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Data checklist: General ledger (Not-for-profit with fund)

  • Updated

Summary

The files listed below are strongly recommended when you plan to run a General ledger analysis using the not-for-profit with fund library in MindBridge

Learn about the data fields required in each file, and which control points each field relates to:

General ledger fields

#

Field name

Description

Required

Control points in effect

1

Account ID

Contains codes used to identify your client’s accounts. This column helps MindBridge understand your client's account types. This column can be filtered with the filter builder.

Example: 14028

Yes
  • Cash Expenditure
  • Cash to Bad Debt Conversion
  • Complex Structure
  • Duplicate
  • Expert Rules
  • Flow Analysis
  • Fund Expense Flurry
  • Outlier Anomaly
  • Rare Flow
  • Reporting Adjustment
  • Reversal
  • Reversed
  • Split Expense (Single Transaction)
  • Split Expense (Multiple Transactions)
  • Unusual Amount

2

Amount

Contains the line item’s value. This column is found in general ledgers that don't use double-entry accounting (split debit/credit columns). This column can be filtered with the filter builder.

Example: 19834.22

No
  • 2 Digit Benford
  • Cash Expenditures
  • Cash to Bad Debt Conversion
  • Duplicate
  • Expert Rules
  • Flow Analysis
  • High Monetary Value
  • Last 3 Digits
  • Material Value
  • Outlier Anomaly
  • Reporting Adjustment
  • Reversal
  • Reversed
  • Unbalanced Debits and Credits
  • Unusual Amount
  • Zero Entry

3

Credit

Contains the amount of money that was credited for the line item in the transaction. This column can be filtered with the filter builder.

Example: 14472

Yes
  • 2 Digit Benford
  • Cash Expenditures
  • Cash to Bad Debt Conversion
  • Duplicate
  • Expert Rules
  • Flow Analysis
  • High Monetary Value
  • Last 3 Digits
  • Material Value
  • Outlier Anomaly
  • Reporting Adjustment
  • Reversal
  • Reversed
  • Unbalanced Debits and Credits
  • Unusual Amount
  • Zero Entry

4

Debit

Contains the amount of money that was debited for the line item in the transaction. This column can be filtered with the filter builder.

Example: 14472

Yes
  • 2 Digit Benford
  • Cash to Bad Debt Conversion
  • Duplicate
  • Expert Rules
  • Flow Analysis
  • High Monetary Value
  • Last 3 Digits
  • Material Value
  • Outlier Anomaly
  • Reporting Adjustment
  • Reversal
  • Reversed
  • Unbalanced Debits and Credits
  • Unusual Amount
  • Zero Entry

5

Effective Date

Contains the date at which the transaction occurred. This is different from the “entered date” column, which records the date that the entry was entered in the general ledger. This column can be filtered with the filter builder.

Example: 1/1/2014

Yes
  • Cash to Bad Debt Conversion
  • End of Period
  • End of Year
  • Flow Analysis
  • Fund Expense Flurry
  • Outlier Anomaly
  • Reporting Adjustment
  • Start of Period
  • Start of Year
  • Weekend Post

6

Entered Date

Contains the date at which the entry was added to the ledger. This is different from the “effective date,” which records the date that the transaction occurred. This column can be filtered with the filter builder.

Example: 1/6/2014

 No
  • Weekend Post
  • Reversed
  • Reversal

7

Fund ID

Contains an identifier for the fund associated with each line item. This column can be filtered with the filter builder.

Example: 0003

No
  • Interfund Transfer
  • Split Expense (Single Transaction)
  • Split Expense (Multiple Transactions)
  • Fund Expense Flurry

8

Fund Description

Contains the name or description for the fund associated with each line item. This column can be filtered with the filter builder.

Example: Kids Rock! Summer School Programs

No

N/A

9

MAC Code

Contains the line item’s MindBridge MAC code. Learn more about how MindBridge classifies accounts with MAC codes.

Example: 1104

This column can be used in advanced filtering.

 
  • Cash Expenditure
  • Cash to Bad Debt Conversion
  • Expert Rules
  • Flow Analysis
  • Outlier Anomaly
  • Rare Flow
  • Split Expense (Single Transaction)
  • Split Expense (Multiple Transactions)
  • Unusual Amount
  • Fund Expense Flurry

10

Memo

Contains the line item’s memo content. This is usually descriptive content providing context surrounding a transaction. This content can vary from verbal explanations to company codes. This column can’t be filtered with the filter builder.

Example: This was paid on Dec 7 from Account 1.2875. It was a manual entry.

No
  • Complex Instrument
  • Empty Text Field
  • Suspicious Keywords

10

Source

Refers to the source ledger/document that the entries came from. For example, a company may use a payroll system that generates and posts transactions to the GL. This field usually identifies the source via a code. The Manual Entry control point uses this field to identify entries that were identified as being entered manually.

Example: GL, PR

Yes
  • Manual Entry

11

Transaction ID

Contains the transaction’s ID code. You can also generate your own transaction IDs later. This column can’t be filtered with the filter builder.

Example: 6524

Yes
  • Complex Structure
  • Duplicate
  • Reporting Adjustment
  • Reversal
  • Reversed
  • Sequence Gap
  • Unbalanced Debits and Credits

12

Type

Contains a code denoting what type of transaction the line item falls under. This column can be filtered with the filter builder.

