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How to Navigate in Aplos

Take a look at this previously recorded webinar to become more familiar with Aplos and how it can help you and your organization keep track of your accounting. This webinar will provide a general overview of the software, and how you can set it up your account to meet the needs of your organization. General topics covered in this webinar include setting up your organization’s information, managing contacts, creating your Account List, entering transactions, and running reports. You can also find the details written below.


Manage Your Settings

The Settings tab is available to a user who has an Administrator role. Here, you will find Org Info where you can add and update your organization’s name, tax identification number, address, fiscal year, currency, website, and logo. You can also update communication settings so that email communications from Aplos make it to the correct inbox. Lastly, you will also find more information on our open API.

Within the Users tab, you can add new users to your account and give them a specific role to access all, or portions of the software.

From the Subscription page, you can manage your subscription, change your billing cycle, and update your credit card for payment.

The Activity Log allows an Administrator to view which users have worked in the software and what they’ve done.

From File Box you can upload your logo, images of receipts, or other organization documents.

Our Partners page will provide more information about linking your Aplos account to one of our partners so that the two systems can share information for easy data entry.

The Contacts tab allows you to manage your donors and vendors. Have contacts to import? You can import contacts from a spreadsheet.

There are many optional features in the Check Printing, and Recurring Transactions (Advanced Accounting Only).

Create Your Chart of Accounts

Create and edit your Chart of Accounts from the Accounts tab. If you need help thinking through how to create your chart of accounts, here are two resources that you may find helpful.

You can watch this previously recorded webinar for more details on the process of creating your chart of accounts in Aplos:

Or, if you’re looking for more details on what a nonprofit chart of accounts is, you can watch this short tutorial:

Your chart of accounts is made of accounts that allow you to post transactions, which results in reports. Here’s a brief overview of the account options that you’ll see:

Assets: Accounts that you create to represent anything that your organization owns, like your checking account. Typically numbered from 1000-1999
Liabilities: Accounts that you create to represent anything that your organization owes, like a loan or credit card. Typically numbered from 2000-2999
Equity: Any area of your organization that needs to have its own income, expense and/or ongoing balance. These are the accounts for money that you have set aside for specific reasons, like a grant, or a building project. Typically numbered from 3000-3999
Income: Any way that you receive money, like contributions or grant income. Typically numbered from 4000-4999
Expenses: Any way that you spend money, like Office Supplies, or Utilities. Typically numbered from 5000 and up

Enter Transactions

From the Transactions tab, you can enter a number of different transactions, whether it’s in one of your account registers, your journal entry page, Accounts Payable page, or Accounts Receivable page. You can find more information on posting transactions from this previously recorded webinar:

Pull Reports

Reports provide an answer to a question. From how viewing your income and expenses in an Income Statement, or the balance of your funds in a Balance sheet, reports can be pulled and tailored to what you’re looking for. Want more details about the report module? Check out this previously recorded webinar for more details:

Updated on January 11, 2018

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