What do I need to do to close out the end of the year?
General Ledger: Complete instructions for purging General Ledger are included in the “Purge Year-To-Date” help topic. Following these instructions explicitly will help avoid unnecessary problems.
Budget figures may be added before the purge or after the purge of General Ledger since they are not affected by the purge.
Payroll: Purging of the payroll records is not required. However, there are several controls which should be updated before entering the payroll for the new year: Update:
1. Add Payroll Tax Tables (PR121) for federal and state, if applicable.
2. Add Payroll EIC Tax Table (PR122) Detailed instructions for the new tax tables are sent to you before the year end.
3. Change the Payroll Control Record (PR199) to the new payroll year, after the last payroll is run for the prior year.
Note: Printing W-2s to plain paper is a good way to check for accuracy before actually printing the W-2s. You now have the ability to print W-2s for a single employee at a time. W-2s can be printed any time of the year.
Financial Records: The addition of new revenue codes and changes to existing revenue codes may be necessary if any of the following conditions exist:
If annual pledges are made, a new revenue code must be added for the new pledge year.
If new sources of revenue will be contributed during the year i.e., a capital campaign fund, a building fund, etc.
If gifts for future years are received (i.e. prepaid pledges) and these gifts will be held for use in future years rather than for the current year, the general ledger account should be for prepaid pledges. This should be a liability account, or the general fund, or a designated fund balance.
If gifts will be received in payment of a prior years pledge or commitment, then change the general ledger account(s) to be prior year pledge receipts in the general fund.
How do I renumber individuals?
Renumbering within a family: In the Delete and Renumber application, MR102, choose Renumber, and select the family and individual to be renumbered. To renumber a child, enter the new number (e.g., 1, 2, 3, 4, etc.). The program will renumber all other children in the family.
Renumbering within different families: In MR102 you can also renumber a new individual into a family where an A1 already exists.
The system assigns a unique identification (uid) to every individual in the database that never changes. Re-numbering families and individuals does not change this system uid.
Can I type anything other than a dash between general ledger account number segments?
After completing the entries in a journal, do I have to go to the posting application to post to the general ledger?
The telephone company is changing several hundred three digit telephone number prefixes to another area code. Is there an easy way to do this?
We have multiple worship services, and want to track worship attendance all together. Can we do this?
We need to track the scheduling of rooms, buildings, vehicles, events and people. How can we do this?
You may choose to have the system do conflict checking to be sure a room or facility, or persons, are not scheduled for conflicting times. There are fast look-up inquiries to see the schedules for facilities and persons. The Scheduler includes reports to provide calendar and schedule information in a number of different ways, and a janitorial report may be printed to show what set-up and take-down is needed. Multiple janitorial groups can be tracked.
Events entered into the Scheduler can be exported directly into web calendars.
How can we deduct from our expense balances the amounts that have been purchased, but not invoiced or paid?
We need to call members from time to time to deliver messages and announce meetings. Is there an easy way to automate this?
RDS Advantage is providing telephone messaging capabilities using Voice-over Internet Protocol (VOIP) technology.
There are “Phone Messaging” options on the Member and Activity Records print menu. Use these to select a group of people to be called. After you have selected the people, click on the Phone button. This will produce a file of phone numbers and names you want to receive a recorded message and take you to the web site to record your message, and set the parameters of how you want your calls to be placed. This inexpensive method of communicating can be paid by credit card or you can be billed monthly.
This very economical and speedy service has the ability to phone any number of people and deliver your message in minutes. For example, it will take approximately three minutes to call 1,000 families (with a message of about 30 seconds). Your cost for these 1,000 calls would be about $75.00 (about 7 1/2 cents per call). This service can use up to 200 different phone lines to make your calls. The message can be any length – your cost is based upon the total number of minutes of all the calls.
There is no equipment to purchase — no minimum or maximum number of calls to make, and there are loads of user-defined criteria you can set for your calls. For example, you can have the system include the name(s) of the person called as part of the recorded message, you have ask for a reply, and the system will use your telephone caller ID. You do not tie up your own phone lines. You can see an instant on-line report of the results of the calls.
What is the fastest way to track attendance at Sunday school and other activities?
When I run the same report repeatedly, is there a way to save the selections I have made for that report?
Under the “Utility” menu, select “Find Program from a Saved Report” to see a list of all saved reports. Each user will see a list from which to select, for reports they have security access.
Is there a way to see everything about a person or family in one place?
What are the estimated computer hardware requirements for operating the RDS Advantage for Windows system?
Single user or client PCs on a network: As a general rule, if a computer has enough speed (MHZ) and RAM to operate Windows Vista/Windows7/8/10 and Windows Server and an office suite such as Microsoft Office, that computer will be more than adequate for RDS, which is a very efficient application. This usually means a minimum of 2 GHZ of processing speed with 2GB of RAM. However, there is no such thing as too much speed or too much RAM.
For servers on a network: In general, a small network server with 2 to 6 PCs can probably give adequate service with 2GB of RAM. On larger networks we suggest 2.8 MHZ of processing speed and 4GB Ram or more, depending upon the network size. These recommendations are the same to operate any network, whether using RDS Advantage or not.
Disk fragmentation: An important element in how efficiently the network functions can be dependent upon how often the server is defragmented. A heavily fragmented server will not be efficient, no matter the speed or RAM. The computer hard discs all need to be defragmented from time to time. Inadequate disk space on either a single PC, client PC on a network, or the server can adversely affect performance.
Network Considerations: Additional hardware considerations for networks involve cabling, hubs, and network cards. We recommend at a minimum the use of Category 5e cable, network hubs designated 10/100 base T (meaning they can operate at either 10 or 100 megahertz), and 10/100 base T network cards.
My backup is broken. Is there another way to backup my RDS Advantage files?
If copying toa CD or DVD drive make sure you click on the drive and select to write the files to the drive. Take the CD or DVD to another computer and make sure you can see the files and folders.
We want to place our school in a different fiscal year. Can we do that
Years are grouped in a Fiscal Year Set using General Ledger Controls & Fiscal Year Maintenance, GL199.
Example: Change from a calendar year-end to a fiscal year-end. If a 12 month year ends on 12/31 each year, the system assigns all years ending 12/31/nnnn to the same Fiscal Year Set. Up to three Fiscal Year Sets are possible. The system does not require a 13 period year to end on the same day each year.
Example: To place one fund (a school, for example) on a different fiscal year than the rest of the organization, you can change the fund for the school to a different fiscal year-end-set.
Fiscal year sets are established in General Ledger Controls & Fiscal Year Maintenance, GL199.
After at least one year is established for a Fiscal Year Set, the user can select which year in that set is the current year. The user selects one year as the default fiscal year to be used throughout the system. The system will require that a year be designated for any data to be transferred, including prior year comparative data and any budgets that have been entered. Usually at least three years need to be established in a Fiscal Year Set before attempting to transfer any fund(s) to a new fiscal year.
Each fund for an accounting entity (organization, church, school, etc.,) is linked to a Fiscal Year Set in GL130, Fund/Department Maintenance. The Fiscal Year Set links that fund to the correct year.
See Transfer Fund/Department to Different Fiscal Year Set in the on-line help for more information.