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  3. Quick Start Guide For Accounting & Finances

Quick Start Guide For Accounting & Finances

Click here to download or print a PDF of our Quick Start Guide For Accounting & Finances 

We’re happy that you are part of the Aplos family and are here to help you get started. Below are recommended steps to help you get on your way. Each step will provide a link to the referenced area in the software, as well as, a resource that specifically goes over the process in more detail. If you have any questions, please do not hesitate to contact our award-winning Support Team at (888) 274-1316, or support@aplos.com.

For those interested, here is a video recording of our weekly webinar that goes over these setup steps as well:

Step 1: Add Your People

It’s easy to import contacts within Aplos! If you have an excel file of your donors and/or vendors, along with their contact information, our contact import tool can quickly bring those details into your account.
https://www.aplos.com/support/articles/importing-contacts/

Step 2: Edit Your Chart of Accounts and Set Your Starting Balances

We have started you with a basic chart of accounts that you can edit to reflect your preferred structure. You’ll want to set the starting balances for any of your asset or liability accounts. This way your register balance matches your bank. These should be the balance of your bank account as of the first transaction you enter in Aplos.
https://www.aplos.com/support/articles/nonprofit-chart-accounts/
https://www.aplos.com/support/articles/coa-setup/

Step 3: Create Your Budget

Setting up your budget will help you project income and expense goals for your fiscal year. Once you set your budget, and as you enter transactions, you can run budget reports to see if you’re spending and/or revenue are matching your goals.
https://www.aplos.com/support/articles/budgeting/

To track donations and prepare contribution statements in Aplos you need to create purposes in the Donations section. You can then link this purpose to the related accounts in your Accounting if you want your contribution deposits to also post in the bookkeeping.
https://www.aplos.com/support/articles/purposes/

Step 5: Online Donation Form

Giving your members a recurring donation option will help to keep your donations a little bit more predictable. Create your Aplos online donation form and share this with your members or add it to your website so that people can set-up a weekly or monthly recurring gift to your organization.
https://www.aplos.com/support/articles/online-donations/

Step 6: Invite Other Users

You can share access with the rest of your team by adding them as a user with a role permission in the Settings section. You can also create a Group or Team for your board or volunteers from any contact in your People section and invite them to a private group portal to schedule meetings, share documents, and sign up for volunteer opportunities.
https://www.aplos.com/support/articles/settings-adding-managing-users/
https://www.aplos.com/support/articles/groups-and-teams-getting-started/

Updated on July 9, 2019

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