Example: CREDIT_PAYMENT

Yes
  • Manual Entry

13

User ID

Contains the name (or identifying code) of the user associated with the line item. This column can be filtered with the filter builder.

Example: Xavier McMannon

No

N/A

14

Due date

The date the invoice was originally due.

Example: 2014-01-01 (YYYY-MM-DD)

No

N/A

15

Invoice date

The date as shown on the invoice.

Example: 2021-11-15 (YYYY-MM-DD)

No
  • Invoice Created After Effective Date

 

Opening balance fields

#

Field name

Description

Required

Control points in effect

1

Account Description

Contains the names or descriptions of your client’s accounts.

Example: Legal fees

No
  • Cash Expenditure
  • Cash to Bad Debt Conversion
  • Complex Structure
  • Duplicate
  • Expert Rules
  • Flow Analysis
  • Fund Expense Flurry
  • Outlier Anomaly
  • Rare Flow
  • Reporting Adjustment
  • Reversal
  • Reversed
  • Split Expense (Single Transaction)
  • Split Expense (Multiple Transactions)
  • Unusual Amount

2

Account ID

Contains codes used to identify your client’s accounts.

Example: 14028

 

Yes
  • 2 Digit Benford
  • Cash Expenditures
  • Cash to Bad Debt Conversion
  • Duplicate
  • Expert Rules
  • Flow Analysis
  • High Monetary Value
  • Last 3 Digits
  • Material Value
  • Outlier Anomaly
  • Reporting Adjustment
  • Reversal
  • Reversed
  • Unbalanced Debits and Credits
  • Unusual Amount
  • Zero Entry

3

Balance

Contains the balance for each of your client’s accounts as at the end of the period under audit.

Example: $18152.16

 

Yes
  • 2 Digit Benford
  • Cash Expenditures
  • Cash to Bad Debt Conversion
  • Duplicate
  • Expert Rules
  • Flow Analysis
  • High Monetary Value
  • Last 3 Digits
  • Material Value
  • Outlier Anomaly
  • Reporting Adjustment
  • Reversal
  • Reversed
  • Unbalanced Debits and Credits
  • Unusual Amount
  • Zero Entry

4

Fund Description

Contains the name or description for the fund associated with each line item. This column can be filtered with the filter builder.

Example: Kids Rock! Summer School Programs

No
  • 2 Digit Benford
  • Cash to Bad Debt Conversion
  • Duplicate
  • Expert Rules
  • Flow Analysis
  • High Monetary Value
  • Last 3 Digits
  • Material Value
  • Outlier Anomaly
  • Reporting Adjustment
  • Reversal
  • Reversed
  • Unbalanced Debits and Credits
  • Unusual Amount
  • Zero Entry

5

Fund ID

Contains an identifier for the fund associated with each line item. This column can be filtered with the filter builder.

Example: 0003

No
  • Cash to Bad Debt Conversion
  • End of Period
  • End of Year
  • Flow Analysis
  • Fund Expense Flurry
  • Outlier Anomaly
  • Reporting Adjustment
  • Start of Period
  • Start of Year
  • Weekend Post

6

MAC Code

Contains the line item’s MindBridge MAC code. Learn more about how MindBridge classifies accounts with MAC codes.

Example: 1104

No
  • Weekend Post
  • Reversed
  • Reversal

 

Closing balance fields

#

Field name

Description

Required

Control points in effect

1

Account Description

Contains the names or descriptions of your client’s accounts.

Example: Legal fees

No
  • Account Description

2

Account ID

Contains codes used to identify your client’s accounts.

Example: 140002

Yes
  • Account ID

3

Balance

Contains the balance for each of your client’s accounts as at the end of the period under audit.

Example: $18152.16

Yes
  • Balance

4

Fund Description

Contains the name or description for the fund associated with each line item. This column can be filtered with the filter builder.

Example: Kids Rock! Summer School Programs

No
  • Fund Description

5

Fund ID

Contains an identifier for the fund associated with each line item. This column can be filtered with the filter builder.

Example: 0003

No
  • Fund ID

6

MAC Code

Contains the line item’s MindBridge MAC code. Learn more about how MindBridge classifies accounts with MAC codes.

Example: 1104

No
  • MAC Code

 

Chart of accounts fields

#

Field name

Description

Required

Control points in effect

1

Account Description

Contains the names or descriptions of your client’s accounts.

Example: Legal fees

Yes
  • Account Description

2

Account ID

Contains codes used to identify your client’s accounts. This column helps MindBridge understand your client's account types.

Example: 140002

Yes
  • Account ID

3

Fund Description

Contains the name or description for the fund associated with each line item. This column can be filtered with the filter builder.

Example: Kids Rock! Summer School Programs

No
  • Balance

4

Fund ID

Contains an identifier for the fund associated with each line item. This column can be filtered with the filter builder.

Example: 0003

Yes
  • Fund Description

5

MAC Code

Contains the line item’s MindBridge MAC code. Learn more about how MindBridge classifies accounts with MAC codes.

Example: 1104

No
  • Fund ID

6

Account Description

Contains the names or descriptions of your client’s accounts.

Example: Legal fees

Yes
  • MAC Code

 

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