Our Finance Dept will soon be converting to a new software program and in the process we will taking a look at the current chart of accounts. We have already been told to expect a major overhaul.
I am less concerned about the time involved in re creating the process and more concerned about how these changes will affect the ongoing/previous practices within the database itself.
I am sure this is not uncommon. I was asked to submit to the network.
What would happen in Tessitura if a gl number was changed mid year for funds already associated with campaigns or for payment methods currently created/used? Does it make sense to we continue using the current structure and phase in the new process as new campaigns are created?
Is it possible to do the switch at the beginning of the fiscal year? That would make some things easier.
We changed account numbers after only a few months of Tessy use. You can easily change the account numbers in the fund setup by entering the new chart of accounts in the Accounts tab (under References) and then selecting the new account numbers for each fund. While this would not change any prior transactions, of course, it would affect anything going forward. You could use the same campaign setup but just tie it to new accounts.
It’s best if you can do it all at once; that is, ideally you change all the account numbers for all your funds over one night. I think this would be a necessity for ticketing. Development funds could be done a little more gradually – start with the campaigns that are most active if you can’t make all the changes in a day.
_______________
Julie P. Hamre
Development Associate
Strathmore Hall Foundation, Inc.
5301 Tuckerman Lane
North Bethesda, MD 20852-3385
301.581.5136; fax 301.581.5201
www.strathmore.org
Become a Strathmore Member!
Support what you love. Members enjoy advance
ticket purchase, discounts in the Shops at
Strathmore and Tea Room and access to special events.
Join now at http://www.strathmore.org/support/membership.asp
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-----Original Message----- From: Tessitura Finance Forum [mailto:forums-finance@tessituranetwork.com] On Behalf Of Michelle Wohlers Sent: Thursday, April 16, 2009 2:48 PM To: Julie Hamre Subject: [Tessitura Finance Forum] Changing Chart of Accounts Our Finance Dept will soon be converting to a new software program and in the process we will taking a look at the current chart of accounts. We have already been told to expect a major overhaul. I am less concerned about the time involved in re creating the process and more concerned about how these changes will affect the ongoing/previous practices within the database itself. I am sure this is not uncommon. I was asked to submit to the network. What would happen in Tessitura if a gl number was changed mid year for funds already associated with campaigns or for payment methods currently created/used? Does it make sense to we continue using the current structure and phase in the new process as new campaigns are created? This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Finance Forum. You may reply to this message to post to the Finance forum or visit the site to search, read and post to the forums.
This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Finance Forum. You may reply to this message to post to the Finance forum or visit the site to search, read and post to the forums.
Michelle Wohlers Tessitura Operations Lead/ Development Office Manager San Diego Symphony 1245 Seventh Avenue San Diego, CA 92101 619.615.3903 619.615.7002 Fax www.sandiegosymphony.com
From: Tessitura Finance Forum [mailto:forums-finance@tessituranetwork.com] On Behalf Of Julie HamreSent: Thursday, April 16, 2009 12:28 PMTo: Michelle WohlersSubject: [BULK] RE: [Tessitura Finance Forum] Changing Chart of AccountsImportance: Low Is it possible to do the switch at the beginning of the fiscal year? That would make some things easier. We changed account numbers after only a few months of Tessy use. You can easily change the account numbers in the fund setup by entering the new chart of accounts in the Accounts tab (under References) and then selecting the new account numbers for each fund. While this would not change any prior transactions, of course, it would affect anything going forward. You could use the same campaign setup but just tie it to new accounts. It’s best if you can do it all at once; that is, ideally you change all the account numbers for all your funds over one night. I think this would be a necessity for ticketing. Development funds could be done a little more gradually – start with the campaigns that are most active if you can’t make all the changes in a day. _______________ Julie P. Hamre Development Associate Strathmore Hall Foundation, Inc. 5301 Tuckerman Lane North Bethesda, MD 20852-3385 301.581.5136; fax 301.581.5201 www.strathmore.org Become a Strathmore Member! Support what you love. Members enjoy advance ticket purchase, discounts in the Shops at Strathmore and Tea Room and access to special events. Join now at http://www.strathmore.org/support/membership.asp or call (301) 581-5135 -----Original Message-----From: Tessitura Finance Forum [mailto:forums-finance@tessituranetwork.com] On Behalf Of Michelle WohlersSent: Thursday, April 16, 2009 2:48 PMTo: Julie HamreSubject: [Tessitura Finance Forum] Changing Chart of Accounts Our Finance Dept will soon be converting to a new software program and in the process we will taking a look at the current chart of accounts. We have already been told to expect a major overhaul. I am less concerned about the time involved in re creating the process and more concerned about how these changes will affect the ongoing/previous practices within the database itself. I am sure this is not uncommon. I was asked to submit to the network. What would happen in Tessitura if a gl number was changed mid year for funds already associated with campaigns or for payment methods currently created/used? Does it make sense to continue using the current structure and phase in the new process as new campaigns are created? This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Finance Forum. You may reply to this message to post to the Finance forum or visit the site to search, read and post to the forums.This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Finance Forum. You may reply to this message to post to the Finance forum or visit the site to search, read and post to the forums.
