan. Use this action only when the normal payment
(Each field) has been suspended and only interest is due on the loan. See Setting an interest only period.
„
Set payment amount—Use this action to adjust the amount of the normal payment (Each field). The entry in the
PostingDate field for this action indicates when the normal payment amount (Each field) will change. See Adjusting the
normal payment amount.
„
Set payment due—Use this action to change when a payment is due. For example, if a payment is due on the 1st of the
month, use this action to change it to the 15th of the month. See Irregular or seasonal payments.
„
Set payments manual—Use this action to make Pearl stop calculating when the next payment is due. You enter in a
manual payment schedule when you use this action. See Irregular or seasonal payments.
„
Set payments regular—Use this action to return to a normal repayment schedule after a Set payments manual period.
„
Set principal & interest—Use this action to return to a normal repayment amount after a Set interest only period.
„
Set rate—Use this action to change the interest rate on a loan. The rate change takes place on the date entered in the
PostingDate field for this action. See Adjusting the interest rate.
Show field
(Click here for general information about the Payments tab and subform.)
Use the Show field to control which records are displayed in the Payments subform and which corresponding values are shown in
the Amt Shown, Fee Shown, Int Shown and Prin Shown fields below the subform. For example, when Recent (the default option)
is selected in the Show field, Pearl displays all loan activity to date that occurred during the twelve months, and the values below the
subform display the total amount paid (Amt Shown), total of all late fees (Fee Shown), total interest (Int Shown) and total principal
(Prin Shown) paid on the loan during the past twelve months.
Show options include:
„
All: Displays all actions and payments for the loan.
„
Recent (default): Displays all actions and payments for the last twelve months.
„
This Year: Displays all actions and payments for this calendar year.
„
Last Year: Displays all actions and payments for the previous calendar year.
„
Selected Year: Displays all actions and payments for the selected calendar year. For example, if the entry selected in the
subform has a posting date of 1/15/2007, all entries with a 2007 posting date are displayed.
„
Selected Year Ending 6/30: Displays all actions and payments from July 1
be changed to match your fiscal year.
„
Payments: Displays disbursements and payments only.
„
Set Terms: Displays actions only.
st
through June 30th of the selected year; this can
Payment display fields
(Click here for general information about the Payments tab and subform.)
Pearl automatically completes the following fields on the Payments tab after you define the loan's initial terms and record the initial
disbursement, and updates them as you record payments and set actions in the Payments subform.
Payment display fields include:
z
Last: Displays the date on which the most recent loan payment was made.
z
Next: Displays the next date on which a loan payment is due. On a new loan, Next is the date one period (MoPaym) after
the initial disbursement of funds.
z
Each: Displays the current amount expected for each loan payment. This amount is calculated based on the initial loan
terms and initial disbursement. You can make adjustments to this field, by making changes in the Payments subform. (See
Adjusting the normal payment amount.)
z
Amt Shown, Fee Shown, Int Shown and Prin Shown: The amounts shown in these fields depend on what is currently
displayed in the Payments subform. For the timeframe specified in the Show field, Amt Shown displays the total amount
paid, Fee Shown displays the total of all late fees, Int Shown displays the total interest and Prin Shown displays the total
principal paid on the loan.
z
D30, D60, D90: Displays the amount that is 30 to 59 (30), 60 to 89 (60) or 90 days overdue. When payments are made, they
are always applied to the oldest overdue amount first. The amounts in the D30, D60 and D90 fields include both the principal
and interest that was expected.
z
Balance: Displays the current amount of principal left to repay on the loan.
z
Accrued: Displays the amount of interest that has accumulated since the last time a payment was received. On a new loan,
this is the amount of interest that has accumulated since the disbursement of funds.
z
Daily: Displays the current amount of interest charged each day on the loan. This amount is based on the current principal
balance left to pay on the loan. As the principal balance is reduced through repayment of the loan, the daily amount of
interest collected is also reduced.
z
Balloon: Displays the loan’s final payment amount, due on the loan’s maturity date. A balloon payment is generated if the
term (Term) and amortizing term (Amort) are different, or if the borrower is in arrears far enough that the final payment will be
more than one and one-half times a normal payment (Each).
z
Payoff: Displays the amount that the borrower would have to pay today to complete the repayment process. This is the sum
of the Principal Balance amount and the Accrued interest amount (Balance + Accrued).
Regular fixed terms
To create a regular fixed terms loan, follow the steps described in the Set terms and disburse funds topic. After completing these
steps, you’ll record payments as they are received and make adjustments as needed; see About payments and adjustments and
Recording regular payments.
The subform below shows the payments schedule for a regular, fixed terms loan:
Variable interest rate
Your organization may offer variable interest rate loans. For example, you might charge borrowers 5% interest initially on the loan,
and then once a year, change the interest rate based on the current prime lending rate.
If you know in advance what the new interest rate will be, enter that information in the Payments subform; otherwise, change the
interest rate when the rate change actually occurs. You can also make an interest rate change retroactive; if you do so, however,
remember that since interest was already calculated on payments, you will need to make manual adjustments to the General Journal
to account for the interest change.
1.
Display the loan record on the Loan Servicing form.
2.
Complete the steps described in Set terms and disburse funds.
3.
If rate change dates and values are determined at the time of closing, enter them into the subform when the loan funds
are disbursed.
„
Click the PostingDate field in the next blank row (*). Enter the date on which the rate change takes effect.
„
Tab to the Action field and select Set Rate.
„
Tab to the Rate field and enter the new interest rate.
Note: If you know when the interest rate will change, but not what the new rate will be, enter a Set Rate action, leaving the Rate
value set to 0.0000 until you know what the rate will be.
