Recording Fundraising

Organizations can easily record payments received for fundraising in CCP MAX. To do so, please gather the following information to ensure a smooth setup and accurate billing.

For Setup:

• Fundraising Name. Example “CCP Apple Daycare Fundraising”
• GL Account Number for Fundraising
• Item Name for Fundraising

📌 NOTE: The Setup only needs to be done once.

For Billing and Recording Funds received:

• Name of the Child or Payer to reference in the billing and payment recording
• Date of funds received
• Dollar amount of funds received

Quick Notes and Best Practices:

When working in CCP MAX, please complete fields from left to right, one at a time. Take a moment to review your entries carefully, and always click the Save icon before proceeding to the next page

Fundraising Setup 01

To record fundraising, you will first need to set up a Company Account, GL Account, and an Item.

📌 NOTE: This section only needs to be done once. Please scroll down to FUNDRAISING RECORDING for step-by-step on how to record fundraising.

• Left Menu > Contacts
• Click Go
• Select the “+ Add Company”
  • Enter the Name
  • Associate all Locations
  • Enter the Nature of Business
• Click the SAVE icon to save

• NEXT, go to the Finance tab,
• Select the Receivables tab,
• Select the Accounts tab,
  • Click the “+” to add any and all associated Branches (Locations)
  • Click the checkmark to apply,
• Click the SAVE icon to save all

Step 2: GL Account Setup

• Left Menu > Setup
• Accounting > Fee Income > Click the magnifying icon to display a list of Accounts
• Scroll down to the bottom and select “Add Fee Income Account”
  • Enter the Number and Name > Click SAVE
  • Then, deselect the “Posting”
  • Click “Add Sub Accounts”
  • Select all Accounts (This allows you to bill accordingly throughout your branches/ location(s))
  • Click the checkmark to apply
• Click the SAVE icon to save all

Step 3: Item Setup

• Left Menu > Setup
• Accounting > Item
• Scroll down to the bottom and select “Add Customer Item”
  • Enter the Name = Fundraising
  • Description = Fundraising
  • Group = Other
  • Tax Receipt Item Type = Not Applicable
  • Account = Select the Main GL Account. (Type in the GL Number and tab off)
  • Tax Group = Non-Taxable
  • Active = ensure this is selected (blue checkmark)
  • Select the Main GL Account, first one in the list displayed.
• Then add your price > Click the “Add Item Price”
  • Enter the Price (this can be any price as it can be overridden when billing)
  • Start Date = The date when this item takes effect.
  • Click the checkmark to apply
• Review your entries for accuracy.
• Click the SAVE icon to save all.

RECORDING FUNDRAISING

Step 1 – Create a Manual Invoice

First, create a manual invoice for the Fundraising Company

• Go to Accounts Receivable,
• Billing > Manual Invoice
  • Customer = The Company you created, example “CCP Apple Daycare Fundraising”
  • Branch = Select the associated Branch
  • Reference Contact = The child associated to funds received
  • Date = The date to record funds
  • Reference Date = The date to record funds
  • Reference = Note for records
  • Address = can leave blank
• NEXT, add the item line by clicking the “+” in the Lines table
  • Item = Fundraising
  • Account = the system will select the correct account based on the Branch Selected
  • Branch = Select the Branch
  • Description = Fundraising
  • Quantity = can be overridden
  • Unit Price = can be overridden
  • Click the checkmark to apply
• Review all information for accuracy
• Click the POST icon to complete

Step 2: Create a Manual Payment

• Go to Accounts Receivable,
• Payments > Manual Payment
  • Contact = Fundraising Company (Example: CCP Apple Daycare Fundraising)
  • Branch = Should match the manual invoice
  • Reference contact = Should match the manual invoice
  • Document Date and Reference Date = Select Dates
  • Reference = Should match the manual invoice
  • Payment Method = Chequing (direct to bank)
  • Payment Method Information = Can leave blank
  • Document Total = Should match the same as manual invoice
• NEXT, go to the Applied Documents tab
  • Apply Amounts where applicable with blue checkmark,
• THEN return to your Customer Payment tab
  • Apply Amounts where applicable with blue checkmark,
• THEN return to your Customer Payment tab
  • Review for accuracy,
• Click the POST icon to complete

Step 3: Receipt List Report

NOTE: It is best practice to run this report immediately after processing the manual invoice and payment to ensure accuracy and prevent it from being mixed with other billing entries.

To review the receipt for Fundraising go to:

• Reports
• Accounting
• Receipting
• Select the Receipt List Report
  • Start Date = The Date used in your Manual Invoice and Payment
  • End Date = Same Date as Start Date
  • Customer = Your Fundraising Company (Example: CCP Apple Daycare Fundraising)
  • Branch = Select all applicable Branches
  • Include Subsidy Provider = Can be left selected or not
  • Include Grant Provider = Can be left selected or not
  • Include All Others = Can be left selected or not
  • Payment Methods = Can leave all selected
  • View Style = different PDF formats
  • Click GO to display the report
• Click the PDF Icon to Print or Save to your device

Recording Fundraising is Now Complete!