Archdiocese of New York
2014
Year End Reporting
Instructions
Due Date: October 31, 2014
Table of Contents
 Getting Ready
Page 3-4
 Review of Key Features/Commands
in “Custom Reports”
Page 5
 Getting Started
Page 6
 Determining the Directory Logos is Installed On
Page 7
 Installing the Custom Reports File
Page 8
 Year End processing
Page 9
 Validate Data before Submittal to the Archdiocese
Page 10
 Submit Reports to the Archdiocese
Page 11-13
 Adding New Accounts
Page 14
 Checklist for Completing Your Year End
Page 15
 Contact Information
Page 16
GETTING READY
Some things to keep in mind and necessary preliminary steps to be taken:
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
INTERNET: High Speed Internet connection – NOT dial-up – is needed in order to submit your
year-end file to the Archdiocese of New York (ADNY) FTP Site.

SPREADSHEET: Excel is needed to run LOGOS Custom Reports. (If you do not have Excel,
contact the ADNY data center at 646-794-3380 or by email at dsc@archny.org for assistance.)

SOFTWARE VERSION: You will need to be running on Logos Version 9.5 to complete the
submission of your year end. Skip this step if you are on Go Global Logos (web-based) – you are
already running on this version.
 To determine the version of Logos that you are running, click on the Help tab and then open
About Accounting – version will be indicated at the top of the dialog box that appears.
 You need to update to Version 9.4 if you are running on version 9.3 or lower; to do so simply
click on the [Updates] box in About Accounting.
o If you are already on Version 9, please be patient – it may take a few minutes but
Logos will eventually shut down and reopen to the logon screen.
o If you have Version 8 or lower, you will need to download the update from Logos –
go to www.logoscms.com and then:
 Click on Client Login (top right of screen)
 Enter your username/password** and continue to “Upgrades and
Downloads”.
**Note: Your four-digit Logos account number (on your Logos invoice) is
your username and password; use this to sign in and download the update.
 You will be prompted for your Serial Number to install the program: Contact
Logos at 877-995-6467 and they will provide you with the Serial Number.

SECURITY: Logos has instituted additional security measures to be used when updating the
program; after you have successfully updated to version 9.5:
o Open Preferences.
o The Organization dialog box will appear and in the appropriate section at the bottom
of the box enter your serial number – this will allow you to update the next time.

UPDATE GL ACCOUNTS: Run the “Recalculate GL Account Summary” function; to do this:
 Set the calendar to August 31st
 Open the ‘Systems & Users’ tab and click on ‘Recalculate GL Account Summary’
o Note: This must be done for each entity that you work with (church, school, etc.)
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GETTING READY, contd.

DATA TABLES: Run “Reindex Data Tables.” Skip this if you are on Go Global Logos (web-based)
 Set the calendar to August 31st.
 Go to the ‘System & Users’ tab
 Click on ‘Data Tables’
 From the dropdown menu select ‘Reindex Data Tables’
 Click on [okay] to backup your data and wait for the ‘Reindex’ dialog box to appear
 Select (by clicking in each box)  All Tables and  Pack (located in the right side of box)
 Click [Reindex].

BANK RECONCILIATION: Reconcile all Bank accounts in Logos, as of August 31, 2014.

CHECK TO ENSURE THAT YOUR DATA IS IN BALANCE:
 From the General Ledger tab, activate Trial Balance
o Be sure that the calendar is set to August 31st with periods 1 to 13 defined.
Note: Your data is in balance if, on the Trial Balance report, zeros appear in both the far left
and far right columns.

CHECK BALANCE SHEETS: Display (print) a Balance Sheet with the calendar set at August 31st
and the period set to 13; the data set is in balance if the amount of Total Assets equals the amount
of Total Liabilities and Fund Balances.

CONSOLIDATED INVOICES: All Archdiocesan consolidated invoices are entered and the total
expenses should tie out to the amount invoiced for the year. Any balance due should be reflected in
account 3101 and in Select Items to Pay.