Note: If the amount expected for each payment (Each) will change, use a Set Payment Amount action along with the rate
change. See Action field for details.
Irregular or seasonal payments
If a loan’s repayment schedule doesn’t follow a regular pattern, you can create a schedule for it. For example, you may want to
accommodate an organization whose income is cyclical by scheduling payments only for certain months of the year. To do so, use
the Set Payments Manual action to create a schedule.
1.
Display the loan record on the Loan Servicing form.
2.
Complete the steps described in Set terms and disburse funds.
3.
Create your own payments schedule.
„
Click the PostingDate field in the next blank row (*). Enter the same date as the PostingDate for the first calculated Set
Payment Regular action.
„
Tab to the Action field and select Set Payments Manual.
„
Click the PostingDate field in the next blank row (*). Enter the date by which the first payment should be received.
„
Tab to the Action field and select Set Payment Due.
„
Repeat the last two bulleted items until you’ve defined each time a payment is due through the lifetime of the loan.
Note: If the amount expected for each payment (Each field) will be different from what Pearl calculated, change the
amount shown on the first Set Payments Regular record.
Interest only period
Follow these steps to set an interest only period for the loan. For example, the loan might begin with a interest only payment period.
To define this period, use the Set Interest Only and Set Principal & Interest actions in the Action field. You can also set an
interest only period later for the loan, as described in Setting an interest only period.
1.
Display the loan record on the Loan Servicing form.
2.
Complete the steps described in Set terms and disburse funds.
3.
Define the interest only payment period.
„
Click the PostingDate field in the next blank row (*). Enter the same date as the PostingDate for the first calculated Set
Payment Regular action.
„
Tab to the Action field and select Set Interest Only.
„
Click the PostingDate field in the next blank row (*). Enter the date on which the loan should revert to both principal and
interest being due.
„
Tab to the Action field and select Set Principal & Interest.
Note: When you set a Set Interest Only action, you should always create a Set Principal & Interest action.
Pearl recalculates the normal payment amount, displayed in the Each field. The calculation used to determine the new regular
payment amount is: Outstanding Principal Balance x Rate/365, which determines the daily interest accrued on the outstanding
balance. That number is multiplied by 30.41667 (average number of days in a month 365/12), then that number gets multiplied by
the number of months between payments or Daily x 30.41667 x MoPaym. (Due to rounding, manual calculation of this number will
be slightly different from what Pearl calculates.)
About payments and adjustments
After you have set the loan in motion by defining its terms and configuring any special actions, you’ll use the Payments subform to
record payments as they are received and make adjustments as needed.
You can perform the following tasks.
Record payments
„
Record regular payments
„
Record underpayments
„
Record overpayments
„
Record unscheduled payments
„
Record void payments
„
Override fee or interest calculations
Record adjustments
„
Adjust the normal payment amount
„
Adjust the next payment's due date
„
Adjust the rate
„
Adjust the principal amount
„
Set an interest only period
„
Restructure the loan
Other activities
„
Record additional disbursements
„
Set up loan fee calculations
„
Record other (non-late) fees
Finish loans
„
Pay off a loan
„
Write off a loan
„
Refinance a loan
Recording regular payments
Follow these steps to record a payment received for the expected payment amount. If the payment amount is less than expected,
see Recording underpayments. If the payment amount is more than expected, see Recording overpayments.
1.
Display the loan record on the Loan Servicing form.
2.
Click the Payments tab.
3.
In the PostingDate field of the first new record row, enter the date on which the payment was received. Tab to the
Action field.
The default value for the Action field is Payment, which you will leave.
4.
Click elsewhere on the form, outside of the subform.
After you click elsewhere:
„
If you have Pearl Fund Accounting, a General Journal transaction is automatically created for the payment. The value of
the Folio field will be {pend} until the payment has been posted to the ledger, then the Folio field is updated to ‘CR’ plus
the month and day the payment was processed and posted to the ledger (for example, CR0215 appears for a payment
posted on February 15th).
„
Pearl recalculates values in the subform to reflect the new payment. If you are using Fund Accounting, Pearl
automatically completes the Amount field with the expected (Each) value and calculates the Fee, Interest, Principal and
Balance fields, where:
z
Fee is the portion of this payment that was used to pay a late fee. Fees are calculated only if the FeesApply field
is checked and you have set up loan fee calculations.
z
Interest is the portion of this payment that paid the accrued interest.
z
Principal is the portion of this payment that paid down the principal owed.
z
Balance is the amount of principal left to pay on this loan.
Note: Payments are applied first to fees owed, then to interest owed and finally to the outstanding principal balance of
the loan.
„
Pearl recalculates other form values to reflect the new payment, including the Next, Last, D30, D60, D90, Accrued,
Daily, Balloon, Payoff and Balance fields.
„
The Rate field shows the interest rate that was in place when this payment was recorded.
„
Pearl adds information to the Comments field concerning the payment. For example, Pearl inserts in curly brackets the
required payment this entry fulfills, as in {pays 1/31/2007}. Pearl also includes comments about overpayments or
underpayments, extra interest applied to a payment or unpaid interest.
Note: Do not remove comments Pearl adds in { } brackets. However, you can enter your own comments outside of the
{ } brackets.
Recording underpayments
Follow these steps to record payments received for less than the expected amount.
1.
Display the loan record on the Loan Servicing form.
2.
Click the Payments tab.
3.
In the PostingDate field of the first new record row, enter the date on which the payment was received. Tab to the
Action field.
The default value for the Action field is Payment, which you will leave.
4.
