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Managing Expenses inBlackbaud Financial Edge NXT To maintain compliance with funding requirements, nonprofits need to carefully trackand monitor spending. Submitting, reviewing, and approving reimbursement and invoicerequests can be a burdensome and time-consuming process, creating a bottleneck thatcan lead to late vendor payments and added costs.With Blackbaud Financial Edge NXT, you can streamline yourentire expense management process with automation toolsand gain better visibility into spending at your organization.Benefits to YourOrganizationCredit Card ManagementTypically, the finance department has to wait until credit card statementsarrive each month to enter transactions. Or—even worse—enter invoiceswith placeholder distributions that must be retroactively updated withstatement amounts.But with Credit Card Management in Blackbaud Financial Edge NXT,you can eliminate duplicative data entry and the end-of-month wait.Track credit card charges, credits, and payments throughout themonth by securely linking your organizations’ credit card institutionsdirectly to your accounting system—providing timely reporting andsimplifying reconciliation.Credit Card FeedsWith Credit Card Feeds, transactions are pulled into Blackbaud FinancialEdge NXT as soon as they’re available online, so you can maintainaccurate, up-to-date account balances. Create invoices instantly as youpull in transactions from your feed, instead of importing or manuallyentering charges.800.443.9441 solutions@blackbaud.com www.blackbaud.com Maintain a complete audittrail and get a holisticview of spending atyour organization Reinforce your spendpolicies and gain morecontrol of organizationwide spending Give non-financial usersaccess to record and submittheir own expenses directlyin the system Simplify reconciliationwith real-time visibility intoemployee spendingJanuary 20201

Default DistributionsSelect from default account, project, and grant distribution sets byvendor or percentages—providing quick data entry and reducing theneed for adjustments and risk of error.Faster ReimbursementsWith daily transaction recording, you can submit grant-relatedexpenses anytime. Decrease your monthly carried-over liability and getreimbursable funds back in your ledger quickly.Vendor SpendGet a complete view of vendor spend—including refunds and charges—with a graphical vendor activity dashboard. With this increased visibility,you can negotiate rates and discounts based on spend volume toachieve potential savings. You can also group merchants by category forthose that don't require individual records—such as gas stations.Easier Reconciliations“With Credit CardActivity in BlackbaudFinancial Edge NXT, I amable to feed [credit card]transactions directly intothe accounting moduleand attach supportingdocumentation at thetransaction level. I canalso change the postdate of an expense toaccount for a differentfiscal period.”—Barbara Klose,Budget and Disbursement Analyst,Families USA FoundationBecause credit card transactions in the bank register are tied to vendorand credit card records, bank reconciliations are quicker and easier.When reconciliation issues arise, you can quickly track transactionsin the register back to the vendor record and statement for easyresolution. You can correct or replace erroneouscharges while still maintaining a completerecord of activity. And with the ability to attachdocumentation directly on invoices and creditcard transactions, you have instant access to theinformation you need without having to spendtime searching through files.“It’s amazing! It saves me sixhours each month processingmy credit cards!"—Hannah Walker,Business Manager,Kingsley Montessori School800.443.9441 solutions@blackbaud.com www.blackbaud.comJanuary 20202

Expense ManagementTypically, accounts payable staff are solely responsible for reviewing credit card expenses and invoice requests fromemployees making business purchases in the field. Finance staff must often spend an inordinate amount of timerecording transactions in spreadsheets and gathering receipts—which can be difficult to track down—making thereconciliation process a lengthy and arduous.With Expense Management in Blackbaud Financial Edge NXT, your non-financial staff members can track and submittheir own credit card transactions and invoice requests for approval, drastically reducing the staff time (and stress)required to manage this process.CardholderRecord expenseFinance StaffCardholderReport andanalyzeSubmit expensefor approvalFinance StaffFinance StaffApprove ordeny and notifysubmitterReview expenseand supportingdocumentation800.443.9441 solutions@blackbaud.com www.blackbaud.comJanuary 20203