BLUE BOOK: Remember that the figures in the Blue Book should match your figures in Logos.

INFORM THE PASTOR/PRINCIPAL: Print a Balance Sheet and an Income & Expense Report for
the pastor/principal/finance council to review. These reports will no longer be generated from
Custom Reports.
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REVIEW OF KEY FEATURES/COMMANDS IN “CUSTOM REPORTS”
 [Backup] to Archdiocese Button
 This command button (lower left hand of Custom Reports dialog box) is used to send
backups of your data to the ADNY FTP site – they are no longer sent via e-mail.
 Saving Username & Password
 Usernames and passwords entered/submitted to the ADNY are saved. If saved in either
“Submit Year End” or “Backup”, it is automatically saved for both functions.
o Note: If you have changed the password used for your parish email, the new
password needs to be entered into Custom Reports in order to be able to
submit the year-end or a backup.
 Preliminary Cathedraticum Report
This Custom Report will:
 print (to Excel) a preliminary calculation that picks up all income subject to
cathedraticum.
 pick up all expenses in sub account number(s) 950 to 975 that can be used to adjust
rental income(s). (Note: If a journal entry for allowable rental expenses is used, these
expenses need to be put in any sub account from 950 to 975).
 allow you to save the report to your computer and enter the information manually if you
wish. Be sure to check the formulas to be sure that the amount is calculated correctly.
 include the amount of church support to schools and Archdiocese support to parishes.
 automatically calculate 8% of the income, or the adjusted income.
 Preliminary Parish Regional School Support Report
This Custom Report will:
 print (to Excel) a preliminary calculation that picks up all income subject to parish
regional school support.
 Fill in the amount calculated from the preliminary cathedraticum report to calculate the
preliminary parish regional school support.
 Print Trustee Sheet
 This new feature in Custom Reports automatically sends the Trustee Sheet to an excel
spreadsheet prior to printing – this feature has been created for your convenience and
makes the sheet available if you wish to save it.
 Three reports have been added; they can assist you when working with your
Associate Director:
 IPF Cash Projection and 5 Year Income & Expense
 5 Year Income & Expense
 Consolidated Invoice Reconciliation
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GETTING STARTED
BACKUP ALL DATABASES:
(Skip this step if you are GoGlobal Logos - Web Based)
CHURCH – ELEMENTARY – GHS – BHS – CHS – CEMETERY - RELED
To backup:
 Open Logos
 Select the System & Users tab
 Select Backup
 Determine where you wish to send the backup
o Normally for purposes of year-ends, the
Hard-Disk (Hard-Drive) is preferred.
 Click [Next]
 This screen will appear if you have chosen
Hard-Disk. Leave as is and click [Next]
 Click [Process] and your backup is complete
 Repeat this process for each of your datasets:
Church – Elementary – GHS – BHS – CHS – Rel Ed - Cemetery
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DETERMINING THE DIRECTORY THAT LOGOS IS INSTALLED ON
(Skip this step if you are Go Global Logos - Web Based)
 While Logos is open
o Go to the ‘Help’ tab on the ribbon
 Then choose ‘About Accounting’
IMPORTANT NOTE:
VERSION NEEDS TO BE
9.5 FOR THIS PROGRAM TO
WORK
The program path is displayed here
GO TO
WWW.LOGOSCMS.COM TO
DOWNLOAD IT
OR
CALL LOGOS @
1-877-995-6467
TO GET ASSISTANCE
HAVE HANDY YOUR FOUR
DIGIT LOGOS ACCOUNT #.
LOGOS WILL GIVE YOU THE
PRODUCT SERIAL # NEEDED
TO INSTALL
WHILE ON THE PHONE WITH
LOGOS ASK FOR YOUR
CUSTOMER SERIAL NUMBER.
YOU NEED TO PUT THIS IN
PREFERENCES FOR FUTURE
UPGRADES
 If the program path is not C:\LOGOSWIN\GL, make a note of the program path displayed –
WRITE IT DOWN AS YOU WILL NEED IT FOR THE NEXT STEP!!
 Close Logos Accounting completely before going to the next step.
~7~
INSTALLING THE CUSTOM REPORTS FILE
(Skip this step if you are Go Global Logos - Web Based)
You will need to unzip this file only once and you can use this same file to install Custom
Reports on any computer.
 Close LOGOS.
 Go to the internet - The new Custom Reports file can be found on the parish training web
site www.archny.org/parishtraining in the 2014 Year-End section. Click on the file labeled
‘Logos Custom Report’ – you will then need to click [Run] two times.
 The ‘Win Zip Self-Extractor’ dialog box will be displayed:
 If your program path is NOT c:\logoswin\gl, change to the path you noted earlier (as
instructed in the previous step on page 7).
 Click [Unzip]
You will receive the following message: 116 file(s) unzipped successfully
o Click [OK]
Custom Reports is now ready for you to run the year-end processing.
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YEAR END PROCESSING
OPEN LOGOS - BACKUP YOUR DATA!!!!
SET YOUR CALENDAR TO AUGUST 31, 2014
 PRINT A BALANCE SHEET AND INCOME & EXPENSE REPORT. These reports will need
to be presented to your pastor/principal.
 RUN and then PRINT a Trial Balance report (for future reference). Run the summary for
periods 1 to13 and, for a Cemetery, print by fund.