Enter the payment amount in the Amount field, then click elsewhere on the form outside of the subform.
When you enter an underpayment, the Last field is updated to reflect that a payment was received, but the Next field remains
unchanged since the required payment obligation was not fulfilled. In addition, a comment is displayed in the Comment field,
indicating the amount by which the payment was short (for example, {short $16.67}).
Payments are applied first to fees owed, then to interest owed and finally to the outstanding principal balance of the loan. If the
underpayment does not cover the outstanding interest owed on the loan, Pearl adds another comment to the Comment field,
indicating the amount of unpaid interest (for example, {$30.24 int unpaid}.
For information about catch-up payments, see "Resolving short amounts" in the Recording overpayments topic.
Recording overpayments
Follow these steps to record payments received for more than the expected amount. You’ll need to know how the borrower wants
the excess amount applied:
„
Excess applied to principal—Sometimes borrowers make overpayments to reduce their outstanding principal balance, but
still expect to make the next payment when due.
„
Excess applied to past or future payments—Sometimes borrowers send several payments at once. They may be making
up for past delinquent payments or underpayments, or, if they expect to be unavailable to make the next payments, they may
send one payment that covers these future responsibilities. Pearl will automatically split the large payment into several line
item rows for you, assign all the same date received (PostingDate field) and update the next payment due date (Next field)
accordingly.
1.
Display the loan record on the Loan Servicing form.
2.
Click the Payments tab.
3.
In the PostingDate field of the first new record row, enter the date on which the payment was received. Tab to the
Action field.
The default value for the Action field is Payment, which you will leave.
4.
Enter the payment amount in the Amount field, then click elsewhere on the form outside of the subform.
When you enter an overpayment, a message appears, asking how you want to apply the extra amount. In the example below,
the borrower sent $500 instead of $416.67, the expected amount.
„
Click No to apply the extra amount towards paying down the outstanding principal balance. As the example below
shows, the date in the Next field was incremented by one period only. In the Comment field, a note was added, stating
that the extra portion of the payment was applied to the principal.
„
Click Yes to apply the extra amount towards past due and/or future payments. Suppose, in the example below, the
borrower sent a large overpayment to cover future payments:
After you click Yes, Pearl creates several subform records for the future payments. Any fees and as much accrued interest
as possible are paid out of the first payment. Subsequent payments often show $0.00 for the interest portion of the record. In
addition, the Next payment date was incremented by the number of payments covered by the overpayment.
In the example above, the overpayment covered three full payments (January through March). There was an additional
$52.82 for which Pearl created a new payment record. Since this doesn’t represent a full payment, the Comment field
contains the {short $2,096.24} remark. This extra amount probably wasn’t intended to be applied toward an entire other
payment. To avoid a series of {short $x,xxx} comments, follow one of the options below to resolve the short amounts.
Resolving short amounts
Option 1
Manually add the $52.82 to the last full payment on that same date. The $52.82 will be applied to the outstanding principal
balance. Then delete the separate record for the $52.92.
Option 2
Leave the original breakout of the $52.82, but click No after you enter the next payment and are prompted about splitting it. In
this case, the extra principal gets applied on the next payment. You do not need to do any manual additions or delete any
records. See the results of this method below.
If the borrower sent an overpayment specifically to cover past insufficiencies, let Pearl split the payment into two records (rows):
one record for the "catch up" and the other for the next payment. In the example below, the January payment was $200 short. In
February, the borrower sent the normal payment of $1,096.01 plus the extra $200 (for a total payment of $1,296.01). When
prompted about splitting payments, the user responded Yes. Pearl created one record for the February payment ($1,069.01)
and another that covers the $200 that was short from the January payment.
Recording unscheduled payments
Occasionally, borrowers will send additional payments between payment due dates, specifically to pay down the outstanding
principal balance. This saves them money because the faster the principal balance is reduced, the less they pay in interest on the
loan. Since the reason for these payments is not to pay ahead and affect the next payment’s due date, you need to enter them as
unscheduled payments. You can override the Fee and Interest portion of unscheduled payments just like manual payments.
1.
Display the loan record on the Loan Servicing form.
2.
Click the Payments tab.
3.
In the PostingDate field of the first new record row, enter the date on which the payment was received. Tab to the
Action field.
4.
In the Action field, select Payment – unscheduled. Tab to the Amount field.
5.
In the Amount field, skip or enter the amount of the payment received.
If the payment is equal to the amount expected (displayed in the Each field), leave the Amount field blank and Pearl will
complete it. (If the amount is more than the amount expected, Pearl does not prompt you to break out the payment to multiple
payment records.)
6.
In the Fee field, enter the amount of the fee being charged on this payment. Tab to the Interest field.
7.
In the Interest field, skip or enter the interest portion of the payment.
If you leave this field blank, Pearl automatically applies as much of the accrued interest as it can.
8.
Click elsewhere on the form, outside of the subform.
Pearl automatically calculates the principal portion of the payment and displays it in the Principal field (Amount – Fee – Interest
= Principal). Notice that the Next date was not incremented.
Recording void payments
Occasionally, a loan payment check is returned from the bank NSF (not sufficient funds). You should record this in Pearl as a void
payment. Don’t delete the original payment – you want a record that the check was received and had to be reversed.
1.
Display the loan record on the Loan Servicing form.
2.
Click the Payments tab.
3.
In the PostingDate field of the first new record row, enter the date of the payment you want to void. Tab to the Action
field.
4.
Choose payment – VOID in the Action field.
5.
Click elsewhere on the form, outside of the subform.
Pearl created a reversal entry for the original entry, indicated by parentheses around the amounts.
