Differences Between SunSystems 5.4 and 6 Overview for end users

Changes you will find in sunsystems 6.2 Although most of the SunSystems processes and procedures work exactly like they always have worked, there are a few changes. Here are the changes that will be most apparent to end users

Ledger Entry Forms The Ledger Entry forms in SunSystems 6 have a fresh new look!

Some of the changes are: The forms work exactly like they always have … they are simply arranged differently. Some of the changes are: The Analysis fields are lined up in the new form – you don’t have to bounce all over the place Analysis Code label fields are nice and wide, making it easier to see the entire Code description

The Second Reference field has been moved into the header

Several “For” fields have been moved from the Long Description tab to a more convenient location on the Line Details tab.

Ledger entry forms But the good news is that Ledger Entry works just like it always has. You will soon get used to the new forms.

Analysis dimensions The biggest change is to SunPlus Analysis Dimensions

Ledger Analysis 1 Historically, Ledger Analysis 1 has been used as the Second Reference In SunSystems 6.2, Second Reference is no longer an Analysis Dimension Instead, Second Reference is automatically assigned by the system The user can specify the format for the Second Reference as part of the system setup The Second Reference field in Ledger Entry has been moved into the header portion, where the user can see the reference assigned by the system Second Reference will now be Check Number, Receipt Number, Invoice Number, etc.

Ledger Analysis 1 In SunSystems 6.2, Ledger Analysis 1 is the Resource Dimension (RSCE) Resource allows the organization to track the various allocations of assets The Allocated Functions that you are used to finding in Ledger Analysis 4 – Function, are now Resource Analysis Codes This reassignment makes it easy to track both Allocation and Function Instead of picking either an Allocation or a Department Function, you can tag a transaction with both the Allocation AND the Function The Resource Analysis Codes are displayed for your information on the next slide

Resource Analysis codes

Ledger analysis 4 - function Because the Allocated analysis has been moved to Ledger Analysis 1, the Function Dimension can focus exclusively on the Departments or Cost Centers Because multiple allocated funds can be spent by a cost center, by separating the allocation out of FNCT, we can now track spending by a certain department; for instance, how much as the Evangelism Department spent regardless of whether they are spending allocated on non-allocated resources?

Ledger analysis 4 - function Capital Functions – UFTF, UFNT, UFUN, UFIN, AFO, AFC – are no longer Functions. They are now Resources (RSCE). Fund 10 and Fund 20 will no longer have specific FNCT codes. All FNCT codes can be used by either Fund 10 or Fund 20 NOIxxx and NOUxxx are no longer FNCTs When buying a piece of equipment for Treasury, RSCE will be UFIN / FUND will be 20 / FNCT will be AUTREAS01 Fixed Asset purchases that are not assigned to a specific function can be tagged with either SUINHOU01 – In-House Operations or PSGENER01 – General Program Services FNCT.

Ledger analysis 4 - function Any income or expense generated by the AFO or AFC RSCE that is not assigned to a specific function can be tagged with PSGENER01. At implementation time, when a Beginning Fund Balance is entered into 500100 with UFNT, UFTF, UFIN, UFUN, AFO or AFC RSCE the PSGENER01 FNCT can be tagged. SUINHOU01 – In-House Operation has been added to the Support Services section of the FNCT Dimension as part of Core. Any expense that cannot be distributed to various functions can be charged to SUINHOU01. SUGENER01 – General Institutional has been added to the Support Services section of the FNCT Dimension as part of Core. Any expense incurred by the organization on behalf of other institutions even though the organization itself is responsible for the bill – i.e., expenses of committee members from subsidiary organizations during year-end meeting – can be charged to SUGENER01.

Ledger analysis 5 - restriction There are only 4 RSTR codes in v6: 0 Unrestricted Unallocated Restriction 3 Tithe Restriction 7 Temporarily Restricted 9 Permanently Restricted

Ledger analysis 5 - restriction Uses of Restriction Codes 0 – Unrestricted Unallocated Restriction can be used by UFNT, UFUN, UFIN, AFO, and AFC Resources 3 – Tithe Restriction can be used by UFTF, AFO, and AFC Resources ONLY 7 – Temporarily Restricted is for AFO and AFC Resources ONLY 9 – Permanently Restricted is for AFO and AFC Resources ONLY In v6 Restriction is tied more closely to Resources than to Functions. Functions can be tagged with any Restrictions.

Transfer natural accounts In version 6.2 there are three transfer accounts 992110 – Transfers Between Resources TFWW will be the Resource Code FUND/FNCT/RSTR will be the same 995110 - Transfers Between Functions TFWW will be Function Code FNCT will be different RSCE/FUND/RSTR will be similar 997110 – Transfers Between Funds RSCE/FNCT could be different RSTR will be the same

Analysis code interface When you open the Analysis Code menu function, things will look a little different:

First you must select the Analysis Dimension and click OK

You will be taken into the familiar interface

Asset register setup In v6 the asset dimension, especially the FNCT to which the asset is assigned can be the same FNCT in the Asset Posting Preset. Any asset that has no been assigned to a specific FNCT can be assigned to PSGENER01 – General Program Services and that FNCT code can be its preset. There is no longer a specific FNCT code for FUND 10 or FUND 20. Depreciation is charged to the FNCT to which the asset is assigned. In the Asset Posting Presets RSCE code UFIN must be Mandatory.

reports Another big change in SunSystems 6 involves the way reports are used and maintained You will now go to the Report Manager to find your reports

Report manager

Report Manager Some reports, such as the Journal Listing, will still automatically be displayed after posting, if that is how your system has been configured Other reports can be found in Report Manager There are several folders in Report Manager that may seem pretty confusing When you get into your system, take a few minutes to browse through them to get used to where you can find the reports you need

Report Manager Directory

Report manager Notice that the _SunPlus folders in the directory contain the lists of SunPlus specific reports To open a report, click on the blue Name link A subsequent screen will be displayed

Here you can enter the parameters for your report: Make sure the Business Unit is correct Enter the Account Code range (or select All) Click the second icon from the left to produce the report

v

Report manager People who have been using Report Manager for awhile really like it! This is good news.  There is a very convenient Search field that you can use to find your report Type in the name of the report you need Click the search icon at the right side of the Search field

When you Search for a report, the system will create a list of all reports whose titles include those words

There are some other new report-related features as well The Action menu

You can right-click on the report title to add a report to a Favorites folder

Use the Tools menu to configure printers, etc.

There is a tiny settings icon at the far right of the screen, where you can change the way the reports are displayed in the Report Manager

The icon below the grid settings icon controls a filter

The icons in the upper left side of the Report Manager interface allow you to Edit, copy, move, delete, refresh, run, the report that you choose.

Take a little time to experiment with using Report Manager I think you will like it!