From the General Ledger tab, select Custom Reports
Verify the Entity Number
and Entity Code before
moving forward:
The Entity Number must be
three digits, no letters.
The Entity Code contains
only two digits:
10 Church
20 Elementary School
30 Coed High School
40 Boys High School
50 Girls High School
60 Religious Education
70 Cemetery
Select ‘Print Trustee Sheet/Cathedraticum Worksheet’
– Click [Next] and [Print]; this will automatically
generate a print-out of the Trustee Sheet and will also
open in the parish data set the Cathedraticum
Worksheet in a spreadsheet on your computer.
Running Financial Reports
** You will need to minimize the ribbon in
order to see the entire custom report
These two reports, along with the Balance Sheet and
Income & Expense Report, should be given to the
pastor; once acknowledged by him:
-
-
the Financial Trustee sheet must be mailed to
the ADNY (to the address indicated on the
bottom of the sheet);
the cathedraticum worksheet should be emailed
to your Associate Director.
NOTE: Cemetery bank statements, for 08/31/14,
also need to be sent to your Associate Director.
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See Page 16 for how to submit the above reports.
VALIDATE DATA BEFORE SUBMITTAL TO THE ARCHDIOCESE

Select ‘Validate Data for Archdiocese Submittal’ to verify account numbers.

If all account numbers are successfully validated, the following message will appear on
your screen:
Validation was successful, ready to submit to Archdiocese

If you have accounts that are not valid, a screen, as shown below, will be displayed.
Refer to your Trial Balance report and the Explanation of Chart of Accounts for this step.
Click on the down arrow and
find a valid account – the
activity in the account listed
will be merged with the valid
account.
After all account issues have been resolved, Click [Update], [Next], [Process] and [Finish].
~ 10 ~
SUBMIT REPORTS TO THE ARCHDIOCESE
DUE DATE
OCTOBER 31, 2014
Once the validation process (previous step on page 10) has been completed successfully, your
year-ends are ready to be submitted.

Select ‘Submit Year End Reports to Archdiocese’, which is the option – now illuminated
– located right below ‘Validate Data for Archdiocese Submittal’.