Notice that the Next and Balance fields revert to their previous values, as if the voided payment was never made.
If you are using the Pearl Fund Accounting component, a reversing transaction (TransactionType of Payable) is created in the
General Journal for the void payment.
Overriding fee or interest calculations
When you select Payment in the Payment subform’s Action field, Pearl automatically calculates the payment portions to be applied
to fees, interest and the principal. Occasionally, you may need to override Pearl’s calculations for these fields. To do this, you’ll
select Payment - manual instead of Payment in the Action field, and then enter amounts in the Fee and/or Interest fields.
For example, you would use the Manual payment action to record payments received on loans that were originally executed with
notes stipulating fees, interest and principal according to an amortization schedule or based on a 360-day year. (Pearl’s calculations
are based on a 365-day year.) In addition, if you are the second party involved in a participation loan , you’ll need to use the Manual
payment action to enter the information you receive from the principal party on the amount collected for fees and interest. (Most
likely, the principal party’s numbers will not match Pearl’s calculations to the penny.) Generally, when your organization is the
second lending party in a participation loan, you’ll need to use the Manual payment action to enter all payments.
Note: Use caution when using the Payment – manual action, since manually entering the interest amount overrules Pearl. This
not only forgives interest or charges the borrower extra interest, but it also forgives any interest left unpaid from previous payments.
As an alternative, you may want to override only the fee and force Pearl to calculate interest, then leave the interest unchanged; this
method is described at the end of this topic.
1.
Display the loan record on the Loan Servicing form.
2.
Click the Payments tab.
3.
In the PostingDate field of the first new record row, enter the date on which the payment was received. Tab to the
Action field.
4.
In the Action field, select Payment – manual’. Tab to the Amount column.
5.
In the Amount field, skip or enter the amount of the payment received. Tab to the Fee column.
If the payment received is equal to the payment expected (Each field), leave the Amount field blank and Pearl will complete it.
6.
In the Fee field, enter the amount of the fee being charged on this payment. Tab to the Interest field.
7.
In the Interest field, skip or enter the interest portion of the payment.
If you leave this field blank, Pearl will automatically apply as much of the accrued interest as it can.
8.
Click elsewhere on the form, outside of the subform.
Pearl automatically calculates the Principal portion of the payment (Amount – Fee – Interest = Principal).
Warning: Manually entering the interest amount overrules Pearl, and may result in forgiving interest, charging the borrower
extra interest, and forgiving any interest left unpaid from previous payments. The forgiven interest is recorded in the Comment
field. If you intend to recover the interest later, make a manual note and add the interest into another future manual payment.
In the example below, Pearl calculated $174.66 due in interest for the 2/5/2007 payment. The user entered a manual payment
that stipulated an interest amount of $173. The comment indicates that $1.66 in interest was forgiven. Pearl does not make the
borrower accountable for this interest.
Override the fee but not the interest
To override only the fee:
1.
Enter the payment using the Payment action.
2.
Click outside of the subform to force Pearl to calculate the interest.
3.
Change the action to Payment – manual.
4.
Enter the manual fee you want to charge, without changing the interest that Pearl calculated.
About adjustments
Throughout the life of a loan, you may need to make adjustments, like changing the normal payment amount, adjusting the day of
the month on which the payment is due, altering the interest rate or changing the next payment due date. You make these and other
adjustments by selecting different actions in the Action field of the Payments subform. You can enter adjustments to take effect in
the future or date them so they take effect retroactively.
Select a topic:
z
Adjusting the normal payment amount
z
Adjusting the next payment due date
z
Adjusting the rate
z
Adjusting the principal
z
Setting an interest only period
z
Restructuring a loan
Adjusting the normal payment amount
1.
Display the loan record on the Loan Servicing form.
2.
Click the Payments tab.
3.
Click the first new row of the subform and enter the payment date on which the payment amount will change in the
PostingDate field. Tab to the Action field.
4.
In the Action field, select Set payment amount. Tab to the Amount field.
5.
In the Amount field, enter the amount of the new regular payment (Each field).
6.
Click elsewhere on the form, outside of the subform.
Below are two examples of this action. In the first example, the normal payment amount was changed from $1,426.68 to
$2,000.00. Since the Set payment amount action is dated before or at the same time as the next payment (Next field), the new
payment amount is displayed in the Each field.
In the second example, the loan is delinquent. A new regular payment amount is set to take place for the 1/1/2007 payment.
However, since the next payment expected isn’t on or after 1/1/2007, the Each field has not been updated. Once the December
2006 commitment is met, the new value will appear in the Each field. Also note that when the payment for December 2006 is
made, Pearl is expecting $1,288.94. If the payment is for less than this amount, the December 2006 commitment is not
considered met, and the Next date will not increment.
Adjusting the next payment due date
You may want to adjust the next payment due date in the following instances:
„
Scenario 1: A borrower who has been making loan payments at one time during the month (for example, the first of the
month), finds it easier to make payments a different time during the month (for example, the 15th of the month).
„
Scenario 2: A borrower is behind by several payments and his or her lender come to an agreement to make the loan up-todate (according to the Next field date) so late letters no longer get sent. This also updates the values in the D30, D60 and D90
fields to clear them of overdue amounts.
„
Scenario 3: A payment that was made is just a bit short, but you want to give the borrower credit for a regular payment and
increment the Next date by one period.
You’ll need to perform two separate actions to change the Next field’s date for the above scenarios.
1.
Display the loan record on the Loan Servicing form.
2.
Click the Payments tab.
3.
Click the PostingDate field in the first new row of the subform, and enter a date that is one period before the date on
which the next payment is due. Tab to the Action field.
4.
