Account Entry

Account Entry

Within DDI Connect, Accounts play a vital role in managing the financial transactions that your constituents have with your organization. Understanding the difference in the accounts, especially when it comes to Accounts vs. Constituents, can be somewhat confusing. However, it is important to understand how the accounts work within the system.

• Individual Accounts are accounts that are attached to a constituent. Individual accounts can be donor, investment or loan accounts

• Master Accounts are accounts that act as an umbrella over one or more constituents and their corresponding gifts, investments or loans. Master accounts have linked accounts, and viewing the master account allows you to see the details of all linked accounts

For example, Mr. Joe Smith is an investor with your organization, and is also a donor. His spouse, Mary Smith, is a donor as well. In addition, Joe has set up investment accounts for each of their three children, over which he serves as custodian. In this scenario, you would want to have:

• Donor account for Joe Smith
• Investment account for Joe Smith
• Donor account for Mary Smith
• Investment accounts for each child
• Master account for Joe, under which the donor and investment accounts are linked

Note: It is EXTREMELY important to understand the difference between accounts and constituents in the DDI Connect system. Constituent records are the name/address information for everyone your organization is in contact with. Account records are for those with whom your organization has financial transactions. All accounts must have a constituent record, but not all constituent records will have accounts.

Adding a New Individual Account

Note: Where your Account Entry screen is on your menu depends on decisions made during implementation. It could be under:

• Name/Address → Accounts
• Financial Services → Account Entry

Once you have located the Account Entry menu item, double-click it to launch. You will see this screen:

File:Account Entry 1.jpg

• To create a new account, click the New button on the toolbar. This will launch the "Select a Constituent" screen:

File:Account Entry 2.jpg

• If you are adding a new constituent record, click the New Constituent button. For information on how to add a new constituent, please reference the Adding New Constituent page. If you are adding an account to an existing constituent, you can either type the PIN into the PIN field or click the binoculars to launch the Name/Address inquiry screen:

File:Account Entry 3.jpg

• You can enter whatever information you wish to search for the constituent for whom you are adding the account

• Double-click the constituent or press Enter on their record in the inquiry results. This will populate the PIN information in the Select a Constituent box

• Click OK. The Account Entry screen now appears:

As you can see, the address information has populated from the constituent record

• Click the Create button on the toolbar:

Note: The items you see on the drop down will depend on the modules that your organization has opted to utilize. For example, if you do not manage investments or loans, you will not see the option to create borrower or investor accounts

• Select the type of account you are creating. The next screen you see will depend on the type of account you selected.

Investor Account Setup

If you selected Investor Account, you will now see this screen:

File:Account Entry 6.jpg

Update the status and the account ownership format, then click Save

Borrower Account Setup

On this screen, there are no changes to be made initially, so you can click Save to return to the Account Entry screen

New Depositor Account Setup

There are no changes to be made on this screen, so click Save to return to the Account Entry screen

New IRA Account Setup

Field	Description
Federal Withholding	Controls whether or not federal tax is withheld for withdrawals from any IRA under this master account (in the percentages or dollar amount identified)
Date elected	Date when federal tax withholdings began
Base %	Base federal-tax withholding percentage. This is a display only field, and will not have an effect on monies or calculations
Additional %	Any percentage additional federal-tax withholding above the base percentage
Additional $	Any dollar amount additional federal-tax withholding above the base percentage
Conduit IRA	Whether or not an IRA under this master account serves as merely a transitional stage between one qualified plan (401(k), 403(b), etc.) and another qualified plan
Date of IRA owner's death	Date when the IRA owner (tax ID) died, if applicable
Default distribution code	Code representing the default IRS code to use on withdrawal transactions. Click the drop down arrow to the right of the field to select from the list of options
Distribution amount	Dollar amount to distribute from an IRA under this master account, in the manner identified by the default distribution code (if applicable)
Date distribution elected	Date when account owner has asked to receive a specified distribution amount
Tax PIN birth date	Birth date of constituent with account-master tax ID. Derived from Name/Address record (display only)
Required min distribution date	April 1 following the date when the master account’s “Tax ID” constituent will reach the age of 70.5. This is the age when a minimum IRA distribution is required. Calculated based on the constituent’s birth date (display only)
Minimum normal distribution date	Date when the master account’s “Tax ID” constituent will reach the age of 59.5. This is the age when this individual first becomes eligible for a minimum distribution. Calculated based on the constituent’s birth date (display only)

When you have finished entering the information on the screen, click Save to return to the Account Entry screen.

New Donor Account Setup

On this screen, the only field you might wish to edit is the Segment field. This corresponds with your organization's donor segment codes, if you have set them up. For more information on donor segment codes, reference the page Donor Segment Codes page. When you have entered the code (if applicable), click Save to return to the Account Entry screen.

Your individual donor account has now been created.

Adding a New Master Account

Once you have the individual accounts created, you can establish the master account. You can opt to create a brand new account to designate as the master, or you can use an existing account - how you do that will depend on your organizational process.

• Double-click the Account Entry screen

• Either key in the account number or click the magnifying glass to search for the account you will be using as the master

• When you locate the individual you will be using as the master, click Select. This screen will appear:

File:Account Entry 11.jpg

Note: The icons you see on the toolbar and the Sub-System Status items will depend on what types of accounts you created for this individual

Select the account ID that you are setting up to be the master account by clicking Select. You will now be in the Account maintenance screen. On the toolbar, you will see a Constit. button:

• Click the Constituent button and select Add New Constituent from the list that appears. You will now receive this screen:

File:Account Entry 2.jpg

• Either type the PIN of the constituent whose account you are linking to this master account, or click the binoculars to search for a constituent. Clicking the binoculars will launch the Name/Address inquiry screen.

• When you select the constituent that you are linking, you will receive this screen:

• Select the relationship code for this linkage. For example, if you are linking a spouse, you'll want to select SPOU: Spouse as the Relationship

• click OK

• The account screen now updates to reflect two accounts:

File:Account Entry 14.jpg

You can repeat this process for as many accounts as you wish to link under the master. As you add each one, the account list at the top of the screen will update to reflect all of the accounts linked.