-----Original Message-----From: Tessitura Finance Forum [mailto:forums-finance@tessituranetwork.com] On Behalf Of Michelle WohlersSent: Thursday, April 16, 2009 2:48 PMTo: Julie HamreSubject: [Tessitura Finance Forum] Changing Chart of Accounts
What would happen in Tessitura if a gl number was changed mid year for funds already associated with campaigns or for payment methods currently created/used? Does it make sense to continue using the current structure and phase in the new process as new campaigns are created?
Michelle,
One logistical point; the GL numbers are assigned at the time of batch posting. I would therefore recommend at the time of the change you make sure that all batches are posted for the fiscal period. You can then change the GLs during the day and for the subsequent post the new GL numbers will be reflected.
This is fairly easy for operator batches but I would also make sure you are aware of the process for posting the web batch as well as any auto billing processes which may be scheduled; especially because the Auto Billing processes are often scheduled for the start or end of a month.
Best,
Anna
Anna E. Wessely
Manager Asia Pacific/Senior Application Specialist
Tessitura Network, Inc
+1 888 643 5778 x 308
awessely@tessituranetwork.com
www.tessituranetwork.com
From: Michelle Wohlers <bounce-michellewohlers2537@tessituranetwork.com>Sent: 4/16/2009 2:42:50 PM
From: Tessitura Finance Forum [mailto:forums-finance@tessituranetwork.com] On Behalf Of Bob BellSent: Thursday, April 16, 2009 1:53 PMTo: Michelle WohlersSubject: [BULK] RE: [Tessitura Finance Forum] RE: [BULK] RE: Changing Chart of AccountsImportance: Low One more thing to note is that changes to GL numbers for funds, fees and price maps are logged in the table t_gl_account_hist. When the "Reprint Posting Report" is run, it will use the GL numbers that were in place at the time the original posting was performed and will therefore reflect the numbers sent to Finance originally. Bob From: Tessitura Finance Forum [mailto:forums-finance@tessituranetwork.com] On Behalf Of Anna WesselySent: Thursday, April 16, 2009 4:03 PMTo: Robert BellSubject: Re: [Tessitura Finance Forum] RE: [BULK] RE: Changing Chart of Accounts Michelle, One logistical point; the GL numbers are assigned at the time of batch posting. I would therefore recommend at the time of the change you make sure that all batches are posted for the fiscal period. You can then change the GLs during the day and for the subsequent post the new GL numbers will be reflected. This is fairly easy for operator batches but I would also make sure you are aware of the process for posting the web batch as well as any auto billing processes which may be scheduled; especially because the Auto Billing processes are often scheduled for the start or end of a month. Best, Anna Anna E. Wessely Manager Asia Pacific/Senior Application Specialist Tessitura Network, Inc +1 888 643 5778 x 308 awessely@tessituranetwork.com www.tessituranetwork.com From: Michelle Wohlers <bounce-michellewohlers2537@tessituranetwork.com>Sent: 4/16/2009 2:42:50 PMClean Clean DocumentEmail MicrosoftInternetExplorer4 Thanks for your insights. We are hoping to coordinate with a fiscal year change, but it may not be possible. Knowing that we can change the fund account numbers without affecting previous transactions is what I was hoping to hear. I will share the information with our finance department. Michelle Wohlers Tessitura Operations Lead/ Development Office Manager San Diego Symphony 1245 Seventh Avenue San Diego, CA 92101 619.615.3903 619.615.7002 Fax www.sandiegosymphony.com From: Tessitura Finance Forum [mailto:forums-finance@tessituranetwork.com] On Behalf Of Julie HamreSent: Thursday, April 16, 2009 12:28 PMTo: Michelle WohlersSubject: [BULK] RE: [Tessitura Finance Forum] Changing Chart of AccountsImportance: Low Is it possible to do the switch at the beginning of the fiscal year? That would make some things easier. We changed account numbers after only a few months of Tessy use. You can easily change the account numbers in the fund setup by entering the new chart of accounts in the Accounts tab (under References) and then selecting the new account numbers for each fund. While this would not change any prior transactions, of course, it would affect anything going forward. You could use the same campaign setup but just tie it to new accounts. It’s best if you can do it all at once; that is, ideally you change all the account numbers for all your funds over one night. I think this would be a necessity for ticketing. Development funds could be done a little more gradually – start with the campaigns that are most active if you can’t make all the changes in a day. _______________ Julie P. Hamre Development Associate Strathmore Hall Foundation, Inc. 5301 Tuckerman Lane North Bethesda, MD 