In the Action field, select Set current. Click elsewhere on the form, outside of the subform.
The Next field’s date should be one period after the PostingDate of your Set current action.
Scenario 1
In the example above, the original repayment date was the first of every month. The borrower was consistently having problems
making the payment on time, but always managed to make the payment by the 15th of the month. Negotiations between borrower
and lender yielded a change in the due date from the first to the fifteenth of each month. The original Next value was 3/1/2007, so
the Set Current action was dated with a PostingDate of 2/15/2007 (one pay period prior to the Next date the lender wants a
payment). The Next field now identifies 3/15/2007 as the next payment due date.
Scenario 2
In the second scenario, the borrower is delinquent in his or her payments, but has made an agreement with the lender to make the
loan up-to-date. The Comment field for the last payment indicates that the next payment date should be 10/31/2006. However, the
PostingDate field for the Set Current action has been set to 2/15/2007. Since this is a loan paid monthly, the Next field gets updated
to one period later (3/15/2007).
Scenario 3
In the third scenario, the borrower’s last payment was just a little short. The lender decides the short payment should still count as a
complete payment. Because the payment was short, the Next field did not increment, but remained at 2/15/2007. To force it to
increment forward to 3/15/2007, the PostingDate of the Set Current action was set to 2/15/2007. Since this is a loan paid monthly,
the Next field was then updated to one period later (3/15/2007).
Adjusting the interest rate
There may be times during the life of a loan when the interest rate needs to be changed. You can change the rate when the loan is
first established (see Create a variable interest rate loan) or as changes occur. You can even change the rate retroactively. But keep
in mind that if you make a rate retroactive, the interest on payments that have PostingDates after the rate change date will be
recalculated.
If the rate change comes between payments, the original interest rate is charged on the principal balance up to the date of the rate
change, and the new rate is charged for the days between the rate change and the payment date. For example, if the last payment
th
th
was received on December 15 , the rate changes on January 1st and a payment is received on January 10 , the original daily rate
is charged for the first 16 days, and the new rate is charged for the last 10 days of the payment period.
1.
Display the loan record on the Loan Servicing form.
2.
Click the Payments tab.
3.
Click the PostingDate field of the first new row in the subform, and enter the date on which the rate change takes
effect. Tab to the Action field.
4.
In the Action field, select Set rate. Tab to the Rate field.
5.
In the Rate field, enter the new interest rate.
6.
Click elsewhere on the form, outside of the subform.
The new interest rate is shown in the Rate field on any payments received after the Set rate action.
Adjusting the Rate for a Non-Performing Loan
When you have a non-performing loan (such as one for which no payment has been received in 90 or more days), you may want to
stop interest from being calculated. Use the Set rate action to set the rate to 0.00%. This stops interest from being calculated
starting on the Set rate action’s PostingDate.
Adjusting the principal
When you need to adjust a loan’s principal (forgiving some of the principal or adjusting the principal to match a bank statement), use
the Disbursement action with a negative value.
1.
Display the loan record on the Loan Servicing form.
2.
Click the Payments tab.
3.
Click the PostingDate field of the first new row in the subform, and enter the date on which the principal adjustment
will take effect. Tab to the Action field.
4.
In the Action field, select Disbursement.
5.
Tab to the Amount field and enter the amount by which to adjust the principal.
A negative amount reduces (forgives) principal.
6.
Click elsewhere on the form, outside of the subform.
Parentheses are displayed around the amount adjusted to show a negative amount. The principal balance is affected relative to
the amount entered. This is especially helpful if you are the second party in a participation loan , and must make adjustments to
match the primary lender’s calculated values for payment information.
Setting an interest only period
There may be periods during the lifetime of a loan when the borrower is responsible for paying only the interest on the principal
balance¯for example, as part of a loan workout or restructure. (Also see Create a loan with an interest only period.)
1.
Display the loan record on the Loan Servicing form.
2.
Click the Payments tab.
3.
Click the PostingDate field of the first new row in the subform, and enter the date on which the interest only period
begins. Tab to the Action field.
4.
In the Action field, select Set interest only.
5.
Click the PostingDate field of the next new row in the subform, and enter the date on which you expect to return to a
regular principal and interest payment. Tab to the Action field.
6.
In the Action field, select Set principal and interest.
Note: You should always create a Set Principal and Interest action when setting a Set Interest Only action.
7.
Click elsewhere on the form, outside of the subform.
On the date of the Set Interest action, Pearl recalculates the normal payment amount (shown in the Each field). The calculation
used to determine the new regular payment amount is the Outstanding Principal Balance x Rate/365, which determines the daily
interest accrued on the outstanding balance. That number is multiplied by 30.41667 (average number of days in a month
365/12), then that number is multiplied by the number of months between payments or Daily x 30.41667 x MoPaym. (Due to
rounding, manual calculation of this number will be slightly different from what Pearl calculates.)
Restructuring a loan
When a borrower is having trouble making regular payments, the borrower and lender may agree to restructure the loan.
Restructuring loans and refinancing loans are two different processes in Pearl:
z
If the terms of the loan will change significantly enough that a whole new loan document must be signed, the loan should be
refinanced. See Refinancing a loan.
z
If the original loan note stands, adjustments are simply being made and addendums are attached to the original note, set up
a restructure schedule for the loan using the Action options. See Create an irregular or seasonal payment loan, Create a
loan with an interest only period, Adjust the normal payment amount, Adjust the interest rate, or Adjust the next payment due
date.
Note: After you restructure a loan, you may want to adjust the date on which the loan’s final payment is due, by changing the
Maturity Date field on the Process tab.