Non-Financial User LoginWith Expense Management, your organization can transfer theresponsibility of transaction tracking from the accounts payable staff tothe person closest to the charge—increasing efficiency and improving theaccuracy of information submitted in the system.Approved cardholders can access the Expenses tab in Blackbaud FinancialEdge NXT to enter their credit card charges and attach documentation—such as receipts—for approval. Once submitted, accounts payable staffcan review and record transactions to accurately reflect them in theregister for easier reconciliation.Expense CategoriesSome organizations provide account, program, and department codesfor their cardholders to use when submitting their expenses. ExpenseManagement can accommodate this, but it also provides another optioncalled Expense Categories.With Expense Categories, finance staff can create a default set ofaccounts—combining an expense account code with the information seton a cardholders’ profile or providing a specific account to anyone usingthis category. This allows cardholders to easily select the appropriatecategory for their purchase—such as travel, office supplies, and mileage—building the full general ledger distribution for their transactionswithout error.Approval ProcessEnforce approval rules based on your organization's spending policy.Create an unlimited number of approval groups for separate departmentsor locations. Within each group, you can define multiple levels of approvalbased on amount and include any number of approvers for each level.Cardholders can choose from a list of default approval rules whenthey’re submitting transactions to ensure that the correct approvalpath is followed. Give cardholders the ability to self-approve for specifictransaction amounts or types. You can also allow your cardholders tochange their approval rule on individual transaction and reimbursementrequests, when needed.800.443.9441 solutions@blackbaud.com www.blackbaud.comKey Benefits ofExpense Management Simplify credit cardreconciliation and increaseefficiency for accountspayable staff Improve the accuracy ofexpense information in thesystem by allowing nonfinancial users to log in tosubmit their own expenses Make it easier forcardholders to select theappropriate category fortheir purchases with theability to create defaultExpense Categories Inform cardholders,approvers, and accountspayable staff when theirattention is requiredon a request with emailnotifications and alerts Allow cardholders to submitexpenses and attachreceipts with secure mobileaccess anytime and fromany deviceJanuary 20204

Reimbursement RequestsWe know that you have volunteers and staff members who don't have creditcard activity to monitor but may need to submit reimbursement or vendorinvoice requests. Not only can your cardholders log in to submit their creditcard transactions for approval, but other non-financial users can also submittheir expense requests as well.You can provide non-financial users access to submit requests on their ownbehalf or on behalf of an external vendor. The transactions are applicable tothe same approval rules and expense categories as credit card transactions.Simplify reconciliationwith real-time visibility intoemployee spending.Email NotificationsSet up automatic email alerts to notify you when your approval is neededand inform cardholders when their transactions have been approved or needtheir attention. And convenient out-of-office processing allows approvers toforward requests to another designated staff member when they’re on leave.Single Sign-OnBuilt into the system, Expense Management delivers the same great userexperience as the rest of Blackbaud Financial Edge NXT. Authorized users canlog in and see the Expenses tab on their navigation bar, along with any othercapabilities they have rights to access.Reinforce your spend policiesand gain more control oforganization-wide spendingExpense Management uses specificlicenses for non-financial users, sothey can log in and manage theirexpenses without the need for afull-access license to BlackbaudFinancial Edge NXT.Mobile AccessWith Blackbaud SKY —our secure,modern cloud—you get convenientaccess to your applications on-thego from any device. Which meansthat authorized employees andcardholders can log in to BlackbaudFinancial Edge NXT anytime,anywhere to log expenses, attachphotos of their receipts, and submittheir transactions for approval.800.443.9441 solutions@blackbaud.com www.blackbaud.comJanuary 20205

Blackbaud Purchase CardGive your expense and purchase tracking a boost with the BlackbaudPurchase Card. Your individual cardholders can experience theconvenience of making secure purchases with their chipped Visa card,whether they’re stocking up on office supplies or traveling on business.And program administrators can effectively and efficiently manage yourorganization’s purchase program with a robust online portal, advancedreporting, and comprehensive controls. All with no annual fees.Online ProgramManagement Portal Comprehensiveauthorization controls—unique to each cardholder Real-time visibilityinto organization-widespending for better cashflow management Greater insight into vendorspend, so you can negotiatebetter rates based onspend volume to achievecost savings Ensure that cardholdersmaintain compliance withspend policiesCash Back on PurchasesEnjoy savings with an annual rebate on all purchases—distributedautomatically to your bank account via direct deposit.Online Access to Manage Your Card ProgramControl spending and reduce costs with clear visibility into organizationwide spending. With the online portal, your program administrator canview credit card statements and cardholder activity.Take advantage of built-in reporting features, such as audit logs and avariety of detailed reports. Easily review activation status, expirationdates, credit limits, and more for each of your cardholders.Ensure that employees maintain compliance with yourorganization’s policies with the ability to set spendcontrols and credit limits for individual cardholders.Control for Where, How, and WhenCards Can be UsedThe Blackbaud Purchase Card allows administratorsto effectively manage spending based on theorganization’s purchasing and travel policies. Activation controls Allow domestic or international use Monitor travel expenses and reimbursements Set spend limits and restrict usage to specific types of vendors800.443.9441 solutions@blackbaud.com www.blackbaud.comJanuary 20206