20852-3385 301.581.5136; fax 301.581.5201 www.strathmore.org Become a Strathmore Member! Support what you love. Members enjoy advance ticket purchase, discounts in the Shops at Strathmore and Tea Room and access to special events. Join now at http://www.strathmore.org/support/membership.asp or call (301) 581-5135 -----Original Message-----From: Tessitura Finance Forum [mailto:forums-finance@tessituranetwork.com] On Behalf Of Michelle WohlersSent: Thursday, April 16, 2009 2:48 PMTo: Julie HamreSubject: [Tessitura Finance Forum] Changing Chart of Accounts Our Finance Dept will soon be converting to a new software program and in the process we will taking a look at the current chart of accounts. We have already been told to expect a major overhaul. I am less concerned about the time involved in re creating the process and more concerned about how these changes will affect the ongoing/previous practices within the database itself. I am sure this is not uncommon. I was asked to submit to the network. What would happen in Tessitura if a gl number was changed mid year for funds already associated with campaigns or for payment methods currently created/used? Does it make sense to continue using the current structure and phase in the new process as new campaigns are created? This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Finance Forum. You may reply to this message to post to the Finance forum or visit the site to search, read and post to the forums.This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Finance Forum. You may reply to this message to post to the Finance forum or visit the site to search, read and post to the forums. This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Finance Forum. You may reply to this message to post to the Finance forum or visit the site to search, read and post to the forums.This message was sent automatically to you by www.tessituranetwork.com because you subscribed to the Tessitura Finance Forum. You may reply to this message to post to the Finance forum or visit the site to search, read and post to the forums.
I'd like to expand on this a bit and ask if in the case of a fund with payment schedules attached would it be wise to rename that fund, inactivate it and let those payments be carried out as they were (assuming finance is ok with that) and at the same time create a new fund with the new GL structure for any new gifts/pledges?
Cheers!
Hi Michelle
We underwent a major project last year to convert our entire Chart Of Accounts. It was loooong and complicated as it impacted on all our corporate systems, but generally I’d have to say Tess turned out to be one of the easier conversions to manage. And while it would have been lovely to coordinate the change with end of FY it didn’t happen that way, but hasn’t really mattered.
When we finally settled on a date to ‘go-live’ from that date all postings were in the new Chart, the day before they were in the old Chart (although we did delay posting entirely for approx 7 days immediately after the Tess conversion while the Finance system was converted).
As Anna and others have mentioned the only significant legacy issue is that the posting history retains the GL used at the time of posting. So while in our Finance system all the historical data was converted as part of the project, ongoing to reconcile the two systems, or for any posting date based reporting that spans the conversion period, in Tess we need to remember to select both the old and their new-equivalent GLs.
Hope that helps, but I’m happy to share more detail about how we managed the project if you want to contact me directly.
Regards
Peter
peter nelson business analyst
information systems
pnelson@SYDNEYOPERAHOUSE.COM
T+61 2 9250 7180 F+61 2 9251 7821
SYDNEY OPERA HOUSE BENNELONG POINT
GPO BOX 4274, SYDNEY NSW 2001, AUSTRALIA
SYDNEYOPERAHOUSE.COM
From: Tessitura Finance Forum [mailto:forums-finance@tessituranetwork.com] On Behalf Of Michelle Wohlers Sent: Friday, 17 April 2009 04:48 To: Peter Nelson Subject: [Tessitura Finance Forum] Changing Chart of Accounts
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Hi all -
I'm planning a chart of accounts overhaul at our fiscal year end and wanted to resurrect this forum post to see if anyone has any further comments on changing the GL number format along with actual account code changes.
Please let me know if there are any concerns with this. Am I even able to do this mid-database? Is it as simple as going in on the first day of the new fiscal year and changing the format, setting up the new accounts, and tying them to all the relevant funds, price maps, etc? Will Tess just continue to report on prior transactions under the prior GL code, even with a format change?
I took a look at some of the documentation, but didn't see this specifically addressed.
Thanks!
Claire