Recording additional disbursements
If you work with line of credit loans or draw down loans where the principal is distributed several times during the life of the loan,
follow these steps to record these additional disbursements as they occur.
1.
Display the loan record on the Loan Servicing form.
2.
Click the Payments tab.
3.
In the PostingDate field of the first new row, enter the date on which the principal was disbursed. Tab to the Action
field.
4.
In the Action field, select Disbursement. Tab to the Amount field.
5.
In the Amount field, enter the amount of money paid out on the loan.
6.
Click elsewhere on the form, outside of the subform.
Pearl adjusts the principal balance due. If you are using Pearl Fund Accounting, a payable record is created in the general
journal.
Note: No interest is charged at the time of a disbursement. However, accrued interest is carried forward to the next
payment. The Daily field is automatically adjusted to the new amount charged in interest each day on the loan.
Important: If you want to adjust the amount of the regular payment after disbursing additional funds, use the Action field to
make this change.
Setting up loan fee calculations
You can configure Pearl’s Loan Servicing to automatically calculate loan fees in a variety of ways. You can:
z
charge a fee on each payment or on late payments only.
z
charge fees as a set dollar amount or a percentage of the payment amount due.
z
charge a fee amount that varies, depending on the number of days the payment is late.
Note: To record special (non-late) fees such as loan origination fees, see Recording other (non-late) fees.
By default, the Fee field in the Payments subform is set to $0.00. In order for Pearl to enter a calculated fee in this field:
z
The FeesApply field on the Payments tab must be checked for the loan.
z
The Loan Fee Formula setting in the Pearl Settings table must contain a fee calculation that specifies how fees are
calculated.
Note: To overwrite a fee calculated by Pearl, create a Payment - manual action, as described in Overriding fee or interest
calculations.
Follow these steps to create or edit a loan fee calculation.
IMPORTANT: Fees are recalculated every day on open loans (whose Finished field is blank), based on the loan fee formula in the
Pearl Settings table. If you change the loan fee formula, payments with a Payment action are recalculated according to the new
formula. If you are changing the loan fee formula, first run an update query to change all Payment actions to Payment – manual
actions to prevent the old fees from being recalculated. Call Bromelkamp Company LLC for assistance.
1.
Unhide the Access database window.
Select Unhide from the Window menu. When the Unhide window is displayed, click OK.
2.
Click the Tables object.
Pearl tables are displayed.
3.
Double-click the Pearl Settings table.
4.
Click the SettingName field in a new record line (*) and type Loan Fee Formula.
5.
Tab to the SettingValue field and enter a loan fee calculation.
Use the following syntax:
<days late>,<dollar amount of fee or percentage of Each>, (repeat as needed for each level of lateness for which you are
charging a fee)
Follow these guidelines:
„
Separate values with commas.
„
Insert a percent sign after values that represent percentages.
„
Inserting a dollar sign ($) before dollar values is optional.
For example, the formula shown below means that a $2 fee is charged if the payment is 0 days late, a $30 fee if the payment is
up to 16 days late, and a $50 fee is charged if the payment is 17-31 days late.
You can mix dollar amounts and percentages in a fee formula, and can have more than one basis for the same level of lateness
(see the third example below). If a fee is to be charged for every payment, even if it is not late, enter a pair of values for 0 days
late.
„
„
„
„
6.
Example #1: Loans have a 15 day grace period, then a 5% late fee is charged, with 5% more charged for each
subsequent 15 days the payment is late.
16,5%,31,10%,46,15%,61,20%,76,25%
Example #2: Loans have no grace period¯a $10 late fee is charged on payments up to 30 days late, then $20 for an
additional 30 days late, $30 for the next additional 30 days late, and so on.
1,$10,31,$20,61,$30,91,$40,121,$50
Example #3: Loans have no grace period¯between 1 and 30 days late, a fee of $10 or 5% of the payment amount
(whichever is greater) is charged. After that, the fee percentage increases by 5% each additional 30 days late.
1,$10,1,5%,31,10%,61,15%,91,20%,121,25%
Example #4: In this case, a fee of 0.5% is charged on every payment regardless of when it is received¯for example,
for credit insurance.
0,0.5%
Close the Pearl Settings table by clicking the close box. Choose Hide from the Window menu to hide the Access
database window.
Recording other (non-late) fees
You can record non-late fees such as closing cost fees or loan origination fees that your organization collects, as long as the fees
are NOT posted before the initial loan disbursement.
Follow these steps to record special fees.
1.
Create an unscheduled payment.
See Recording unscheduled payments for details.
2.
Enter the fee in the Fee field, but leave the Interest and Principal fields blank.
3.
In the Comment field, type a description of the special fee.
For example, enter "Loan Origination Fee" or "Closing Fee."
About finishing loans
A loan is complete when the payoff amount (principal balance + accrued interest) goes to $0.00. You should finish the loan in the
following cases.
Note: The balance and payoff amounts should always be $0.00 before you finish a loan.
z
The borrower completes the terms of the loan and has paid back all principal and interest owed. See Paying off a loan for
details.
z
The borrower and lender change the terms of the loan significantly enough that a new loan note is created, the original loan
is concluded and a new loan created. The payoff of the original loan becomes the amount of the initial disbursement of the
second loan. See Refinancing a loan for details.
z
The borrower defaults on the loan. After a period of time, when it is clear the loan will never be repaid, the remaining amount
due on the loan is written off to bad debt. See Writing off a loan for details.
z
The loan is denied or withdrawn for some reason. See Deny or withdraw a loan for details.
z
Your organization decides to give the money to the borrower as a grant instead of a loan; repayment is not expected. Finish
the loan as described in Deny or withdraw a loan, but select G (Convert to Grant) in the Finish field.