Click [Next]
NOTE: If, for some reason, you had moved away from the Custom Reports screen, you will
need to re-run the validate data process (instructions on previous page). All intended changes
from previous validations would have been saved.
IMPORTANT: For transmission of the year-ends, AOL users will need to turn off their Internet
security - firewall.
~ 11 ~
SUBMIT REPORTS TO THE ARCHDIOCESE (cont.)
Sending the Data to the
FTP site
This screen will be displayed next:
The FTP Site Address is
automatically filled in.
The User Name and
password is the same as
those used when signing
onto your Archdiocesan email and will now be
saved once entered.
NOTE: If the parish has
changed its webmail
password you will need to
put the new password in
here.
Test the connection, click [Test]. If there are no problems, you will get the following message
and then click [OK}.

If you have a problem contact your Associate Director.
~ 12 ~
SUBMIT REPORTS TO THE ARCHDIOCESE (cont.)

After having clicked OK the transmission process will take a few minutes. Once your file
is received at the FTP site, you will get this message – Click [OK].
Select ‘Close Fiscal Year 2014’, click
[Next] and then [Finish]. If you get
an error message, print it and correct
the error.
~ 13 ~
ADDDDING NEW ACCOUNTS
To add a new account: This is now the only way to update your GL numbers.
Select
[Add a New Account]
Select a parent account by
clicking on the down arrow.
Be careful to be sure to select
the correct cost center.
Complete the sub account
field and the description and
click [Add Account].
This account is now available
for use.
Click [Done]
~ 14 ~
CHECKLIST FOR COMPLETING YOUR YEAR END
The logos file is closed for the year and sent to the ftp site
Due Date October 31, 2014
Churches fill in the preliminary cathedraticum worksheet and email it to your
Associate Director. This is only a guide for the parish; the actual
cathedraticum will be calculated from your logos data. Please fill in the
pastor/administrators name and date signed.
Due Date December 5, 2014
Churches fill in the preliminary parish regional school support report
worksheet and email it to your Associate Director. This is only a guide for
the parish; the actual parish regional school support will be calculated once
the cathedraticum is calculated. Please fill in the pastor/administrators name
and date signed.
Due Date December 5, 2014
Cemeteries need to fax a copy of all August 31, 2014 bank statements to
your Associate Director. Please include the Archdiocese Perpetual Care
Statements.
Due Date October 31, 2014
An original Trustee sign-off sheet needs to be mailed to the Archdiocese.
There should be a sheet for each entity in your parish.
Due Date December 5, 2014
Mail Trustee Sign off Sheet to:
Frank Napolitano
Archdiocese of New York
1011 First Avenue – 19th Floor
New York, NY 10022
In the bottom left hand corner of the envelope print: Trustee Sheet
~ 15 ~
Contact Information
Associate Directors of Parish Finance
Name
Vicariate
E-mail
Cell
Fax
NORTHERN OFFICE
Terri Seidel
Rockland & Orange
orange.rockland@archny.org
917-535-0547
866-267-8822
Will Adams
Sullivan & Ulster
william.adams@archny.org
917-256-9753
866-576-3087
Michael Brennan
NW & Putnam & Dutchess
michael.brennan@archny.org
646-588-9204
866-922-2318
Peter Burrows
Westchester
peter.burrows@archny.org
646-457-8265
866-786-3658
Ellen Humphreys
Westchester
ellen.humphreys@archny.org
646-369-2039
866-482-0156
Michael Ward
Manhattan
michael.ward@archny.org
646-599-2531
866-557-4152
John Hutchison
Manhattan
john.hutchison@archny.org
646-556-5102
866-280-8675
Staten Island
vincent.derosa@archny.org
646-457-9048
866-859-4576
Pascal Kabemba
Northeast & East Bronx
pascal.kabemba@archny.org
646-499-0271
866-477-3584
Paul Rich
Northwest & South Bronx
paul.rich@archny.org
917-496-9453
866-209-7584
WESTCHESTER OFFICE
MANHATTAN OFFICE
STATEN ISLAND
OFFICE
Vincent DeRosa
BRONX OFFICE
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