Paying off a loan
After entering the final payment on the loan, complete the following steps to finish the loan in Pearl.
1.
Display the loan record on the Loan Servicing form.
2.
Click the Finish field (near the top of the form) and select P (for paid off).
3.
Click the Finished field (at the top of the form), type the date on which the last payment on the loan was made, then
click elsewhere on the form.
After you complete the Finished field and click elsewhere on the form, all fields on the loan form (except the Finished field) turn
gray and are locked to changes. To unlock the record, remove the date from the Finished field.
If the last payment is an underpayment
Occasionally, the borrower may send slightly more or less than required for the final payment. Follow these steps if the last payment
is slightly insufficient and you decide not to collect the unpaid amount.
1.
Enter a regular payment for the amount received in the last payment.
2.
Create another payment for the amount still owed. Make a note in the Comment field that you are forgiving the amount.
3.
Make an adjustment in your ledger so that this final payment is a credit to the Loans Receivable account and a debit to
the writeoff or bad debt account.
Note: For those using Pearl Fund Accounting, a general journal record is automatically created for the last payment (the
amount being forgiven). You need to change the receivable record created so that the debit side of the transaction is to the
writeoff or bad debt account, not the default cash account.
4.
Finish the loan as described above.
If the last payment is an overpayment
Follow these steps if the last payment is slightly more than needed to pay off the loan.
1.
Enter a regular payment for the amount received in the last payment.
This will create negative balance and payoff amounts.
2.
Click the PostingDate field in the next new row in the subform, and enter the same date as the last payment. Tab to the
Action field.
3.
Click the Action field and select Disbursement.
4.
Tab to the Amount field and enter the amount of the overpayment.
5.
Make a note in the Comment field that this disbursement was done to return an overpayment on the loan.
6.
Click elsewhere on the form, outside of the subform.
Note: For those using Pearl Fund Accounting, a general journal record is automatically created for the final disbursement.
You may want to modify the Memo field of the payable record created to indicate that it was created to return the excess
received on the final loan payment.
7.
Finish the loan as described above.
Refinancing a loan
If the terms of a loan change to the degree that a new note is signed between the borrower and lender, you should refinance the
loan in Pearl. Refinancing involves closing the first loan and creating a new loan whose initial disbursement is the payoff amount of
the original loan.
1.
Display the loan record on the Loan Servicing form.
2.
Click the PostingDate field in the first new row of the subform, and enter the date on which the refinance takes effect.
This is the date on the loan note.
3.
Tab to the Action field and select Payment.
4.
Tab to the Amount field and enter the payoff total.
This brings the payoff and balance totals to $0.00.
5.
In the Finish field, select R (for refinance).
6.
Create a new loan.
For details, see Create a loan record and Set terms and disburse funds.
7.
Enter values in the Term, Amort and MoPaym fields.
8.
In the Reinfrom (refinanced from) field, enter the loan number of the original loan.
9.
On the Process tab, complete the distribution subform.
The amount of the initial distribution is the payoff amount from the original loan.
10.
Enter the interest rate for the new loan when prompted.
11.
Go back to the original loan and click in the Refin (refinanced to) field. Enter the ID number of the new loan.
12.
In the Finished field, type the date on which the refinancing takes effect, then click elsewhere on the loan form.
When the Finished field is filled in with a date, the entire loan screen is locked to changes. To unlock the screen, remove the
date from the Finished field.
Writing off a loan
If a borrower defaults on a loan and there is no chance of recovering what is owed, write off the loan to bad debt. This involves
bringing the balance of the loan to $0.00 and finishing the loan.
1.
Display the loan record on the Loan Servicing form.
2.
Click the PostingDate field in the first new row, and enter the date on which the write-off takes effect.
3.
Tab to the Action field and select Payment.
4.
Tab to the Amount field, and enter the payoff total.
This brings the payoff and balance totals to $0.00.
5.
Make an adjustment in your ledger so that this final payment is a credit to the Loans Receivable account and a debit to
the writeoff or bad debt account.
Note: For those using Pearl Fund Accounting, a general journal record is automatically created for the last payment (the
amount being written off). You need to change the receivable record created so that the debit side of the transaction is to the
write-off or bad debt account, not the default cash account.
6.
Click the Finish field and select W (refinance).
7.
Click the Finished field, type the date on which the write-off takes effect, and then click elsewhere on the loan form.
Note: If a loan payment is received for a loan that has been written off, do not record this payment in the Loan Servicing
system.
Using the Loan Status function
At the beginning of each day, the Accrued Interest, Balance and Payoff fields, among other fields in the Loan Servicing system,
are automatically recalculated, so these values are kept up-to-date. However, there are times when you may need to know the
values of these fields on a specific date. For example, you might want to know how much principal and interest each borrower paid
as of the last date of the year.
Use Pearl’s LoanStatus function to report the value of a Loan Servicing field on a given date. You can use this function as a control
on a report or form, or as an expression in a query.
Note: Including the LoanStatus function in a report can significantly increase the time the report takes to process, depending on
the number of times the function is used in the report and the number of loan payments stored in the system.
Note: LoanStatus is an advanced function. If you need assistance, call Bromelkamp Company LLC technical support.
The Loan Status function’s format is as follows:
LoanStatus(loanNumber, #Effective Date#, "Field")
z
Between the parentheses, enter the loan’s number (loanNumber), the date for which you want values (Effective Date) and
the name of the field whose value you want returned (Field).
z
When using LoanStatus as a control on a report or form, enter an equals (=) sign before the function name.
z
When using LoanStatus as an expression in a query, enter an expression name before the function (as shown in the
examples below).
For example, to compute the balance for Loan 143 on March 31, 2007, you would type:
LoanStatus (143,#3/31/07#,"balance")
The example above returns the balance for a specific loan on a specific date. In reports, you’ll need to calculate the balance for each
loan on the report, and you’ll want to be able to specify a different effective date each time the report is run. To accomplish this,
enter the following expression in the query upon which the report is based: (LSBalance is a suggested name for the expression; you
may use whatever expression name you would like.)
If you are setting up the LoanStatus function as a control on a report, enter the following:
In either case, when you access the report or form, you are prompted to provide the effective date.
You can return values for any of these fields:
Field
Value returned
rate
Interest rate
each
Payment amount
balance
Balance
accrued
Accrued interest
payoff
Payoff amount
paid
Total payments paid
fee
Total fees paid
principal
Total principal paid
interest
Total interest paid
ytd
Total interest paid this year
next
Date next payment due
The D30, D60, D90 and D120 fields are not yet implemented.
About loan reports
Pearl provides a variety of standard reports that you can use as is or customize using Access’ design functions. (Choose Microsoft
Access Help from the Help menu for details about designing reports.)
Standard loan reports include:
„
Cash Payments Received per Period report
„
Delinquent Loans report
„
Detail Loan History report
„
Loan Status By Date report
„
Loans Receivable Activity report
„
Active Loans List report
„
Pearl Loan Amortization report
Cash Payments Received per Period report
This report lists loan payments made (based on their posting date) during a date range you specify, sorted alphabetically by
borrower name.
How it works: Payment records are selected if the action is some type of payment (like "payment*") and the PostingDate is between
the specified dates. If you leave the beginning date blank, Pearl selects all records before the ending date you enter. If you leave the
ending date blank, Pearl selects all records that have posting dates on or after the beginning date entered. If you leave both dates
blank, Pearl selects all payment records, regardless of posting date.
Delinquent Loans report
This report lists loans that are overdue as of the date you specify. The report also lists any Chronicle events for loans that have
taken place in the past 90 days.
How it works: Loan records are selected if the Finished field has not been completed (Finished is null) and the Next date comes
before the date you specify (Late as of what date?). If you leave the Late as of what date? prompt blank, Pearl uses the current
computer date. Any Chronicle entries dated (EventDate) within the last 90 days also print on the report.
Detail Loan History report
This report lists all of the payment and disbursement activity that took place for each open loan during the date range you specify.
This report is sorted by loan number, and the activity for each loan is listed in order by posting date.
How it works: Loan records are selected if the Finished field has not been filled in (Finished is null), the action is a disbursement or
any type of payment, and the posting date falls between the two dates you specify. If you leave the beginning date blank, Pearl
selects all records before the ending date you enter. If you leave the ending date blank, Pearl selects all records that have posting
dates on or after the beginning date entered. If you leave both dates blank, Pearl selects all payment records.
Loan Status By Date report
This report displays information about loans with a balance greater than zero on the date you specify. It shows the balance, accrued
interest, payoff, principal, interest, and fee values as of the date entered. Loans are sorted by loan number. Use this report to show
borrowers where the loan stood as of a certain date, such as the end of the year.
How it works: Loan records are selected if they have a balance due as of the date you specified.
Loans Receivable Activity report
This report lists loans that were active during the date range you specify. The report shows the principal balance of the each loan as
of the beginning date (From what date?), the total amount paid between the two dates specified, the total of the principal, interest
and fee amounts paid during the period specified, and the balance due on the loan as of the ending date specified (To what date?).
The loans are listed in alphabetical order by borrower name.
How it works: Loan records are selected if the loan was active between the dates specified (Finished field is null) or is after the
beginning date you specified and if the original disbursement (Disburse) of the loan took place prior to the ending date you specified.
The Ending Receivable column is calculated by adding the Ending Balance to the Ending Interest Accrued.
Active Loans report
This report lists all active loans, sorted by borrower name.
How it works: Loan records are selected if the Finished field is null (blank) and there is a principal balance remaining (Balance>0).
Pearl Loan Amortization report
This report provides three variations of a loan amortization schedule.
Note: Typically, users preview and print this report for a displayed loan record by clicking the Amort button at the top of the
Loan Servicing form. If you preview or print this report from the Pearl Navigator instead, you may want to use a filter to specify a loan
record (for example, you might enter a filter of: Loan=113).
When you select this report, you are prompted to specify whether you want the report generated by loan (typical amortization
schedule), by month (for multiple loans) or as a summary.
z
By Loan (shown below): Specifying this option produces a typical amortization schedule, showing each activity that has
taken place or is scheduled to take place on the loan. This includes disbursements, payments made and projected
future payments for the life of the loan.
z
By Month: This version was designed to run for multiple loans. It provides you with a monthly cash flow of both past and
projected payments, and shows details for each month and totals by month. Each detail line includes PostingDate,
Amount, Fee, Interest Principal and remaining Balance for each actual or projected payment. You may find the following
filters useful:
Filter
What it does
z
z
PostingDate>=Date()
Generates a schedule of projected payments only
Finished is null and QryLoan.Balance>0
Generates a schedule for active loans only
PostingDate>=#1-1-07# and
PostingDate<=#12-31-07#
Generates a schedule for the calendar year
Summary: This version is similar to the By Month version, except that it provides a summary view rather than a detail
view. It displays total Amount, Fee, Interest and Principal amounts for each month that payments are scheduled (or were
scheduled) to be made.
Below is a Loan Amortization (By Loan) report:
Download PDF
Similar pages